planning for digitization digitizing your documents
Post on 22-Dec-2015
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PLANNING FOR DIGITIZATION
Digitizing Your Documents
Plan, Plan, Plan
Define your goals
What do you own?
Why do you want to digitize it?
Who will use your collection?
Will You?
Build your collection alone?
Work with others?
Do You Have
Available funding for digitizing your
collections?
Trained staff?
Equipment and server storage?
Process for managing digitization ?
Funding
Is your funding -
Adequate to meet your goals?
Sustainable over time?
Staffing
Are your staff or students trained to-
Create accessible quality digital images?
Preserve digital images for the long term?
Will You be Able to
Train new staff or students?
Allocate funds for training?
Share the work with others?
Equipment and File Storage
What are your long term digitization plans?
Digitize once or twice a year?
Large annual digitization projects?
What formats do you plan to digitize?
Text documents?
Photographs?
Maps?
Equipment
Initial costs
Recurring costs
Consider other options
Digital Storage and Preservation
Where will your digital images live?
How will your users access them?
How will you preserve them?
Managing the Digitization Process
Have you created workflows for your
digitization work?
How do you plan to monitor the work and
track progress?
Reasons to Record Your Work
Money
Reports/Accountability
Planning
Let’s stop and review …
Your digital project plan is complete
You know where the digital images will live
You know the importance of managing
the digitization process
You’re Ready-What’s Next?
More Planning
Policies
Procedures
Workflows
Policies
You will benefit from having policies
for-
What should be digitized
How it will be digitized
Where the digitized images will live
Additional Policies
Equipment use
Care and handling
Digital image creation
Master image access
Document Your Best Practices
Digital image creation
Quality control review
Preservation
Examples of Standards/Best Practices
Standards Related to Digital Imaging of Pictorial Materials-www.loc.gov/rr/print/tp/DigitizationStandardsPictorial.pdf
Western States Digital Imaging Best Practices - http://www.bcr.org/cdp/best/digital-imaging-bp.pdf
California Digital Library – Guidelines for Digital Objects -
http://www.cdlib.org/inside/diglib/guidelines/GDO.pdf.
Record and Track Your Work
Project requests
Project deadlines
Project progress
One Suggestion
Create a digitization request form that includes:
The number of images
The format
The deliverables required
The deadline
Now you are ready to begin
Digital Scanning
Create images following your best practices guidelines
Follow the maxim to scan once
Follow any special instructions when handling fragile materials
Quality Control Review
Follow your best practices guidelines
Review the initial request
Inspect images for machine and human
scanning errors
Rescan, if necessary
Digital Content Management
And finally-
Who will manage the digital images over time?
Additional Information
http://www.library.cornell.edu/preservation/tutorial/
http://www.bcr.org/cdp/best/digital-imaging-bp.pdf
http://lib.colostate.edu/repository/
Please contact us if you have any questions
