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1. Face Sheet for an Enhancement Grant

2000 IMLS Native American Library Services Enhancement Grant
OMB No.3137-0036    
expires 4/30/2001    
Face Sheet for an Enhancement Grant  
1.  Name of Tribe or Alaska Village Corporation: Arctic Slope Regional Corporation 
2.  Applicant's Mailing Address  
PO Box 249    
3.  City 4. State 5. ZIP Code
Barrow AK 99723
6.  Name of Tribe's Chief Executive 7. Business Phone of Chief Executive
Jacob Adams   (907) 852-8633
8.  Name of Project Contact       Mr.      Ms.       Dr. 9. Business Phone of Project Contact
David Ongley   (907) 852-1720
10.  Affiliation of Contact (name of library, school, etc.)  
Tuzzy Consortium Library  
11.  Project Contact's Mailing Address  
PO Box 749    
12.  City 13.  State 14.  ZIP Code
Barrow AK

99723

15.  FAX Number of Contact (if available) (907) 852-1729
16.  E-mail Address of Project Contact (if available) dongley@co.north-slope.ak.us
17.  Institutional Profile    
Schedule of open hours Mon. to Thurs. Noon to 9:00 p.m. and Fri. and Sat. Noon to 5:00 p.m.
Number of library staff Part-time  12 Full-time  8
Number of circulation transactions per year 15,000.00
Number of holdings (books, subscriptions, media) 30,000.00
Does the library have access to the Internet? Yes
Does the library provide public access to the Internet? Yes
Amount of operating budget for library services in most recently completed fiscal year $460,981.00
18.  Grant Amount Requested $149,992.00
19.  Amount of Cost Sharing   $59,904.00
20.  Total Project Costs   $209,896.00
21.  Grant Period (check one)    
one-year grant two-year grant  

  1. Face Sheet
  2. Abstract
  3. Narrative

    A.Statement of Need

    B. Project Design

    C. Management Plan

    D. Personnel

    E. Evaluation

    F. Model Project

    G. Technical Knowledge

  4. Schedule of Completion
  5. Budget

    A. Budget Narrative

  6. Signed Assurances Form
  7. Attachments

    A. Maps of the Region


The Tundra Times Photograph Project

2. Abstract

The Arctic Slope Regional Corporation, a for-profit regional Native corporation with headquarters in Barrow, Alaska, proposes to implement the Tundra Times Photograph Project. Funding for this project in the amount of $149,992 is being requested from the Institute of Museum and Library Services’ Enhancement Grant. This application is supported by the eight councils of the Iñupiat Eskimo communities of the North Slope Borough of Alaska: Naqsragmiut Tribal Council (Anaktuvuk Pass), Native Village of Atqasuk, Native Village of Barrow, Kaktovik Village of Barter Island, Native Village of Nuiqsut, Native Village of Point Hope, Native Village of Point Lay, and the Wainwright Traditional Council. This project is consistent with the communities’ vision of the ongoing educational, technological and cultural efforts currently under way on the North Slope.

The primary goal of this project is to provide the people of the North Slope, as well as Alaska Natives and researchers in Alaska and beyond, with access to a collection of approximately 5,000 photographs taken over a 35-year period from 1962 to 1997. The photo collection documents the history of Alaska Natives and their pivotal political struggles during this period of intense change. The owner of the collection, the Ukpeagvik Iñupiat Corporation, has entrusted the Tuzzy Consortium Library with this valuable resource.

On behalf of the Arctic Slope Regional Corporation, the Tuzzy Consortium Library of Iļisaġvik College in Barrow will provide leadership and management for this project. The Library Director will serve as the project director. The newly hired Library Archivist will be responsible for day-to-day project operations. A technician will be hired using project funding to perform the necessary work. The Library along with its partners, the Ukpeagvik Iñupiat Corporation, the North Slope Borough’s Iñupiat History, Language and Culture Commission, the University of Alaska Fairbanks and the Iñupiat Heritage Center Museum will provide project oversight. Each organization has expertise in photograph database or project development and has expressed great interest in working with the Library. They will assist and advise the Library in managing the project and seeing it through to completion.

The project objectives are to digitize, index, and disseminate via the World Wide Web over a two-year period, approximately 5,000 out of the estimated 9,000 photographs from the archives of the Tundra Times. The Library will capitalize on existing technology to accomplish these objectives and will do so in the environment of a small, remote library. Training for staff in the most current digital techniques, and support from a consultant and from the Rasmuson Library at the University of Alaska Fairbanks will guide Library staff to achieve and maintain nationally recognized standards for digitization and indexing.

3. Narrative

The Tundra Times was the voice of Alaska Natives statewide from 1962 to 1997. At the time, the idea of a newspaper written by and for Alaska Natives was audacious. In the early 1960s, the state’s indigenous residents were a disenfranchised people. With its first edition, the eight-page biweekly established a fascinating mix of articles ranging from politics and Native issues to Native life. From the beginning, the paper sought to unify Natives. “Tundra,” the basic ground cover of Alaska was chosen as its name. The masthead, designed by editor Howard Rock, an Iñupiat Eskimo from Point Hope, incorporated Eskimo, Indian and Aleut scenes that were flanked with “Iñupiat Paitot” (the people’s heritage) in Iñupiat and “Dena Nena Henash” (the land speaks) in Athabascan. The paper’s editorial policy was two-fold: to serve as the “medium to aid (Natives) in their struggle for just determination and settlement of their enormous problems . . . (and) to keep informed on matters of interest to all Natives of Alaska.”

