Part of the UDC ToolKit

Subject: Archiving {Title of Work} in the University Digital Conservancy

Dear,

{Introduce yourself and describe the content you are trying to recruit, such as title, available vols/years, location on department web site}

In the past, these materials were collected in hard copy in the University Archives. We are working hard to make sure that the current digital files are captured and preserved as well.  To that end, we would like to add [title] to the University Digital Conservancy https://conservancy.umn.edu/, which serves as the digital arm of the University Archives.  

See for example how other departments/institutes have benefited from archiving university-owned work into the UDC: {Give some examples of similar content that we collect in the Conservancy, here are some to choose from:

- Departmental Newsletter

- Project reports series

- University-hosted conference proceedings}

Adding your publication to the Conservancy has several advantages for your department and for the Libraries. Items in the Conservancy have a permanent url (no more broken web links) and higher web visibility than documents on a standard web site. Collecting this title digitally in the Conservancy helps to streamline our work, and has the potential to streamline yours, too, if you decide to link directly to the items in the Conservancy instead of posting each item on your website.  In addition, we may be able to work with you to digitize older issues of the publication and make the full run available and searchable in the Conservancy.  I’d be happy to talk through some of the options and advantages and what this would entail.

Please let me know if you’d like to discuss this further or if you have any questions.  

Thanks for considering this,

{Your name}

EXAMPLE 1:

Subject: Archiving the Gopher Peavey in the University Digital Conservancy

Dear Jenna,

I noticed recently that the Department of Forest Resources has a full run of digitized Gopher Peaveys online at http://www.forestry.umn.edu/Publications/index.htm  I’m wondering if the department would be interested in having the University Libraries preserve these digital files in the University Digital Conservancy.

The Digital Conservancy is a repository for faculty research and it also serves as the digital arm of the University Archives. The Archives holds a full run of the Gopher Peaveys and we are working hard to provide broader access to important historical resources like this one by making digital copies available online.

Adding the Peaveys to the Conservancy would have several advantages for the University community, for your department, and for the Libraries. Items in the Conservancy, for example, have a permanent url , which means that they remain available even as University websites change and move over time.  The Conservancy also provides higher web visibility than documents on a standard web site.

Would you be interested in discussing this opportunity?  I’d be happy to talk with you (or whoever you suggest) to provide some information about what this would entail, what the options are, and possible advantages for your department.  

Thanks for considering this,

[your name]

EXAMPLE 2

Subject: Archiving “Forest Scene”in the University Digital Conservancy

Dear Jenna,

I noticed recently that the Department of Forest Resources website includes current and back issues of the “Forest Scene” newsletter.  In the past, these materials were collected in hard copy in the University Archives. We are working hard to make sure that the current digital files are captured and preserved as well.  To that end, we would like to add “Forest Scene” to the our digital repository, the University Digital Conservancy https://conservancy.umn.edu/, .  The Conservancy serves as the digital arm of the University Archives.  

Archiving a publication such as “Forest Scene” in the Digital Conservancy has many advantages.  One is that each item (issue or volume) is assigned a permanent url, which means that even as websites change and move, people looking for issues of “Forest Scene” will never encounter a broken link.  Some departments on campus choose to link to their newsletters / publications in the Conservancy, instead of mounting them on departmental sites.  Others continue to mount their publications on departmental sites but view the Digital Conservancy as a valuable back up  should the website change or malfunction.

Please share this message if you like and let me know if you’d like to meet to discuss this, or if you have any questions.  I’d be happy to talk with you or your colleagues about the various options provided by the Conservancy.

{Your name}