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Digital Support Services (DSS)
Smathers Libraries
University of Florida
P.O Box 117003
Gainesville, FL 32611 USA

P: 352.273.2900
F: 352.392.6597

Celebrating 100 years of IFAS and the Smith-Lever Act

Visit the Florida Agriculture and Rural Life Collection for more.

The Haiti Sun

A collaborative project with the Duke University Archives, the DSS is scanning a run of the of the Haiti Sun from 1950-1962.

Ramón Figueroa Mexican & Cuban Film Poster Collection

Collection: Digital Library of the Caribbean

Drew Field Echoes

Description: Newspaper published at the Drew Field Air Force Base in Tampa, Florida.

Collection: Florida Digital Newspaper Library

Antique Maps, Historic Sanborn Maps, and Aerial Photography

Collection: Map & Imagery Library Digital Collections

Archie Carr and Sea Turtles

Description: Archie Carr attaching weather balloons to sea turtles.

Collection: University Archives Photograph Collection

Alfred Browning Parker

Description: Alfred Browning Parker, architectural drawings, from the University of Florida Architecture Archives

Collection: University of Florida Libraries Architecture Archives Collection

Digital Library Center: Digital & Data Curation

Digital Curation Processing Workflow


  • runs virus scan
  • reviews for file types;  normalizing any unusable formats and/or identifying needed software
  • maintains 1 complete copy until copy-in-process is complete and archived
  • sends files and any processing notes/information on software needed or recommended to SASC


  • reviews for organization, maintaining any existing organization (folders, if intellectually grouped and significant contents), organizing other materials as appropriate based on underlying structure, and then placing other materials into a general folder(s)
  • decides whether this accession is closed/1 set or if it can be added to/expanded with future donations (processing may change based on this)
  • creates a finding guide/spreadsheet for all materials at the applicable level


  • imports the spreadsheet
  • renames all folders into BIB_VID format
  • normalizes all files and file names
  • properly places all dark items for dark processing (note: multiple versions of same file are normally not kept for print collections unless literary collections because of space concerns, multiple versions will be retained for digital-only collections unless size/cost is an issue)

Other Processing Notes

In the past, SASC received only small portions of collections as digital and so would preserve materials by printing files. In the future, all digital files should go to DLC for digital preservation. The DLC will then also print the files for SASC as wanted by SASC (and this will likely be the case for any collections with only small portions that are digital, where having the material printed is needed for ease of use for the collection as a whole).

Data Curation

Around the world, key scientific data are at risk of being lost, either because they are held on fragile or obsolete media or because they may be destroyed by researchers who are unaware of their value. Now a team of scientists is planning to scour museums and research institutes to draw up a global inventory of threatened data. Launched on 29 October, shortly after the biennial conference of the Committee on Data for Science and Technology in Stellenbosch, South Africa, the project aims to publish the inventory online in 2012. (

The digital files used in research are endangered and “at risk” data from all fields, including the humanities, arts, and social sciences. Modern research requires digital tools and the research process includes the selection, collection, organization, and analysis of digital files. Those digital files - spanning all types of content including scientific data, images of archival letters, interactive media files, and more - are all too often held in precarious ways. As such, the potential for total loss exists and this is in addition to the lost possibilities from the materials being inaccessible.

The UF Digital Collections include digital objects created through the digitization of source materials as well as born digital. All materials in the UF Digital Collections are curated to support optimal access and ensure long-term preservation. Please contact us for more information on the UF Digital Collections and services.

Data Management

NSF requires plans for data management to be included with grant proposals. See the full information from NSF here, which also links to the requirements by directorate, office, division, program, and other NSF units.

The NSF grant proposal preparation instructions (online here) are copied below for ease of reference.