During its 35 years of publication, the Tundra Times reported on events that transformed the Native way of life, including settlement of land claims, founding of Native corporations, and the transfer of health and social services to Native-operated nonprofits. Writing about the Tundra Times’ place in history, Rock reported:

When we came off the press for the first time over five years ago . . . the Native people were dead spiritually, it seemed, because no news media would publicize their tragic situations and their problems. The Tundra Times, more than anything else, I think, has awakened the fervor to do something and help to bring out the potential in leadership among our people.

In 1997, the Tundra Times ceased publication. The Ukpeagvik Iñupiat Corporation (UIC) of Barrow acquired its archives and copyrights, including a photograph collection that consists of negatives and over 9,000 black and white prints. A year later, the collection was turned over to the Tuzzy Consortium Library. An initial assessment found that storage in standard folders and boxes was inadequate for long-term preservation. Library staff began the conservation process, using archival materials purchased by UIC.

A. Statement of Need

The Tuzzy Consortium Library was honored when a collection as important as the Tundra Times archives came into its charge. With this honor came the burden to preserve and share the information with the other Native communities in the region and the state. Progress has been slow but steady as the photographs were extracted from the collection of over 120 boxes of archival material. Last summer several volunteers inserted all the photos into Mylar sleeves and stored them flat in acid-free archival boxes. The sleeves and boxes were supplied through donations by UIC. The Library’s plan called for the digitizing and indexing of the collection. Although the hardware and software for such a project were readily available, the personnel and expertise were missing. The Library’s budget did not permit the hiring of a technician to perform the work nor a consultant to train and guide the staff. It is only through the generosity of granting agencies like the Institute of Museum and Library Services (IMLS) that this project can hope to proceed in a timely and expert manner.

A.1. Description of the Community

The Tuzzy Consortium Library (hereafter "the Library") serves as the academic library for Iļisaġvik College and the public library for the North Slope Borough (NSB) of Alaska. Bordered in the north by the Arctic Ocean and in the south by the Brooks Range, the NSB is the northernmost organized municipality in the United States, lying entirely above the Arctic Circle. Treeless, lowland tundra dotted by marshes, small lakes, meandering streams, and rivers dominate this vast area, which is roughly equal in size to the state of Minnesota. Iñupiat Eskimos have lived in the region for thousands of years, their survival dependent on their ability to draw sustenance from the land and the sea.

Approximately 8,000 people live in the NSB. Barrow, the largest town with 4,641 residents, is 53% Iñupiat. Other North Slope communities are more than 92% Iñupiat. Point Hope, population 805, is the largest, followed by Wainwright, 649; Nuiqsut, 420; Anaktuvuk Pass, 314; Kaktovik, 256; Point Lay, 246; and Atqasuk, 224. Distances between villages are great, and none are accessible by road. Point Hope on the west is 650 miles from Kaktovik on the east, and 400 miles northwest of Anaktuvuk Pass. (Attachment A.)

Because of the remoteness of the North Slope, material goods common and inexpensive in the rest of the United States are rare and dear. The price of a gallon of milk is $6.95 and a gallon of gas is $2.68. In general, the cost of living is twice as high as in the Lower 48. The cost of hiring a technician to perform the work for this project may sound unreasonably high, but by arctic standards, it is just a bit above minimum wage.

A.2. Current Status of the Library

Iļisaġvik College is a two-year institution located in Barrow. The College is an independent, public, nonprofit post-secondary school, established in 1986 in a cooperative agreement between the University of Alaska Fairbanks (UAF) and the NSB, as an extension of UAF. Coming into its own as a nonprofit institution in 1996, the College is currently a candidate for accreditation by the Northwest Association of Schools and Colleges, a process that it expects to complete by 2003. Governance of the public library system is through Iļisaġvik College.

The Library is headquartered in Barrow, with seven outlying branches serving the other villages. The branches also function as the school libraries during the day. The village community libraries’ small collections contain popular fiction, periodicals, general reference materials, culturally appropriate books, and Internet connections to periodical databases. Village residents needing access to a more diverse library collection can receive materials through interlibrary loan. The Library is a member of OCLC, the largest library network in the world.

More than 90% of the bibliographic resources contained within the Library are housed in its new, spacious facility at the Iñupiat Heritage Center in Barrow. The Library contains about 30,000 books and subscribes to 115 periodicals. Five workstations connected to the Internet are available unfiltered and free of charge to the public. Special collections include a growing Alaskana section with particular emphasis on arctic and polar regions, the North Slope of Alaska and the Iñupiat history, language and culture. Reversing the exploitation of the area’s rich cultural heritage by institutions outside the region is among the Library’s major goals. This can be accomplished by strengthening its capacity to preserve and disseminate collections such as the Tundra Times photographic archives.

A.3. Improvement of Library Services

With funding from IMLS, the Tundra Times Photograph Project (TTPP) will improve library services by making the Tundra Times photo collection accessible to the public, students, and scholars, both in the North Slope Borough (NSB) and, via the College’s Web site, throughout the nation. Currently, the photographs are not available for public use, nor is there an index to them. Development of a collection of this quality in Barrow is consistent with the Library’s mission as a circumpolar resource and clearinghouse for information on the arctic, its people, and culture. In addition, TTPP will build the Library’s capacity to complete similar projects by training staff in indexing and digitizing as well as by supporting their acquisition of project management skills.

