Raja Rammohun Roy Library Foundation

Block- DD-34, Sector - I, Salt Lake City, Kolkata- 700 064

NON-MATCHING SCHEME FOR FINANCIAL ASSISTANCE FOR DIGITIZATION OF

COPYRIGHT FREE MANUSCRIPTS, RARE BOOKS, RARE DOCUMENTS, OLD JOURNALS,
RECORD OF HISTORY AND OTHER MATERIALS

1. Title

The scheme is known as “Non-Matching Scheme for financial assistance for

digitization of copyright free manuscripts, rare books, rare documents, old
journals, record of history and other materials’’

2. Scope / Objective

The object of the scheme is to assist to digitization of copyright free

manuscripts, rare books, rare documents, old journals, record of history and
other materials and to preserve and conserve those data of Central Libraries,
State Central Libraries, District Libraries, Other Public Libraries and Other
reputed organizations / trust / societies etc.

The financial assistance will be given for:-

A. Digitization of documents:
 Digitization and preservation/conservation of copyright free
manuscripts, rare books, rare documents, old journals, record of
history and other materials
 Metadata creation
 Cleaning and cropping operation of all the digitized objects, as
well as installation of digitized images in the provided server.

B. Creation of local Digital Object Repository-cum-Retrieval System

based on Open Source Platform.

C. Procurement of Associated Hardware for preservation of data (One

Time) :
One server, two desktop computer(s), a small LAN setup, one
printer, One Portable external backup device, UPS, electrical
installation etc. for preservation and conservation of those data,
if found essential for undertaking the digitization work.

Page 1 of 7
 D. Any other related item required for undertaking the project, if
considered essential by the Grants Committee.

Only those documents which are either free of any form of copyright or
the Library / Organization has an exclusive right would be covered for
digitization under the scheme. A declaration from the competent authority
is to be submitted along with the application.

3. Types of Libraries / Institutions Eligible for Assistance

1. Financial assistance under this scheme will be available for Central

Libraries, State Central Libraries, District Libraries, Other Public Libraries
and Other Reputed Organisations. In case of Non-Government
libraries, it must be registered under the Indian Societies Registration
Act of 1860 or any other equivalent State Act or a public trust
Registered under any law for the time being in force.

2. If the Grants Committee and/or a separate committee constituted by

the Grants Committee exclusively for digitization has reasons to believe
that particular rare materials lying in the custody of an organization /
institution / library mentioned herein above are of national
importance/unique in character, on the recommendation of the
Grants Committee, may recommend for consideration of financial
assistance under the scheme.

4. Extent of Financial Assistance

A. Digitization

Type of Library Maximum Limit/ Repetition

per year
State Central Libraries Rs.3.00 lakhs As per
decision of
District Libraries Rs.2.00 lakhs the Grants
Other Public Libraries Rs.2.00 lakhs Committe
recommended by State Library e.
Directorate
Non-Government Libraries Rs. 2.00 lakhs

Page 2 of 7
 N.B.: However, the quantum of assistance would be decided by the Grants
Committee in consideration of the proposal and may recommend for
additional grant.

The Uniform Rates per page for Digitization:

Size Rate per page for Digitization

A4 / A2
Depending Within Rs.2.50-Rs.4.00 per page (without OCR) and Rs.4.00
upon to Rs.6.00 (with OCR) including metadata creation.
condition of
materials

Subject to the decision of the Grants Committee depending on the bulk of

records to be digitized and location of the library / Institution, the Rates may
be fixed through competitive bidding by the recipient organization as per
quality and standards specified by the RRRLF for the digitization work
including metadata creation.

Sanctioned amount for digitization will be released in suitable installments

depending on the progress of works and 25% of the total project cost will
be released after completion of the approved project on submission of
documents after utilization.

N.B.: However, the quantum of assistance would be decided by the Grants

Committee in consideration of the proposal and may recommend for
additional grant.

B. The financial assistance would be released directly to the Library /

Institution or the Directorate of Library Services or to the agencies in case
the project is assigned to any agency by inviting open
tenders/quotations, if requested by the organization as per GFR 2017 or
State Govt. approved procedures.

C. Normally no assistance will be given if the project for which the financial
assistance applied is covered under any other scheme of the Central
Government or State Government / Union Territory Administration.

4. Procedure for Submission of Application

In Case of State Level Libraries or Voluntary Organisation Libraries or Other

reputed Organisations they should submit their application/proposal

Page 3 of 7
recommended /approved by the State Library Committee (SLC) to the
Director General, Raja Rammohun Roy Library Foundation (RRRLF), Block DD-
34, Sector-1, Salt Lake City, Kolkata - 700064. Where there is no SLC, the
applications should be recommended / approved by the Secretary of the
Controlling Department of the respective State Government/U.T.
Administration looking after library services.

Application should be submitted in the prescribed format with due

recommendation of the competent authority with the following documents:

(i) Detailed description of the digitization project for which the

assistance is required, giving item-wise details of expenditure in the
prescribed format;
(ii) Information relating to assistance received, promised or the
requests thereof made, if any, to other bodies;
(iii) List of copyright free rare materials to be digitized, stating the title,
authors, years of publication/creation, language, type of document
(i.e. book, manuscript, periodical etc) for each of the document
(iv) Estimated Cost for each of the Component as mentioned
(v) In case of non-government organization, each application should
be accompanied by the following documents –
a. Constitution or the Memorandum of Association,
b. Copy of Registration Certificate,
c. Copy of the latest available Annual Report and
d. Recommendations of the State Government/U.T.
Administration or the State Library Committee, in the
prescribed form.
5. A. Project Activity:
Sl. Activity Description
No.
1 Digitization of rare The Library / Organization shall identify the
books, journals in PDF materials for digitization. Continuation in
/ TIFF format supply of material will be ensured to avoid
delays in scanning. The library / organization
needs to ensure that only copyright free
materials are selected for digitization.
2 Metadata creation Administrative metadata (as .xml file) shall be
prepared for each file to locate each
material using Dublin Core Standard.
3 Cleaning and Cleaning and Cropping on the scanned
cropping operation object for better quality required to be done
of digitized objects. by using specified data creation standards.

