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Guidelines for participation

California Revealed is an opportunity to receive valuable assistance with digitization, online access, and digital preservation for California heritage collections.

Major features of California Revealed include:

  • partners nominate materials to be digitized and added to the online California Revealed collection
  • partners contribute discovery metadata for materials to be digitized
  • State Library funds digitization (using selected vendors nationwide), online hosting for public access, and digital preservation
  • each partner has their own web page at the California Revealed website to display digitized materials from its collections
  • partners receive copies of digitized materials
  • partners are responsible for fulfilling user/patron requests for high-resolution files

An additional goal of California Revealed is to foster greater collaboration among cultural heritage organizations. Collaborations between public libraries and other local libraries, archives, museums, and historical societies to collectively reveal their local heritage are encouraged.

Our 2019/2020 application process is now closed but nominations can be submitted throughout the year.

All nominations must be accompanied by metadata records, submitted using our online repository, Islandora. To set up an account in Islandora, please contact us. If you have large batches of records, a spreadsheet form is also available.

Each partner should limit nominations to 200 items (and 200 records), whether the item is a single digital image (e.g., individual photographs) or includes multiple parts or pages (e.g., a folder of images described at the folder level and pertaining to one subject, an oral history consisting of several tapes, or a book of many pages).

California Revealed prefers to digitize on a collection- or series-level, and mixed collections are welcome. If a collection or series includes more than 200 items, please nominate all items in that collection or series, as we would like to keep collections together.

Exceptions to the above limits are being made for nominations of a single title, or run, with more than 100 issues, e.g., newspapers and other serial publications, as well as for nominations of existing digital collections of items previously digitized. If the nomination is selected for an award, but the cost exceeds available funds, an award to digitize part of the run or series will be offered.

Please include the minimum required metadata for each nomination. 

In order to maximize the discoverability of your collections, we strongly encourage you to add more than just the required fields!

Please follow our Metadata Guidelines.

Please consult our Permissions Guidelines.

California Revealed Minimum Metadata

  • Title - a given or supplied name for the resource.
  • Call Number or Temporary Identifier - unique identifier.
  • Format - for example, book, photograph, text document (unbound), map, drawing. If a moving image recording or sound recording, then format specific type and gauge, e.g., 1 /8 inch audio cassette, Film: 16mm. See drop-down options.
  • Number of parts - for example, total number of pages (bound or unbound resources), images, cassette tapes, reels, LP records, e.g. 3 Pages of 3, or 3 Tapes of 3. If you are nominating a folder of items, please let us know the number of items or pages in the folder. If you are nominating a scrapbook, please let us know the number of pages, and how many inserts there are per page. It can be approximate; this information used to estimate costs for digitization.
  • Dimensions or duration - physical dimensions (width and height in inches) for texts and still images, e.g., 12 x 18 in.; runtime for AV resources, e.g., 00:40:00. (The maximum dimensions of oversize objects, e.g., books, photographs, newspapers, that can be accommodated with digitization equipment are 37 inches in the long dimension and 28 inches in the short dimension. If you are nominating a folder of items, please let us know the maximum dimensions of the biggest item in the folder. It can be approximate. This information is used to estimate costs for digitization.
  • Date created - enter YYYY-MM-DD, YYYY-MM, or YYYY. If unknown, enter "Unknown". If you are nominating a folder of items, please enter date range, e.g. 1941/1944.
  • Significance - please explain why this nomination is significant to California or local history. This field will not be displayed online; it is for application purposes only.
  • Condition - if the materials are deteriorated, or damaged, or require special handling, please comment accordingly. This field will not be displayed online; it is for application purposes only.
  • Creator - an entity primarily responsible for making the resource. The creator may be considered an author and could be one or more people, a business, organization, group, project or service. Enter following the format, Last name, First name. Multiple values should be separated by a semi-colon. If name is unknown, enter "Unknown."
  • Rights - information about rights held in and over the resource. See Permissions Guidelines for details. Three boilerplate statements are supplied; choose one and amend the statement as needed:
    • Public domain. 
      • Full statement: "Public Domain. No restrictions on use."
    • Copyrighted. Rights to the work are owned by the partner or copyright holder has given partner permission. 
      • Full statement: "Copyrighted. Rights are owned by [Library/Archive or Copyright Holder]. Copyright Holder has given Institution permission to provide access to the digitized work online. Transmission or reproduction of materials protected by copyright beyond that allowed by fair use requires the written permission of the Copyright Holder. In addition, the reproduction of some materials may be restricted by terms of gift or purchase agreements, donor restrictions, privacy and publicity rights, licensing and trademarks. Works not in the public domain cannot be commercially exploited without permission of the copyright owner. Responsibility for any use rests exclusively with the user."
    • Copyright status unknown. The work may be protected by the U.S. Copyright Law (Title 17, U.S.C.), but its status is unknown. 
      • Full statement: "Copyright status unknown. This work may be protected by the U.S. Copyright Law (Title 17, U.S.C.). In addition, its reproduction may be restricted by terms of gift or purchase agreements, donor restrictions, privacy and publicity rights, licensing and trademarks. This work is accessible for purposes of education and research. Transmission or reproduction of works protected by copyright beyond that allowed by fair use requires the written permission of the copyright owners. Works not in the public domain cannot be commercially exploited without permission of the copyright owner. Responsibility for any use rests exclusively with the user. [Library/Archive] attempted to find rights owners without success but is eager to hear from them so that we may obtain permission, if needed. Upon request to [email address at Library/Archive], digitized works can be removed from public view if there are rights issues that need to be resolved." 

California Revealed Additional Metadata

  • Description - General notes or summary about the intellectual content of a resource. Feel free to copy over any content description from the "Significance" field.
  • Container/item annotations - Any relevant information as it is recorded on container and item label(s). Record all text verbatim.
  • Subject Topics and Entities - Topic headings, keywords and/or personal names that portray the intellectual content of the resource.
  • Spatial and Temporal Coverage - The geographic location and/or the time period covered by the resource's intellectual content.
  • Genre - Categorical description informed by the topical nature or a particular style or form of the content.

Awards will be made based on the following criteria:

  • significance to local and state history
  • availability of description for the nominations
  • intellectual property rights in the public domain, held by the owning library, or secured from the rights holder, when possible
  • technical limitations of equipment to digitize original resources
  • cost of digitizing nominated resources relative to available project funding

Project awards will be made in November 2019 for an implementation cycle beginning in December 2019 and ending in September 2020. If an award is offered, participation will require the commitment of your parent institution and its director's signature on a partner agreement form.