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PLANNING FOR DIGITIZATION Digitizing Your Documents

Digitizing Your Documents

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Digitizing Your Documents. Planning for digitization. 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. - PowerPoint PPT Presentation

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Page 1: Digitizing Your Documents

PLANNING FOR DIGITIZATION

Digitizing Your Documents

Page 2: 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?

Page 3: Digitizing Your Documents

Will You?

Build your collection alone? Work with others?

Page 4: Digitizing Your Documents

Do You Have

Available funding for digitizing your collections?

Trained staff?

Equipment and server storage?

Process for managing digitization ?

Page 5: Digitizing Your Documents

Funding

Is your funding -

Adequate to meet your goals?

Sustainable over time?

Page 6: Digitizing Your Documents

Staffing

Are your staff or students trained to-

Create accessible quality digital images?

Preserve digital images for the long term?

Page 7: Digitizing Your Documents

Will You be Able to

Train new staff or students?

Allocate funds for training?

Share the work with others?

Page 8: Digitizing Your Documents

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?

Page 9: Digitizing Your Documents

Equipment

Initial costs

Recurring costs

Consider other options

Page 10: Digitizing Your Documents

Digital Storage and Preservation

Where will your digital images live?

How will your users access them?

How will you preserve them?

Page 11: Digitizing Your Documents

Managing the Digitization Process

Have you created workflows for your digitization work?

How do you plan to monitor the work and track progress?

Page 12: Digitizing Your Documents

Reasons to Record Your Work

Money

Reports/Accountability

Planning

Page 13: Digitizing Your Documents

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

Page 14: Digitizing Your Documents

You’re Ready-What’s Next?

Page 15: Digitizing Your Documents

More Planning

Policies

Procedures

Workflows

Page 16: Digitizing Your Documents

Policies

You will benefit from having policies for- What should be digitized

How it will be digitized

Where the digitized images will live

Page 17: Digitizing Your Documents

Additional Policies

Equipment use

Care and handling

Digital image creation

Master image access

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Document Your Best Practices

Digital image creation

Quality control review

Preservation

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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.

Page 20: Digitizing Your Documents

Record and Track Your Work

Project requests

Project deadlines

Project progress

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One Suggestion

Create a digitization request form that includes:

The number of images The format The deliverables requiredThe deadline

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Now you are ready to begin

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Digital Scanning

Create images following your best practices guidelines

Follow the maxim to scan once

Follow any special instructions when handling fragile materials

Page 24: Digitizing Your Documents

Quality Control Review

Follow your best practices guidelines

Review the initial request

Inspect images for machine and human scanning errors

Rescan, if necessary

Page 25: Digitizing Your Documents

Digital Content Management

And finally-

Who will manage the digital images over time?

Page 26: Digitizing Your Documents

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

Page 27: Digitizing Your Documents

Thank you

Beth Oehlerts, Metadata Management [email protected] / 491-1827