Plans for data management and sharing of the products of research. Proposals must include a supplementary document of no more than two pages labeled "Data Management Plan". This supplement should describe how the proposal will conform to NSF policy on the dissemination and sharing of research results (see AAG Chapter VI.D.4), and may include:

1. the types of data, samples, physical collections, software, curriculum materials, and other materials to be produced in the course of the project;

2. the standards to be used for data and metadata format and content (where existing standards are absent or deemed inadequate, this should be documented along with any proposed solutions or remedies);

3. policies for access and sharing including provisions for appropriate protection of privacy, confidentiality, security, intellectual property, or other rights or requirements;

4. policies and provisions for re-use, re-distribution, and the production of derivatives; and

5. plans for archiving data, samples, and other research products, and for preservation of access to them.

Data management requirements and plans specific to the Directorate, Office, Division, Program, or other NSF unit, relevant to a proposal are available at: If guidance specific to the program is not available, then the requirements established in this section apply.

Simultaneously submitted collaborative proposals and proposals that include subawards are a single unified project and should include only one supplemental combined Data Management Plan, regardless of the number of non-lead collaborative proposals or subawards included. Fastlane will not permit submission of a proposal that is missing a Data Management Plan. Proposals for supplementary support to an existing award are not required to include a Data Management Plan.

A valid Data Management Plan may include only the statement that no detailed plan is needed, as long as the statement is accompanied by a clear justification. Proposers who feel that the plan cannot fit within the supplement limit of two pages may use part of the 15-page Project Description for additional data management information. Proposers are advised that the Data Management Plan may not be used to circumvent the 15-page Project Description limitation. The Data Management Plan will be reviewed as an integral part of the proposal, coming under Intellectual Merit or Broader Impacts or both, as appropriate for the scientific community of relevance.  


  • Born Digital Collections: An Inter-Institutional Model for Stewardship (AIMS)
  • Paradigm workbook on digital private papers
  • Acid-Free Bits
  • NSF: Data Management for Engineering Directorate Proposals and Awards
    • Investigators are expected to share with other researchers, at no more than incremental cost and within a reasonable time, the primary data … created or gathered in the course of work under NSF grants. (Section VI.D.4.b.)
    • What data are included? Research data are formally defined as “the recorded factual material commonly accepted in the scientific community as necessary to validate research findings” by the U.S. Office of Management and Budget (1999).
    • The basic level of digital data to be archived and made available includes (1) analyzed data and (2) the metadata that define how these data were generated. These are data that are or that should be published in theses, dissertations, refereed journal articles, supplemental data attachments for manuscripts, books and book chapters, and other print or electronic publication formats.
      • Analyzed data are (but are not restricted to) digital information that would be published, including digital images, published tables, and tables of the numbers used for making published graphs.
      • Necessary metadata are (but are not restricted to) descriptions or suitable citations of experiments, apparatuses, raw materials, computational codes, and computer-calculation input conditions.
    • What data are not included at the basic level?
      • The Office of Management and Budget statement (1999) specifies that this definition does not include “preliminary analyses, drafts of scientific papers, plans for future research, peer reviews, or communications with colleagues.” Raw data fall into this category as “preliminary analyses.” More stringent data management requirements may be specified in particular NSF solicitations or result from local policies and best practices at the PI’s home institution.
    • Expected Data:
      • The Data Management Plan (DMP) should describe the types of data, samples, physical collections, software, curriculum materials, and other materials to be produced in the course of the project. It should then describe the expected types of data to be retained.
    • Period of data retention:
      • The DMP should describe the period of data retention. Minimum data retention of research data is three years after conclusion of the award or three years after public release, whichever is later. Public release of data should be at the earliest reasonable time.
    • Data formats and dissemination:
      • The DMP should describe the specific data formats, media, and dissemination approaches that will be used to make data available to others, including any metadata. Policies for public access and sharing should be described, including provisions for appropriate protection of privacy, confidentiality, security, intellectual property, or other rights or requirements.
    • Data storage and preservation of access:
      • The DMP should describe physical and cyber resources and facilities that will be used for the effective preservation and storage of research data. In collaborative proposals or proposals involving sub-awards, the lead PI is responsible for assuring data storage and access.

Example of Aerial Photographs Pre-Curation


Last modified: Monday January 24 2011 lnt