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Introduction

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• Audiovisual digitization projects require planning and approval.
  
  
• Audiovisual digitization project proposals can come from anywhere within the Dalhousie Libraries or from any internal or external stakeholder or client. 
  
  
• See Project proponents and project managers should review IASA-TC 06, Part C, Section C.1 and IASA-TC 06, Part D, Section D.1.2.1.1 for additional guidance on planning audiovisual digitization projects.

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1. Identify audiovisual material that requires digitization for access and preservation. 
   Consult with immediate supervisor for preliminary assessment. 
   
   
2. If preliminary authorization is granted, complete Complete a digitization project proposal. If the digitization is part of a larger digital initiatives project, also complete the Libraries' digital initiatives project proposal. 
   Share proposals with immediate supervisor for review, revision, and approval.
   Consult the Digitization Coordinator for guidance.
   
   
3. Submit completed project proposal to appropriate member of the Libraries' Senior Management Team. supervisor.
   
   
4. If project is authorized, proceed to next steps.

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Records management

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1. Review DalCLASS and determine approved classifications for all electronic and physical records created during the course of the audiovisual digitization project. The unit managing the project may be the OPR for some records and the OSR for other records.
   
   
   1. External digitization projects produce records that fall into a variety of DalCLASS record series:
      
      
      1. AD60 Projects
      2. FN12 Accounts Payable
      3. FN13 Accounts Receivable
      4. FN50 Procurement
      5. IM 31 Collections Management
      6. IM 32 User Support
         
         
   2. Digitization projects may also relate to research grants and produce records in other DalCLASS record series, for example:
      
      
      1. FN14 Reseach Accounting
      2. RS11 Research Grants and Awards - External
         
         
2. Store project files in accordance with DalCLASS. Establish records filing and storage systems and protocols to support the project.
   
   
3. Consult the Records Manager for guidance on the creation, organization, and disposition of University administrative records created during digitization projects.

Project management

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1. Define roles and responsibilities for all members of the project team.
   
   
2. Prepare a workplan and timeline for the project.