A.4. Impact on the Community from Improved Library Services

Perpetuating and strengthening Iñupiat culture, language, values and traditions - much damaged in the 19th and 20th centuries - is central to the Library’s mission. Development of the Tundra Times photographs as a resource for the public, students, and scholars will impact on the community by making this previously unavailable informational treasure accessible and creating a greater understanding of events that continue to shape the lives of Alaska Natives. The photos will enhance the Library’s growing Alaskana collection, benefiting the NSB communities and the larger audience outside the region.

B. Project Design

The Tundra Times Photograph Project is designed to digitize and index approximately 5000 photographs in the Tundra Times archives now held by the Tuzzy Consortium Library and to make the images available to the Native communities of the North Slope and the entire State of Alaska over the Internet.

B.1. Goals and Objectives

The primary goal of this project is to provide access to the Tundra Times photograph collection to the Iñupiat people of the North Slope Borough and to the Native communities of Alaska whose elders’, parents’, brothers’ and sisters’ images are included in the collection. Because many individuals in the photographs are unidentified, making them accessible on the Internet creates the earliest and widest possible window of opportunity for the public to assist with their identification while key subjects and their relatives are still living.

There are five main objectives of this project:

1)To index 50 percent of the collection (approximately 5000 photos).

2)To digitize 50 percent of the collection (approximately 5000 photos).

3)To disseminate the collection through the Internet and CDs.

4)To identify images with assistance from the public.

5)To provide training and educational opportunities to project staff.

B.2. Approach for Accomplishing Project Goals

The approach to the project goals will be comprehensive and systematic. Pre-funding preparations are already underway and will continue through the fall. The project workflow has been carefully researched and laid out. Follow-up activities are part of the long-range plan.

Preparations

When UIC acquired the Tundra Times archives in 1997, it also obtained, “associated copyrights, trademarks and service marks . . . including but not limited to, any and all articles and photos appearing in the Tundra Times newspaper and all personal journals or other writings of Howard Rock . . .” (Attachment B). For purposes of this project, the Library has obtained permission from UIC, after consultations with their counsel, to digitize, index, and disseminate the photos as described in this proposal (UIC letter of support).

With completion of the Iñupiat Heritage Center in August 1998, the Library gained office and workspace for an archivist and assistant that will serve as the workspace for this project. The Tundra Times photo collection is stored nearby in the secure and temperature-controlled rare book room. The work area of the project is equipped with three Pentium computers that are clients in the boroughs WAN. An Epson 836L flatbed scanner has been acquired as well as a CD writer. Software for the project is currently being purchased: Adobe PhotoShop 5.5 for image scanning, manipulation, and editing; Equilibrium’s DeBabelizer for batch processing of images; ImageAXS™ Professional for indexing and publishing to the Web; and ImageAXS™ CD Authoring Kit for disseminating the database and associated images on CDs.

Last fall, the Tuzzy Consortium Library began discussions with UIC to formalize our relationship to the Tundra Times collection. Personnel changes on both sides brought this process to a halt. With the hiring of Fannie Akpik on July 1, 2000, these talks are scheduled to resume. A document clearly defining the roles and responsibilities of UIC and the Library will be signed before the end of September. However, both parties agree that this project is a priority and needs to be pursued immediately.

The archivist, Fannie Akpik, is a recognized expert in Iñupiat language and culture. She has worked with scanners and computers for many years in her capacity as assistant professor of Iñupiat Studies at Iļisaġvik College. She has some training in web site development and multimedia projects. To shore up her knowledge in this area and develop her project management skills, several training components have been planned.

Training

Opportunities for formal training and ongoing mentoring have been designed into the project so that staff can successfully achieve project goals. Training in multimedia project development is planned for the Archivist in August with College computer instructors. Arrangements are underway for the Archivist to attend the School of Scanning that is scheduled to be held in September 2000 with funding from the regular Library budget. During the first quarter of the project, the Archivist will spend two weeks at the Rasmuson Library at UAF where she will intern with staff in the Alaska and Polar Regions Archives. She will be trained in basic archival practices and on facets of digitizing and indexing. During the first and second quarter of the project, the consultant will spend approximately 10 working days in Barrow establishing systems and training staff in procedures and software. Available throughout the life of the project, the consultant will mentor staff and monitor quality to assure success.

Workflow

The Tundra Times photo collection consists of approximately 9,000 black and white prints in a variety of sizes as well as separately filed negatives. In addition, the Library houses the Tundra Times historic newspaper collection and archives; the personal journals and other writings of the newspaper’s founder, Howard Rock. The Library also possesses a microfilm copy of the Tundra Times, which was produced for distribution by the State Library.

This project represents the first of several steps required to digitize and index the Tundra Times photos and archives, and disseminate them widely via the Internet. Because of the substantial amount of work to be accomplished on the photos, other important archival projects, such as linking the negatives to the photo collection, indexing and digitizing of the newspaper itself as well as Howard Rock’s personal journals and other writings, will be set aside for later development. The photo collection was targeted first in this series of projects because a window of time exists now for photo identification and because of the fragility of photographs. The Tundra Times began publication nearly forty years ago. Today many of its subjects are elderly. Publishing the photo collection on the Internet while the photographic subjects or their close relatives are still alive represents the best opportunity for their identification and the development of a complete record for each photograph.

