MMP Collection Application
Please provide all information requested below. Incomplete applications will not be forwarded to the Selection Committee. Approval must be received from the Selection Committee before a collection can be added to the Montana Memory Project (MMP).

There are two sections to the application: collection details and technical details. You will see references throughout the application to sections the Handbook which can be accessed at:
http://libraries.montanastatelibrary.org/statewide-projects/montana-memory-project/. Please become familiar with the guidelines before completing this application.

If you would prefer a Word Document of this application, instead of this online version, please email Jennifer Birnel (jbirnel@mt.gov) and request one.

Organization and Contact Information
Please provide the primary contact information and, if applicable, information about any partners organizations assisting with this project.
Organization Name
Your answer
Mailing Address of Organization
Your answer
Primary Contact Person
Your answer
Phone Number of Primary Contact Person
Your answer
Email Address of Primary Contact Person
Your answer
Partner Library, Museum, or Historical Society (if applicable):
Your answer
What is the role of the partner organization in this project?
Will the partner provide content resources, people resources, or financial resources. Please explain in detail the full role of the partner(s).
Your answer
Collection Information
Please provide the following information about your proposed collection.
What is the title of your collection?
Your answer
What is the format of the collection
What is the primary theme of the collection?
How many items are in the collection?
Your answer
Please explain why your collection is unique and why it is an important contribution to the MMP.
Your answer
Copyright
All materials on the MMP are available for use by the public so it is important that there are no copyright or ownership concerns. (See the MSL Copyright Statement)
Are the materials in the public domain?
If not, does your organization hold copyright or have unrestricted ownership or this collection
If not, who does?
Your answer
Have these copyright holders formally given the library permission to make this collection available on the MMP?
Your answer
If you aren't sure about copyright for this collection, please explain.
Your answer
Adding the Collection to the MMP
Preparing a collection for the MMP takes time and some special equipment. Please provide details about your plans for adding your collection to the MMP. This timeline will be used to schedule equipment, training, and required licensing for your project.
Please provide the approximate date ranges (i.e. 1/13-2/13) for collection preparation.
Your answer
Please provide the approximate date ranges (i.e. 1/13-2/13) for collection scanning/digitization.
Your answer
Please provide the approximate date ranges (i.e. 1/13-2/13) for creating and adding collection metadata.
Your answer
Please provide an approximate date the collection could be added to the MMP.
Your answer
Please explain how work on the collection will be done (i.e. by staff, volunteers, vendor).
Your answer
Digitization
For collections added to the MMP, all images must meet the access file scanning specifications detailed in the MMP Scanning Specifications.
NOTE: You are required to create a master file with all items digitized in a Tagged Image File Format (TIFF) or Joint Photographic Expert Group 2000 (JPEG2000). The MMP will display your collection as an access JPEG file. Portable Document Format files (PDFs) do not meet the MMP Specifications.
Have any of the items in the collection already been digitized?
If yes, please provide the following information.
Approximate number of items digitized:
Your answer
Will your staff need training on scanning?
Digital Format of items already digititzed
Note
Once your project is approved by the MMP Selection Committee, you will be asked to submit a sample digital file to verify compliance with MMP Specifications. You may want to wait before digitizing any more items until the sample has been reviewed.
Metadata
Metadata is the descriptive information for digital collections. For collections added to the MMP, all metadata must meet the best practices detailed in the MMP Metadata Guidelines.
Do any of the items in the collection already contain metadata?
If yes, please provide the following information.
What % of the digitized collection contains metadata already?
Your answer
Is the metadata on an item level or a collection level?
What program do you currently use to store your metadata?
Metadata Sample
Please provide a sample metadata record for one item in your MMP collection. This can be sent to jbirnel@mt.gov. A sample metadata record can be found in the MMP Metadata Guidelines.
Preservation
Preservation of and long-term access to digital masters is an important goal of the MMP and is required for all collections uploaded to the MMP. The MMP currently provides free space on OCLC’s Digital Archive (http://www.oclc.org/digitalarchive/) for preservation of and access to your digital master files. For collection masters stored on the Digital Archive, all files must meet the digital master file scanning specifications detailed in How to Begin.
Do you plan to store the masters for this collection on the Digital Archive?
Adding the Collection to the MMP
The MMP will provide the CONTENTdm software (and training as needed) to add digitized collections to the MMP. In addition, a limited number of OCR (Optical Character Recognition) licenses are available on loan to provide indexing (searching capabilities) for text collections. The software, training and license will be scheduled after scanning has been completed. Sample digital files will be requested for review.

Thank you for your interest in the Montana Memory Project. If further information is needed to consider your application, you will be contacted within two weeks. When your project has been approved, you will be asked to become a member of the MMP and subscribe to the MMP listserv.

For application questions and assistance:
Jennifer Birnel, Montana State Library
855-259-0894 or jbirnel@mt.gov

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