Page 4 of 7
 4 Delivery of scanned DVDs containing the digitized material and
digital assets in DVD. metadata files shall be provided by the
entrusted agency, one copy in TIFF and PDF
to the Library / Organization and one copy
to RRRLF.
5 Installation of The Library / Organization shall make
Digitized images in arrangement for necessary hardware and
the provided server software related to the server as per the
requirement of the entrusted Agency.

Three types of metadata by following Qualified Dublin Core (metadata

elements + Refinement + Encoding schema) needs to be created. The
metadata types will be – (i) Descriptive metadata elements; (ii)
Administrative metadata elements and (iii) Structural metadata elements.
The mandatory nature, repeatability and search ability of fields will be
determined at time of software level implementation. The metadata
encoding during data entry time will be based on selected encoding
standard as advised by W3C.

B. Verification & Certification of metadata and digitized content have to be

done by the library on a regular basis. A fortnightly report of documents
digitized has to be submitted to the RRRLF.

C. The digitization specification for e-record creation, transfer to NVLI and

preservation:-
Historical Raw Master Bit Clean Master Access
Materials Image depth Image Image
Manuscripts TIFF 24 bit TIFF (compressed) JPEG2000
(Uncompressed) 300 dpi (output) and PDF
300 dpi (output) group 6 CCITT
Spatial Resolution: Spatial
8”x10” at 300 dpi Resolution:
1024x768
pixels
Printed TIFF (Uncom- TIFF (compressed) JPEG2000
Books pressed) 300 dpi 300 dpi (output) and PDF /
Colour 24 bit group 6 CCITT PDF-A

B/W 8bit
Photographs TIFF (Uncom- TIFF (compressed) JPEG2000
Colour pressed) 300/600 24 bit 300 dpi (output) and PDF
dpi (output) 1200 group 6 CCITT
dpi or higher for
Page 5 of 7
 B/W special cases 8 bit
Slides / 4000 dpi TIFF TIFF (compressed) JPEG2000
Negatives (Uncompressed) 300 dpi (output) and PDF
Colour 24 bit group 6 CCITT

B/W 8 bit
Map / TIFF (Uncom- TIFF (compressed) JPEG2000
Drawing pressed) 300/600 300 dpi (output) and PDF
Colour dpi (output) 1200 24 bit group 6 CCITT
dpi or higher for
B/W special cases 8 bit
Other Organisation may
Materials specify standards
depending on
the type of
objects

N.B.: Higher resolution depends upon materials.

6. Conditions of Financial Assistance

i. The Librarie(s) / Institution(s)/ Organisation(s) in receipt of financial

assistance shall be open to inspection by the RRRLF.
ii. The library / executing agency should provide TIFF and PDF of each
digitized documents along with metadata and a copy of documents
digitized to RRRLF which will be uploaded in NVLI for open access.
iii. Metadata have to be created using the standards recommended by
RRRLF.
iv. Quality of digitization has to be done as per standard specified for each
type of object.
v. No assistance will be considered unless the requisite documents in
utilizing earlier assistance are received.
vi. Once the activities and estimates have been approved and financial
assistance assessed on the basis of these estimates, it shall not be
modified by the respective institution / library without the prior approval
of the RRRLF.
vii. Financial assistance will be released to the eligible institutions / libraries
on receipt of the stamped pre-receipt and acceptance of the terms
and conditions in the prescribed form.

Page 6 of 7
viii. When the RRRLF has reasons to believe that the sanctioned amount is
not being utilized for approved purpose, the institution / library shall be
liable to refund the sanctioned amount to the RRRLF.
ix. Expenditure prior to the receipt of the sanction order will not be
computed towards utilization of the financial assistance.
x. The library / institution must submit an undertaking to the effect that -

“The use of the archival material or the articles and documents or any
part thereof, provided under this scheme is not infringing any Copyright
or any other relevant Intellectual property right of any third party. The
library / institution further undertakes that if any material provided under
this scheme becomes the subject matter of any claim/suit/proceeding
for infringement of Copyright or any other right, library / institution shall
pay all the damages/costs/expenses incurred by the RRRLF including but
not limited to Attorney fees/cost of proceedings/etc”.

xi. Wherever the work has been assigned to agencies, the project
implementation agency should be selected by the applicant institution /
library through a transparent and competitive method by inviting open
tenders /quotations to ensure fairness and transparency in the enlistment
of implementation agency. A report should be submitted to the RRRLF
by the applicant institution / library in this regard.
xii. Decision of the RRRLF in respect of approval of the project/proposal and
the amount of assistance shall be final and binding on the grantee
institution / library in all cases.
xiii. An officer authorized by RRRLF may visit and inspect the Archival
Repositories or Libraries of States / Union Territories and collect on the
spot information on the Progress of the Scheme / project financed under
the scheme.
xiv. The accounts of the project shall be maintained properly and separately
and submitted as and when required. They shall always be open to
check by the RRRLF or by the respective State/U.T Library authority or
their nominee for monitoring the project. They shall also be open to
audit, both by the Comptroller and Auditor General of India under the
provision of CAG (Duties, Power and Condition of Service) Act, 1971 and
the internal audit by the Pay & Accounts Office of the Ministry of Culture.
xv. A tripartite MoU is required to be signed among the RRRLF, Library /
Organization, and the agency entrusted for the digitization work.

Page 7 of 7