An initial review of the collection revealed that most of the images are of people. They are filed in alphabetical order based on the last name of the picture’s key figure. The photographs that appeared in the newspaper are integrated into the larger photo archives, however, there is no index to the newspaper. Identifying information, written in pencil on the back of the photo, includes the last name of the primary subject, and often - but not always - a date and caption. Shots taken at the same time and of the same event are filed together, creating a “set” of photos. Typically, the identity of only one key figure in a photo is noted, leaving the names of remaining subjects unknown.

Prioritization of Prints

All unique photos will be given priority in this project. Because some photos in the collection combine to form sets depicting one event or person, one representative photograph from each set will be selected for digitizing, indexing, and dissemination. Within a set, the print with the most identifying information on the back will likely be the one chosen for digitizing. The file will be indexed using information from the back of the print, with updates made as information is received from the public. In subsequent projects, photos will be cross-referenced to newspaper archives and further information added to the index record. Every print in the collection will be assigned an accession number tailored to indicate its membership in a particular set-a technique that will make later identification of all prints feasible. The project’s goal is, therefore, to digitize, index, and disseminate at least one photograph from every set, an estimated 5,000 photos. Because the photos are filed in alphabetical order, they will be digitized in that order, from A to Z.

Digitizing

Following the standards promulgated by the Colorado Digitization Project (http://coloradodigital.coalliance.com/), files will be scanned as 8-bit grayscale images at a spatial resolution of 300 dots per inch (dpi) and saved in uncompressed tagged image file format (TIFF). A Kodak gray scale, Q 13, will be included within the scanned area.  A “touch once” approach will be employed to create a high-quality digitized image at the first and only handling of the photo. The TIFF image will be saved to compact disc, with a working copy saved to the server. File sizes generated for each picture are estimated to be in the 6-8 megabyte range.

Web-Accessible Copies and Indexing

Working copies will be generated from the source digital image. Next, the images will be resized to 640 x 480 pixels at 72 dpi and saved as 8-bit joint photographic experts group (JPEG) images using Debabelizer. Minimal post-scan editing will be done using PhotoShop, such as sharpening the images, and adjusting brightness/contrast. Then, sets of JPEG files will be imported into ImageAXS™ Professional database program, where a record containing a thumbnail will be created automatically.

The following 15 element Dublin Core resource description set will be used to describe the images (http://purl.org/DC/documents/rec-dces-1999072.htm) including: (a) title, (b) identifier, (c) publisher, (d) contributor, (e) coverage, (f) creator, (g) date, (h) description, (i) format, (j) language, (k) relation, (l) rights, (m) source, (n) subject, and (o) type. The archivist will be responsible for indexing, whereas the archival technician will perform other tasks, such as filing, scanning, editing, and importing into ImageAXS™ Professional.

Posting to the Web and Making Final CD Copies

During the project’s third quarter, when a sufficient number of images have been scanned, imported into the database and indexed, a hypertext markup language (HTML) export of the database will be generated, and posted to the Library Web site (http://ilisagvik.co.north-slope.ak.us). This will be updated monthly as new material is entered into the database. We intend to involve the public in identifying subjects and locations by posting "mystery images" to the Web site, and requesting public support in their identification via a feedback form or e-mail link. Encouraging public participation with the project will raise its visibility and generate a sense of ownership by Native communities around the state.

During the project’s eighth quarter, a CD of the database and associated images will be generated and sent to interested libraries and Native organizations. This permanent record will offer both increased search options and faster access times than are possible on the Internet.

Processing Time

Extensive consultations with photo experts at Rasmuson Library have led to the conclusion that the goal of digitizing, indexing, and publishing to the Web approximately 5,000 photos is achievable in the project’s two-year timeline. After staff have become familiar with the equipment, it is estimated that image processing will take a maximum of 30 minutes, including all aspects of handling from filing to publishing on the Web. A benchmark test, conducted once equipment is assembled in the workroom and staff are trained, will further refine this figure.

Follow-up Activities

With the formal completion of the project several components will continue. As more information comes in concerning individual images, indexing will be enhanced. Images not digitized and indexed in the first round will be added to the database in subsequent years. It is anticipated that requests for copies of images will be received. These will have to be printed from the archived copies. A project to index the newspaper itself will be pursued at the completion of this one. It will then be possible to link images in the photograph collection to specific stories that appeared in the newspaper.

B.3. Action Steps and Activities

The following action steps have been carefully developed. We foresee no problem in their execution.

Preceding Quarter

1)Archivist begins July 1, 2000

2)Training in multimedia software and web design (8/00) - Archivist with the College instructors

3)Mount project web page on server - archivist and IS staff

4)Attend School of Scanning (9/00, Seattle) - Archivist

5)Install and test hardware and software - Iļisaġvik College IS staff

Quarter 1

1)Hire staff and finalize consultant contract - Project Director

2)Attend training at Rasmuson Library (UAF) - Archivist

3)Complete pre-implementation activities - consultant and staff

(a)train staff in use of hardware and software

(b)customize database, document database decisions, train staff

(c)establish and document cataloguing and indexing standards, train staff

(d)test workflow and processing time, train staff

(e)pilot digitizing and indexing of  about 200 images, refine workflow and processing time estimates

