digitization at the auc robert w. woodruff library - a case study
TRANSCRIPT
Digitization at the AUC Robert W.
Woodruff Library - A Case Study
Cliff Landis
Digital Initiatives Librarian
HBCU Library Alliance
2017-10-18
Introductions!
● Digital Initiatives Librarian
● Maintain digital collections and software
● Joined AUC RWWL in March 2017
● Former Reference Librarian, Web Services Librarian,
Taxonomist and Metadata Manager
● Recovering Perfectionist and Archivaholic
● Aspiring Systems Thinker (ala Gregory Bateson & Peter
Senge)
● Obsession of the moment: Hügelkultur!
Challenging Materials:
Gammon Composites
● Class photo composites for Gammon
Theological Seminary
● Photographs pasted to a paperboard
backing
● 23 total, 7 in fragile condition were
outsourced and are available online
● Oversize material is larger than the
planetary scanner bed
● Ripples throughout photos, causing
reflections
“High-Quality” “Anti-Reflective”
Reflection:
Position
● Green:
Clear
● Red:
Highlights
● Blue:
Supports
High-Quality Centered:
Reflection highlights
Anti-Reflective Centered:
“Water stain” at highlight edges
High-Quality Off-Center:
Clear
Challenging Materials:
Gammon Composites● Six “high-quality” scans for
preservation (clear off-center
portraits)
● Six “anti-reflective” scans used to
create the final access image
● One final access image using
Photoshop’s automated photomerge
tool; functional and pragmatic
● No color patches
● Documentation!
Documentation
Documentation - Collaborative editing
Documentation - Version control
Documentation - Troubleshooting
Quick Quiz! Philosophy
Which quote best represents your organization’s
digitization philosophy?
❏ "If you haven’t got the time to do it right,
when will you find time to do it over?"
❏ "More product, less process"
❏ "Something is better than nothing"
❏ [Wordless scream]
https://pixabay.com/p-443127/
Philosophy
● More Product, Less Process
● Fail Fast & Learn○ Test on small batches
○ Iterative trial-and-error (and error correction!)
○ Improve processes, document changes
○ Communicate, communicate, communicate!
● Collaboration is key○ Brief bi-weekly meetings btw DSD & ARC
○ You’re both the customer and the provider
● Problems? Look for the gap in the
information flow.
● We’re open to advice, so let me know if
you see something out of place!https://www.flickr.com/photos/27892629@N04/15337913754/
Workflow - Big Picture
Digitization Request Form
● The form is the starting
point for the conversation● Requestor's Name
● Request Date
● Submission Deadline
● Purpose of Scan (patron request, project, web only, publication,
other)
● Number of Images
● Resolution
● Mode (B&W, Color, other)
● Collection Name
● Collection Number
● Box number
● Folder number
● Image File Name (s) (if known)
● Item Title (if known)
● Item Date (if known)
● Special Requirements (Please include any additional information
not included above)
Workflow - Patron Request
● Form submission - ARC
● Material delivery / check-out
● Interview
● Digitization
● Metadata○ One-off - none
○ Collection material - minimum
● Quality Control
● Send link to material
● Record stats
● Material return / check-in
Workflow - Project
● Conversation
● Form submission - ARC, DSD, Admin, Grant Project Managers
● Material delivery / check-out
● Interview○ Special requirements for digitization, metadata or storage
● Digitization○ Sample set sent to requestor for review/QC
○ Progress reports
● Metadata○ Collection material - minimum or as needed
○ A/V materials require more detail, such as creating time indexes
● Quality Control
● Send link to material
● Record stats
● Material return / check-in
Challenging Materials: Scrapbooks
Challenging Materials:
Scrapbooks● Delta Sigma Theta Sorority
Scrapbooks
● Capturing both content and
arrangement
● High use, very fragile material
● Content contains multi-page
items that open like programs
and cards
0001_20
0001_20a 0001_20b 0001_20c
Equipment
Print/Photo
● Flatbed Scanners - Epson
10000XL & 11000XL
● Planetary Scanner - Opus
Bookeye 4
● Sheet Feed Scanner -
Fujitsu ScanSnap fi-6010N
● Printer - Epson SureColor
P600
AV
● Apple Mac Pro Desktop
● Audio - TASCAM CD A550
● VHS - JVC Super VHS ET
● Blu-ray - LG Networked BD53
● Storage - Pegasus2 R6
● Switch - Motu UltraLite MK3
Forensic
● Write Blocker -
WiebeTech Forensic
UltraDock
● Zip - Iomega Zip 250
● Memory Card Reader
● 3.5 & 5.25 floppy
readers
Software
Bookeye Planetary Scanner
● Opus FreeFlow - capture original
scans
● FastStone Photo Resizer - create
access derivatives
● Photoshop - crop, deskew,
histogram levels of access
derivatives
● FastStone Photo Resizer - create
web derivatives
● Excel - record metadata
Epson Flatbed Scanners
● SilverFast - capture original scans
● FastStone Photo Resizer - create
access derivatives
● Photoshop - crop, deskew,
histogram levels of access
derivatives
● FastStone Photo Resizer - create
web derivatives
● Excel - record metadata
Quick Quiz! Materials Selection
How do you prioritize materials selection for
your digitization program?
❏Fragile materials first
❏Rare materials first
❏Heavily used materials first
❏High research value materials first
❏Requested materials first
❏Whatever the Dean/Department
Head/Boss wants right now...
https://pixabay.com/p-443127/
Material Selection
Material Selection - Grant-Funded Projects
Collaboration
● Both organizations and individual archivists have their own digitization and
metadata philosophies.
● Digitization is both an art and a science. The art is in making decisions and
troubleshooting.
● Keep communication clear: ○ Get as much information up-front as possible.
○ Ask questions. Lots of questions. So many questions!
○ Report progress concisely and regularly; keep the feedback loop small.
● In-person communication is best to avoid misunderstandings.
● Make room for regular re-training.
● All behavior makes sense in context, so be curious!
Questions?
Cliff Landis
Please join us again on
Wednesday, November 1, 2:00pm
Josh Hogan, Metadata at AUCRWWL
https://pixabay.com/en/thank-you-paper-message-note-391055/