Phase I (Six months: December 2008-May 2009): Phase I of the project will be to design and build the CRMS. A central coordinator and programmer, in consultation with other stakeholders, will work to define requirements for the new system, design mockups and produce written specifications. The programmer will then work on the design and development of the system with ongoing feedback from the central coordinator and Technical Services staff, using iterative design methodologies with at least two rounds of testing and revision prior to implementation of Version 1.0 of the CRMS. During Phase I, Technical Services staff will continue to perform copyright status determinations using the current "manual" methods for checking renewal status and using spreadsheets to track their work.
Phase II (Twelve months: June 2009-May 2010): In Phase II of the project, Technical Services staff will begin using the CRMS to perform copyright status review work. Two reviewers will now make determinations of the copyright status of works involved, with all disputes going to the central coordinator to resolve. The coordinator will work with Technical Services staff to monitor progress and track any areas where the system falls short, and will work with the programmer to resolve any issues. Stakeholders will develop methods to share findings on copyright status with OCLC WorldCat, Bowker/Global Books in Print, OCLC Database of Copyright Evidence, and to make resulting records available via OAI and through OAIster. By the end of year one, December 2009, we will begin gathering requirements for Version 2.0 of the CRMS, with the goal of releasing it by April 2010. During Phase II we will also publicize activities via a website, conference presentations and listservs. The central coordinator will monitor productivity and take steps to evaluate improvements in accuracy as described in the evaluation plan and refine processes as needed. We will begin to work with CIC institutions to engage in collaborative testing in Phase III.
Phase III (Twelve months: June 2010-May 2011): Technical Services staff will continue using the CRMS to perform copyright status. The coordinator will train personnel at CIC institutions to join in collaborative checking. We will ingest metadata records from CIC institutions for qualifying works in their collections into the CRMS for collaborative checking of copyright status. We will provide monthly reports to CIC institutions on copyright status of their volumes so they can attempt to secure from Google those volumes determined to be in the public domain. The coordinator will continue to monitor productivity and take steps to evaluate improvements in accuracy as described in the evaluation plan. By end of year two (December 2010), we will begin gathering requirements for version 3.0 of the CRMS, which will incorporate additional refinements and design modifications to build in more mechanisms for managing workflow, e.g., mechanisms to work on volumes that need further investigation to determine status. We will release version 3.0 by April 2011. The coordinator will work with Technical Services staff and participating CIC institutions to monitor progress and resolve (with the programmer) any areas where the system falls short.
Phase IV (Six months: June 2011-November 2011): Staff and CIC institutions will continue to perform copyright status review as described above. The coordinator will produce a report describing and analyzing results of the comparative evaluation based on Copyright Office searches.