(f)establish quality control procedures for digitizing and indexing

4)Begin digitizing - staff

5)Conduct quarterly review-Project Director, staff, consultant, and advisory group

Quarter 2

1)Conduct follow-up training on-site in the Library - consultant

2)Fine-tune workflow and processing time estimates based on results of first quarter evaluation - consultant and staff

3)Continue digitizing and indexing - staff

4)Conduct quarterly review - Project Director, staff, consultant, and advisory group

Quarter 3

1)Create Web version of database using ImageAXS™ Professional template - consultant and Iļisaġvik College IS staff

2)Customize Iļisaġvik College Web site as needed with introductory pages, graphics, etc. - IS staff

3)Publish the database to the Web site - staff

4)Begin dissemination activities - Project Director and staff

5)Continue digitizing and indexing - staff

6)Conduct quarterly review - Project Director, staff, consultant, and advisory group

Quarter 4

1)Continue digitizing and indexing - staff

2)Update index as the public identifies subjects in the photographs - staff

3)Update Web catalog as new groups of images become available - staff

4)Continue dissemination activities

5)Conduct quarterly review - Project Director, staff, consultant, and advisory group

Quarter 5-7

1)Continue steps 1-5 as above

2)Begin development of a guide for the collection - staff

Quarter 8

1)Stage Tundra Times exhibit in the IHC

2)Complete guide to the collection - staff

3)Post final groups of images to the Web - staff

4)Copy database and images to CD, distribute to libraries and Native organizations

5)Complete final evaluation - Project Director and staff

6)Complete final project report and submit to IMLS - Project Director and staff

B.4. Scope of Project that Creates Positive Change

A major focus of TTPP is staff training and systems development so that the Library is positioned to initiate new projects of a similar nature and continue work on the Tundra Times collection. The two-year scope of work will allow sufficient time for Library staff to become thoroughly familiar with all hardware, software, and procedures involved with the project. Mentoring from the consultant and staff at UAF’s Rasmuson Library will assure that Library staff achieve a standard of excellence that can be continued after the initial grant period. Because this is the first such project at the Library, the scope of work has been intentionally narrowed to allow for a significant focus on capacity building to create a permanent digitization/indexing program at the Library.

B.5. Maintenance of Effort

The Library looks forward to maintaining the Tundra Times photograph collection as a permanent part of its Alaskana collection. Because Tundra Times founder Howard Rock was born and raised in Point Hope, an NSB community, the Library has a strong commitment to sustaining his life work. TTPP has been designed to use local resources and build local capacity so that the project will fit seamlessly into the College’s operations when grant funding expires. The Archivist, a full-time, permanent employee, will manage and maintain the collection in the Library. The Web site (http://ilisagvik.co.north-slope.ak.us) will be maintained by the College’s full-time Webmaster. UIC is committed to preserving the original photographs, as evidenced by its letter of support.

C. Management Plan

The management plan for this project has been developed along the lines of similar successful projects managed by the Library and Iļisaġvik College. The plan ensures input, cooperation and sharing with other organizations interested in the cultural outcomes expressed in this project. The plan ensures that practices and standards for scanning and indexing are upheld.

C.1. Oversight for Action Steps and Activities

The Project Director, David Ongley, will devote approximately 10 percent of his time to providing oversight to the project (including assisting with questions that arise about indexing). Spending approximately 20 percent of her time on TTPP, the Archivist will supervise activities on a daily basis. After establishing systems and standards during the project’s first three months, the consultant will return to conduct follow-up training during the second quarter. On a weekly and monthly basis, she will continue to perform spot checks on the quality of the digitized files and indexed records from her office in Anchorage via the Internet. The Oversight Committee will evaluate TTPP every quarter. This combination of systems development, training, and continuous quality control will help completion of the action steps and activities to the highest standards.

C.2. Applicant Capability to Implement the Project

The Library is the recipient of three major awards. Included in these: Tumikut: Pathways to Literacy, a Library Research and Demonstration Project, led to the production of educational materials in the Iñupiaq language (the project has been extended through September 2000). A 1998 IMLS Enhancement award funded the Catalog Conversion and Training Project, an effort designed to upgrade the Library’s online catalog in concert with statewide conversion efforts. Vendor delays have extended the implementation timeline for this project statewide with completion now re-projected for 2001. Currently, the College is managing several other major awards, including a Workforce Development Grant from the U.S. Department of Labor (nearly a million dollars annually), a Title III award from U.S. Department of Education ($1.8 million over 5 years), a National Science Foundation Technological Education Program grant ($300,000), and an award from the Working Connections Program ($250,000) - giving it extensive experience in handling grant funds and responding to audit requirements. As a result, the College has the financial and project management expertise to fully implement the project without difficulty.

C.3. Availability of Appropriate Personnel, Facilities, Equipment and Supplies

The project staff and Oversight Committee members are recognized authorities in their fields of expertise. It is difficult to image putting together a stronger team for this project. The Inupiat Heritage Center in which the Library is housed is a state-of-the-art facility. Its climate controls safeguard precious collections, such as the Tundra Times archives. A room set aside for the project is conveniently located close to the storage area. The Library will provide hardware, software, and supplies described above for this project. Provisions have been made with a consultant and the Rasmuson Library at UAF to provide training, systems development, and ongoing supervision so that the project can be conducted according to the highest library and archival standards. All of the pieces are in place to make this project successful.

