Uploading AZ Parks files of archaeological reports to tDAR

SCOPE OF WORK, BUDGET, SCHEDULE, AND AGREEMENT Arizona State Parks and the Center for Digital Antiquity, ASU Introduction The Center for Digital Antiquity (Digital Antiquity), which develops and maintains the Digital Archaeological Record (tDAR) digital archive, will work with the Arizona State Parks (AZSP) to create in tDAR an archive for digital documents and other files related to the archaeological and other cultural resources for which AZSP is responsible. This archive ultimately can be managed by members or staff of the AZSP or by Digital Antiquity staff on behalf of the AZSP. The digital resources that will be added to tDAR will include reports, Site Steward forms, and other data, including related images, documents, data seets, and other types of files. Digital Antiquity digital curators and managers will review, prepare, create metadata, and upload the files to tDAR. The work will include participation in the digital curation process by an AZSP intern working on the project and supervised by DA staff. This program is designed to provide the AZSP with a straightforward and efficient means of preserving and appropriately sharing archaeological and other cultural and historical information about heritage resources in different parts of the world. The Scope of Work will be carried out and monitored financially by the ASU Office of Research and Sponsored Projects. Funding will be provided by Arizona State Parks through a purchase order. Period of Performance 09/01/2015 12/31/2015 Scope of Work A. Digital Antiquity will provide the following services: 1. Planning for the archiving: Inspect the digital files for the resources to be added to tDAR and determine that they are accurate and appropriately formatted for ingest into the digital repository. Make corrections or obtain corrected files if necessary. Determine the appropriate filenames to use and the most appropriate organization for the files in the digital archive. Review the file content and make recommendations to AZSP regarding whether any of the files should be marked as confidential in tDAR. 2. Draft appropriate descriptive metadata for each digital file. 3. Upload the digital files and check that they have been correctly deposited in tDAR. 4. Review the draft metadata records with AZSP staff experts. Make the appropriate corrections or other modifications and designate the corrected records as final. 5. Hold conference call(s)/meeting(s) with relevant AZSP staff experts who have created the digital files being worked on to review tDAR records, uploaded files, and ways in which tDAR can be used to carry out appropriate access to the documents or other files: Identify the specific administrative and descriptive metadata that AZSP wants to include in the tDAR record. Other topics, as appropriate for the specific project under discussion. 6. Maintain tDAR so that uploaded files are preserved and made available to tDAR users as appropriate. 7. Periodically check the files, or a sample of the files in the tDAR repository, to ensure that no deterioration has occurred. Periodically migrate and/or refresh the digital files to provide for their long-term accessibility and preservation. B. The AZSP will: Provide the Digital Antiquity OCR pdf files. Approximately 500 files, which composes the collection of files, already provided, to be dealt with by this project. Assign the AZSP intern working on the project to work with DA staff on digital curation activities. Participate in discussions concerning the organization of the AZSP digital archive in tDAR. Review draft tDAR metadata records and uploaded files. Approve final versions of metadata records before they are made public. Budget Estimate (Attached detailed budget) For professional services to consult with the AZSP staff and experts to plan and review the project. Draft metadata records for each digital archaeological record and upload digital files to tDAR. Work with AZSP experts to review and edit draft metadata ad revise as appropriate. Upon review completion, make final metadata record in tDAR archive. Long-term digital curation charge: 500 files and up to 5 GB Digital Curator fees (for supervising metadata creation and other treatment of digital files and creation of tDAR records by AZSP intern working on the project; drafting of metadata records for each uploaded file; consultation with AZSP and experts in order to ensure accuracy and detail of drafts and creating final version of metadata records based consultation): 120 hours Project administration, consulting, planning, and management: 120 hour Arizona State University defines fringe benefits as direct costs, estimates benefits as a standard percent of salary applied uniformly to all types sponsored activities, and charges benefits to sponsors in accordance with the Federally-negotiated rates in effect at the time salaries are incurred. ASU Indirect costs: not to exceed 25 percent of the aggregate costs Total: $ 14,722 Schedule The initial work by Digital Antiquity will be completed by 1 December 2015. Review of the project by AZSP will be completed by 15 December 2015 and the final versions of metadata records and files ready for public access, as appropriate, by 31 December 2015. If Digital Antiquity is unable to meet this timeline, we shall promptly advise AZSP of any delay and Digital Antiquity and AZSP shall revise the timeline in a manner acceptable to both. Program Representatives The Center for Digital Antiquity, ASU Dr. Francis P. McManamon, Executive Director SHESC, Arizona State University PO Box 872402 Tempe, AZ 85287-2402 fpmcmanamon@asu.edu Arizona State Parks Nicole Armstrong-Best Connections Program Manager 1300 W. Washington Street Phoenix, AZ 85007 narmstrong@azstteparks.gov