Guidelines for participation

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 its own web page at the California Revealed website to display digitized materials from its collections
  • partners receive digital copies of digitized materials
  • requests for high-resolution/publication-quality copies are directed to the owning institutions to be filled in accordance with institutional duplication policy

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

Our 2018/2019 application process is now closed. We will send award letters out to current participants this December, with an anticipated delivery date of original materials and metadata in January 2019. Our next round for nominations will be next Fall 2019.

In order to participate, partners must fill out the California Revealed Application Form and nominate materials you propose to digitize. All nominations must be accompanied by metadata records, submitted using our online repository, Islandora. If you have large batches of records, a spreadsheet form is also available. Each partner should limit nominations to 500 resources (and 500 records) if each nominated resource requires only a single digital image (e.g., individual photographs); or limit nominations to 100 resources (and 100 records) if each nomination has 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).

An exception to the above limits is being made for nominations of a single title, or run, with more than 100 issues, e.g., newspapers and other serial publications. If the nomination is selected for an award, but the cost exceeds available funds, an award to digitize part of the run will be offered.

In Islandora, enter the minimum required metadata for each nomination.

California Revealed Minimum Required Metadata

  • Title – a given or supplied name for the resource.
  • Generation — California Revealed prefers to digitize the highest quality source with the highest resolution possible – ideally the original. Check labels on the object for clues, and consider production history if known.
  • 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 – 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 33 inches in the long dimension and 26 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 and condition – please explain why this nomination is significant to California or local history. 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 the 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.”