C.4. Financial Planning and Management Experience

Iļisaġvik College’s Division of Business and Finance employs generally accepted accounting principles that meet all standards required for government and/or nonprofit entities. Internal policies and procedures have been established to guide administration of accounts payable, reconciliation of the general ledger, shipping and receiving, encumbrances, payroll, accounts receivable, and purchasing. Solomon IV for Windows is used for all accounting needs. Modules include General Ledger, Accounts Payable, Accounts Receivable, Encumbrances, Payroll and FRX Report Writer. Intellitrack is used to track fixed assets.

The general ledger chart of accounts was designed to comply with reporting standards for institutions of higher education as documented in the Financial Accounting and Reporting Manual for higher education (FARM) developed by the National Association of College and University Business Officers. The general ledger account structure assures that general fund accounts, grant funds, restricted funds, and auxiliary accounts and special revenue are separated according to the type of funding source. For tracking purposes, every grant is assigned a unique identifying number with funds and expenses allocated to that account.

An independent certified public accounting firm conducts an annual audit of all accounting functions in compliance with the standards required for government and/or nonprofit entities. A financial statement and independent auditor’s report are issued as a result. The accounting firm of Deloitte & Touche, LLP currently provide these services to Iļisaġvik College.

D. Personnel

The Project Team consists of the Library Director (David Ongley), who will serve as the Project Director, the Archivist (Fannie Akpik), an Archivist Technician, and a consultant (Judith Terpstra). In addition, the project will receive periodic support from staff at UAF and local cultural experts. (Attachment C.)

·         David Ongley, Director, Tuzzy Consortium Library Qualifications: Mr. Ongley has an M.S. in Librarianship and 18 years experience in the provision of professional library services. Experience: In the last 4 years, he has administered 12 grants totaling nearly three-quarters of a million dollars. Mr. Ongley will devote 10% of his time to the project.

·         Fannie Akpik, Archivist, Tuzzy Consortium Library Qualifications: Ms. Akpik is a cultural expert who has been extensively involved with revitalizing Iñupiaq language and culture in the NSB. Experience: Ms. Akpik has served as the Chair of the Iñupiaq Language Teacher Education Program at the College for the last four years. Devoting 20% of her time to TTPP, Ms. Akpik will manage the project on a day-to-day basis.

·         Judith Terpstra, Consultant Qualifications: Ms. Terpstra has an M.A. in Library and Information Studies. Experience: She has nearly 20 years experience providing library services in a variety of environments that emphasize computer and graphics applications. For the last eight years she has consulted with organizations to develop image management systems for photographs, and design Web sites. Her varied background touches all aspects of the project. Ms Terpstra will spend about 250 hours over two years on TTPP.

·         Dr. William Schneider Professor of Library Science Qualifications: Dr. Schneider is an anthropological researcher in the Alaska and Polar Regions Archives of Rasmuson Library at UAF. Experience: With nearly 20 years of experience managing grant funded projects focusing on Alaska Natives, he brings project management skills, which will help guide the work plan. Serving in an advisory capacity, he will donate 4-6 hours per quarter to TTPP.

·         Ronald Brower, Director, IHC Qualifications: Mr. Brower is a recognized expert in Iñupiaq art, culture, and language. Experience: He was on the Board of Directors of the Tundra Times from 1992 to 1998 which makes him a valuable resource for photo identification. As the Director of the museum housed in the IHC, Mr. Brower is planing to mount an exhibit to showcase Howard Rock and the Tundra Times photos, newspaper archives, and other memorabilia. Serving in an advisory capacity, he will devote 4-6 hours per quarter to TTPP.

·         Jana Harcharek, Liaison, IHLC Qualifications: Ms. Harcharek is a recognized expert in Iñupiaq language and culture. Experience: The IHLC maintains a database of historic photos, which Ms. Harcharek helped to develop, and now manages. Her involvement with the project will lend relevant expertise, and facilitate coordination of the two photo collections. Serving in an advisory capacity, she will devote 4-6 hours per quarter to TTPP.

E. Evaluation

The evaluation process employed for this project will be comprehensive and systematic. A combination of baseline data comparisons during the life of the project and quarterly scrutiny by the Oversight Committee will provide the basis for daily observation, review and, if necessary, redirection by the Archivist and Director.

E.1. Baseline Data

Baseline data collected before the grant period begins will measure scan times, scan quality and indexing time. Because none of the Tundra Times photo collection has been digitized or indexed and the Library’s staff must be trained for the project, baseline data to measure project outcomes is straightforward. As the project begins, consulting staff will help the project director conduct a comprehensive assessment of the readiness of the facility, equipment, and staff so that any needed adjustments can be made in the project completion schedule.

E.2. Ongoing and Comprehensive Evaluation

The Oversight Committee composed of local cultural experts Brower and Harcharek, the consultant Terpstra, the advisor Schneider, the Archivist and the Project Director will monitor quality, guide development, and work to integrate the project with programs at the IHC, IHLC and UAF. Convening four times a year, the Oversight Committee will be instrumental in conducting a concurrent evaluation of performance to objectives and success in achieving the goal of increasing public access to the Tundra Times collection. The schedule of completion will guide the committee’s assessment of timetables and the project’s ability to achieve its four objectives.

