University Libraries

About the Digitization Review Group


The Digitization Review Group evaluates, approves and prioritizes project proposals for the Libraries-wide digitization program. The group selects projects for digitization based on criteria developed in the Libraries' Digitization Framework, as well as the Libraries' changing strategic goals and priorities. The group is also responsible for establishing and updating the solicitation and structure of the request and review processes.


Joy Kirchner, AUL, Content and Collections


The group is comprised of members representing expertise in a variety of functional areas, including collections, metadata, digitization, copyright, and preservation. Members generally hold two-year appointments, although initially some will remain for shorter or longer appointments to ensure continuity as members cycle off the group. Libraries staff representing digitization, metadata, and preservation will remain as standing group members.

Shannon Farrell, Agricultural, Biological, and Environmental Sciences
Stephen Hearn, Data Management and Access
Lois Hendrickson, Wangensteen Historical Library, Health Sciences Libraries
Mary E. Miller, Collection Management and Preservation
Jason Roy, Digital Library Services
Mary Schoenborn, Social Sciences and Professional Programs
Nancy Sims, Copyright Program
Lisa Vecoli, Tretter Collection, Archives and Special Collections

Group Responsibilities

Review group members are expected to share their expertise and judgment in an active and engaged manner in order to best advance the strategic digitization program of the Libraries. The Digitization Review Group is responsible for:
  • Establishing a process for individuals and units to propose projects to digitize items or collections. This includes the creation of submission forms and a documented matrix for selecting and prioritizing proposals based on the criteria in the Digitization Framework. The group is also responsible for regular evaluation of the process.
  • Reviewing proposals to determine whether they should be considered for digitization. Specifically, reviewers determine whether materials are candidates for digitization by the Libraries based on 1) whether the materials can be digitized based on an analysis of current physical condition, rights, technical digitization requirements, feasibility, and cost; and b) whether the materials should be digitized, based on the selection criteria outlined in the Digitization Framework. Based on these factors, reviewers may decide to
    • Approve a digitization proposal
    • Deny a digitization proposal
    • Flag a proposal for later consideration
    • Ask that a proposal be resubmitted with additional information
  • Prioritizing proposals based on the date of request, Libraries-wide priorities, and Digital Library Services capacity. The group also reviews accepted proposals periodically and, if necessary, adjusts the project queue to reflect changes in priorities.
  • Supporting and encouraging department liaisons to engage faculty and other stakeholders in the proposal process, and providing assistance in drafting messages to faculty and other communications to the broader campus community as needed.
  • Assessing need and advocating for institutional support for further development and growth of the digitization program.
  • Consulting with other departments and stakeholders groups, particularly Digital Library Services, Preservation, Grants and Development, and Data Management & Access, to further inform the review process as necessary.

Scope of Review Process

The group reviews proposals submitted by individual staff members or units for digitization of content from the collections of the University Libraries. Libraries staff are encouraged to pursue grants and other forms of external funding for digitization whenever possible. When proposals are identified as potentially strong candidates for external funding, the review group may return the proposal and recommend that a grant or grants be pursued first. Projects that have received external funding through grants or donor support will be prioritized and queued separately; however, changes in digitization capacity that result from these projects may be factored into the internal review process.

Frequency of Meetings

The group will meet on a regular basis to review proposals and to track progress on existing projects.