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Seidell Proposals Including Digitization

*All proposals including digitization must be reviewed by SIL prior to being submitted.*

 Proposals with a component involving digitizing of biodiversity literature

Proposals with a component involving digitizing of biodiversity literature should consult with Smithsonian Libraries (SIL) to determine if the texts in the proposal will be digitized as part of the Smithsonian’s Biodiversity Heritage Library program (BHL).

If the texts will be digitized, the proposal should not include any cost for direct scanning; Smithsonian Libraries will cover these costs as part of the BHL. Every attempt will be made to digitize the texts in a timely manner. Smithsonian Libraries will consult with the project PI in the event content cannot be digitized (due to fragility, condition, etc.). Files will be available through the BHL Portal and made available to the Project Director/Project Co-Director for the proposed project.

Proposals NOT involving digitizing of biodiversity literature as part of BHL

If the texts are not planned to be digitized as part of the BHL, SIL will provide digitizing cost estimates, if needed, metadata creation cost estimates to be included in the proposal. Due to the scale of print digitization done by SIL, economies of scale will result in lower costs. SIL will work with the Project Director/Project Co-Director to build these costs into the proposal. SIL will arrange for the texts to be digitized at its regional scanning center. Files will be made available via the Internet Archive or other methods to the Project Director/ Project Co-Director for the proposed project.

If the texts are under copyright, it will be the responsibility of the Project Director to obtain permissions from the copyright holder(s) for digitizing. In rare some instances, SIL will digitize in-copyright content for reuse by the Project Director/Project Co-Director with more limited restrictions.

All Seidell proposals that involve digitizing of texts should address the following:

  • A description of the hardware and network infrastructure that will be in place to support the product, e.g. if it will be mounted on a server, what Unit or Department will maintain the server?
  • Plans and/or infrastructure for long-term availability

If you are considering a project that involves digitization of published or archival sources, you must contact Martin Kalfatovic, Associate Director, Digital Services Division, Smithsonian Institution Libraries at KalfatovicM@si.edu, during the development of and in advance of submitting your proposal.

For digital projects you should consider and reference the following in your proposal:

  • A description of the hardware and network infrastructure that will be in place to support the product, e.g. if it will be mounted on a server what Unit or Department will maintain the server?
  • Plans and/or infrastructure for long-term availability