E.3. Measurement of Outcomes

Each month the consultant will review the quality of the indexing/scanning by examining 10% of new records in ImageAXS™ Professional and 100% of the indexing records during the first three months. The use of accepted standards such as the Dublin Core metadata element set and digitization standards set by the Colorado digitization project, and the adoption of an archival approach to indexing the collection will guide production of an index that meets library and archival standards. A standard “hit counter” on the project Web page will be used to measure usage of the information presented.

E.4. Community Satisfaction

A community survey will be conducted among Library patrons and through the Web site. Users will be invited to respond to a survey that includes questions on: (a) who they are, e.g. educator, parent, etc., (b) how easily they accessed materials, either in the Library or at the Web site, (c) how they intend to use the photographs and information they obtained, (d) what related information would be of interest to them and (e) from where they have logged on. The library branch or the location from which they logged on will be recorded automatically. This self-report survey will measure satisfaction. In an on-going effort to ensure database user-friendliness, the Library will conduct several usability exercises that the staff will monitor. Users will be given a script to follow, and their ease and success in accomplishing the steps will be rated. Adjustments will be made to screens and instructions based on findings from both the community survey and usability exercise. Responses to the survey will guide dissemination efforts, within the scope and budget of the project.

E.5. Plan for Documenting Final Results

The following evaluative questions will be answered by the advisory committee in the final report at the end of the project:

1)Have the project goals and objectives been successfully completed?

2)What issues emerged from the project? What issues need additional attention after the project ends?

3)Were any techniques developed that can assist other libraries, especially small libraries in remote locations, with similar projects?

4)What factors promoted training success? What obstacles had to be overcome?

5)In what ways did the project strengthen community partnerships?

6)How successful was the Web site in reaching a regional and national audience?

7)How will the findings from this project affect future projects at the Library?

8)What unexpected results emerged?

F. Model Project

TTPP will employ specialized off-the-shelf technology that is commercially available. The project is unique in that a small, very remote library that serves an indigenous population is undertaking it. Major research facilities and state libraries have long usurped data from other cultures and profited in so doing without necessarily returning anything to the people from which the data came. The Library hopes to begin to reverse this situation by demonstrating that a small library can undertake a major project and successfully carry it through to completion to benefit those it serves.

F.1. Community Service

Like other libraries serving Native Americans, the Library is building a rich archive of materials related to its primary patrons but has limited resources with which to support their broad use. Despite this obstacle, Library staff are committed to conducting the project themselves. They believe that they are ideally suited for this purpose because they bring to it an understanding of the historical, cultural, and political forces that surrounded the Tundra Times during its 35-years of publication. TTPP will be a model for improving service to patrons in other Native American libraries, especially those found in remote locations, which have an opportunity to preserve unique historical documentation but must train staff and work within limited resources to do so.

F.2. Documentation of Results

The most obvious form of documentation of the results of TTPP will be the project description on the World Wide Web. A page detailing the project and updating the progress will be maintained from the outset. If funded, this proposal will be posted to it. It is also planned that a paper will be written for publication in newsletters and other periodicals that will review how the project achieved its goals. A PowerPoint presentation will be developed so that presentations at conferences and meetings can be easily accomplished.

F.3. Dissemination

The TTPP will be widely disseminated through a variety of media. It will be available to anyone in the world with an Internet connection. Furthermore, the staff of the Library through the following means will promote it:

·An interactive Web site on the World Wide Web.

·An exhibit staged in the adjoining Iñupiat Heritage Museum.

·A collection available to the public at Tuzzy Consortium Library in Barrow, Alaska.

·CD copies of the database and images distributed to libraries and Alaska Native associations.

·Press releases to print and electronic media throughout Alaska

·Presentations at professional meetings, such as those held by the Alaska Library Association, the American Library Association, the American Indian Library Association, the International Indigenous Librarians Forum, the Polar Libraries’ Colloquy and the Alaska Federation of Natives.

G. Technical Knowledge

This project is highly dependent upon technology. Today on the North Slope of Alaska technology has become a way of life and pervades the schools, workplace and homes of its citizens. Villages are separated by hundreds of miles of ice and snow a good portion of the year. There are no roads between villages. There are, however, satellite connections for voice, fax and computers. Dissemination and exchange of information through well-developed computer networks brings the world of the 21st Century to the people of the North Slope who have become highly computer literate. Consequently, the Library and its staff are by many measures the most technologically advanced small library in the state.

G.1. Use of the Most Promising, Innovative or Appropriate Technology

The hardware and software systems selected for TTPP were chosen as the most appropriate technology because of ease of use, pricing/availability, and fit to the project.

·Hardware-The College is standardized on Dell IBM-compatible computers, a decision that gives tremendous advantages in pricing, service, and end-user training. Computers selected for the project are fully capable of achieving the required processing speeds and random memory access configurations. The College owns an Epson 836L flatbed scanner, which has been made available to the project. This piece of equipment is fully capable of achieving the scanning resolution standards promulgated by the Colorado Digitization Project.

·Software-all the software selected is in wide use in the graphics industry, lending advantages in terms of end-user training and customer support. Adobe PhotoShop is the recognized world-standard for photo editing. Equilibrium’s DeBabelizer was selected to streamline photo editing and increase staff efficiencies. Debabelizer can perform more than 300 image editing commands, including file conversions, on tens, hundreds, or even thousands of images automatically, drastically reducing the time required for image editing. After extensive research, ImageAXS™ Professional was selected as the database because of: (a) the ease with which it creates HTML pages, (b) its support for more than 100 fully configurable data fields, (c) its ability to display images in portfolios, (d) its compatibility with Access, and other widely used and more full-featured databases, (e) the availability of a CD authoring kit which allows for publication of image collections in a searchable format, and (f) many other features. At $160, ImageAXS™ Professional compares favorably with products costing thousands of dollars. Its ease of use is particularly important for a staff that will be training on multiple aspects of the projects.

G.2. Ability to Service, Maintain and Upgrade Proposed Hardware and Software

The College has a fully capable Information Systems staff that currently services and maintains the institution’s Web site, network, hardware, and peripherals. Software training in many applications is available through the College’s Computer Applications and Business Training Department, and the consultant engaged for the project will provide training in the applications selected. The Library’s budget, which is administered by the Project Director, will allow for initial purchase of the software proposed, as well as its periodic upgrade, and the College’s IS budget is adequate to allow for hardware upgrades if needed.

G.3. Evidence of Commitment to Share Technical Knowledge Gained During the Project

The Library expects to break new ground with this project as it implements a high-tech effort more than 500 miles from the closest urban center. Lessons to be shared will focus on effective models for training, project management, and quality control of this type of technology-rich endeavor within a small library serving a predominantly indigenous population. Venues for sharing this information include the statewide network of library professionals through their annual meetings, and national conferences, such as that conducted by the American Library Association. David Ongley, the Project Director and Director of the Library, is an active participant in these networks. TTPP’s role in establishing a trend that will reverse the outflow of cultural treasures from the Arctic makes it a central activity for the Library, and one about which the Project Director has a commitment to report to the Native library community.

Budget Narrative

Salaries and Wages (Permanent Staff)

$48,034. This figure includes 10% of the Library Director’s salary and 20% of the Archivist’s salary for two years. This breaks down to $8,119 each year for the Director and $15,898 each year for the Archivist. Iļisaġvik College will fund this amount as a cost sharing cash-match.

Salaries and Wages (Temporary Staff Hired for Project)

$78,000. This figure is 100% of the Archival Technician’s wages for two years and is being requested from IMLS. It is based on a wage of $20/hour for a work year of 1950 hours or 37.5 hours/week. By way of comparison, other regular full time technicians have started in the library at $21/hour. Currently, the highest paid non-professional employee in the library earns $25/hour. This person has a high school diploma.

Fringe Benefits

$10,144. Iļisaġvik College currently calculates fringe benefits for regular full time employees at 21.12%. This breaks down to $1,714 for 10% of the Director’s salary each year or $3,428 over the life of the project. For the Archivist, this is $3,358 each year or $6,716. Together, this sum of $10,144 will be supplied as a cost sharing cash match.

$16,474. This figure is 100% of the Archival Technician’s fringe benefits for two years based on the standard 21.12% rate currently used by the College to calculate fringe benefits. This entire sum is being requested from IMLS.

Consultant Fees

$18,975. The Library has contracted with Judith Terpstra for consulting services on this project. She will be employed for 253 hours over the course of the project at a rate of $75/hour. This entire sum is being requested from IMLS.

Travel

$11,545. Travel funding is requested from IMLS for three distinct purposes. Ms. Terpstra, who lives and works out of Anchorage, will come to Barrow five times. Three times during the first year of the project and twice the second year. One airline flies into Barrow. Their prices have proven stable over the last five years at about $420 round trip. The off-season hotel rate in Barrow is calculated at $120/night. As per instructions in the RFP, the Library Director will plan to attend annual meetings in Washington, D.C. at a recommended rate of $2,000 per trip. This will include airfare of about $1,500, leaving approximately $500 for hotel and food. This amount is deemed adequate for such travel from Barrow. Training for the Archivist at the Alaska and Polar Regions Department of Rasmuson Library at the University of Alaska, Fairbanks is being planned for 12 days in October or early November. Airfare to Fairbanks from Barrow is about $345 round trip. Hotel rooms were calculated at $95/night. The standard per diem rate paid by Iļisaġvik College is $45. It is also necessary to rent a vehicle in Fairbanks. This was calculated at $35/day.

Materials, Supplies, and Equipment

$1,627. Iļisaġvik College will contribute all materials, supplies and equipment necessary for this project. The following software will be acquired: ImageAXS™ Professional 4.1 - $170, ImageAXS™ CD Authoring Kit - $499, Adobe PhotoShop 5.5 - $599, Equilibrium’s DeBabelizer - $359. This software is necessary to achieve specific project activities and will be contributed by Iļisaġvik College as a cost-sharing match. The College is committed to the completion of this project and will see to it that all materials, supplies and equipment needs are met.

Services

$99. There is a $99 annual support fee for ImageAXS™ Professional 4.1 for year two. Ilisagvik College will contribute this as a cost-sharing match. All other service expenses necessary for this project such as telephone, fax, networking and associated computing costs, equipment maintenance, janitorial, and local transportation will be contributed by Ilisagvik College. Since the costs of these items are not attributable to specific activities, they have not been calculated.

Indirect

$24,998. Neither ASRC, Ilisagvik College nor Tuzzy Consortium Library has an indirect rate approved by any Federal agency. Therefore, the suggested rate base of 20% is being applied to the total amount of $124,994 requested from IMLS.

A.         Maps of the Region

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Tundra Times Photograph Project
Page last updated: September 09, 2005
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