DIGITIZATION FOR BEGINNERS Susanne CaroMansfield Library

2/19/2014

Before you start

• Why do you want to digitize?• What is digitization? • I have a scanner at home! Equipment basics• Realistic expectations- time and money• Best practices• Funding• Partnering

Why digitize?

• Increase access • Preservation• Marketing your library and collections• Community expectations• Administrative expectations

What is digitization? • The creation of electronic versions of tangible materials.• Can be black & white, greyscale, color• 2Dor 3D objects• Single items or compiled • Audio or moving images

Collection Selection

• Interest/ uniqueness• Copyright issues

Text vs. images• Size matters- image quality and space concerns• Access methods• Example

Interest/ uniqueness• Has this already been digitized?• Digital Repositories

Internet Archive

Hathi TrustDigitization Projects Registry (FDLP)

Google books

Check state historical societies, archives, state libraries

Copyright issues• Is it public domain?• Is the item copyrighted?• Can permission be obtained?• Should you include a copyright statement?• Does your library donation form include copyright

information?

Delta City Utah

Public Domain and Creative Commons: A Guide to Works You Can Use Freely

I have a scanner at home! Equipment basics• Image scanners

• Desk top (flat bed) • Large format • Book Scanner • Digital Cameras

Photo by Al Billings, DIY Book Scanner Kit Beta Mark 1

What it looks like

BCR’s CDP Digital Imaging Best Practices Version 2.0. 2008

Realistic expectations- time and money

Equipment

Scanner

Computer/s

Software

Labor• Scanning• Metadata• Uploading

Research

copyrightother digital

sources

Access/ Storage

-Varies according to:

size of the collection

If hosted or in house

Preservation

Collection maintenance

Outsourcing/ Hardware/ Software

Scanner• Desk top (flat bed)

$200+• Large format $2,000 +• Book Scanner $10,000+• Digital Cameras $50.00

+

Per page scanning

.10- $1.30 per page

• Computer

scanning software

additional memory

metadata program

server/ hosting

OCR

Scanning SoftwareOnline access

Planning

Research

copyright

In-house or vender

Scanning

Metadata

pre-existent record

original cataloging

Uploading

Batch

Item

PreservationFile monitoring

migration

Format

Text• Tend to be

longer works• Can use OCR

on typed documents

• Per page- smaller files

Image• Data-rich• Can be in

color or greyscale

• File size dependent on size/ detail of original

Media• Large file size• Requires

different file types

• Can include oral histories

Example

Size matters- image quality and space concerns

Test Time file size notes

Type/ File Image/ TIFF

greyscale, 8 bit

300 dpi 40 sec 18 mb

600 dpi 1 min 35 sec 72 mb

1200 dpi 7 min 288 mb

Color, 24 bit

300 dpi 2 min 54 mb

600 dpi 5 min 216 mb

1200 dpi 19 min 864 mb

Metadata

What are bytes?• byte (8 bits, a single charter of text)• kb (kilobyte) 1000 bytes • mb (megabyte) 1,000,000 bytes• gb (gigabyte) 1,000,000,000 bytes• tb (terabyte) 1,000,000,000,000 bytes

A new computer may come with 8gb of memory with a 1tb hard drive.

22 kb

43.5 KB

File types

Master files

TIFF• Not compressed• Can be converted to

other file types

JPEG 2000Works with Dublin Core

Access• Can include thumbnail

• GIF (better for images)

For printingPDF, JPEG, JPEG 2000

Based on NARA guidelines

Access methods

Library website• Control over appearance• Branding• Easy to link to collection

Hosted• Migration and

preservation• Off-site storage• Multiple servers

Down and Dirty

• In-house or outsourcing• Working with volunteers• Working with vendors• The format question- PDF, PDF/A, JPEG, HTML• Metadata

Example

In-house or outsourcing

• Staff time• Cost of equipment• Server space• Maintenance

Cost: • Per item• Space• Maintenance • Upgrade

Working with vendors

• Check references• Check previous work

For scanning

What equipment is used?How are items handled?What types of files created?

Can you have copies of masters?

Will there be OCR

Will metadata be created and what level?

HostingHow will the files be accessed?Are there multiple servers?How often are files monitored?What will happen if files are damaged?If contract is terminated- what happens to the files?

Working with volunteers• Find interested parties• Determine comfort level• Use volunteers to test equiptment/software• Document procedures• If possible create guides • Give credit

Metadata• Do records exist?• What works for you?• What level is needed?• Are specialists available?

Metadata options• Dublin Core

• 15+ categories• Developed for electronic document

Library of Congress StandardsStandards for various formats

• Create your own

Caption 004_BeckwithFamily;

Identifier 004_BeckwithFamily.tif

Subject Women--Photographs;

Description Photo of an unknown event;

Publisher Hosted by J. Willard Marriott Library, University of Utah;

Resource Type Image;

Format.Use image/jpeg

Format.Creation

Originals scanned with Creo-Scitex Eversmart Jazz flatbed scanner and saved as 400 ppi uncompressed tif. Display images created in PhotoshopCS as jpegs 800 pixels in width.

Language eng

Rights Management Digital image copyright 2006, Beckwith Family, all rights reserved.

Source Material BW Photopraph

Source Physical Dimensions 8cm x 18cm

Archival Resolution 400 ppi tif

Low-resolution jpeg 800 pixels in width

Bit Depth 8-bit greyscale

Scanning Device Creo-Scitex Eversmart Jazz flatbed scanner

Delta City Library, Beckwith Photograph Collection, Hosted by U. Utah

Bangor Public Library, World War II Poster Collection

Title El Palacio, Vol. 21, no. 3-4-5 (September 1, 1926) Title-Alternative El Palacio Magazine Date of Issue 1926-09-01 Author/Publisher Museum of New Mexico Contributoring Authors Archaeological Society of

New Mexico; School of American Research (Santa Fe, N.M.)

Subjects New Mexico--Antiquities--Periodicals; Southwest, New--Antiquities- -Periodicals. Description Frequency varies; pages 57-132 (some pages unnumbered). Page 58 printed as 60 (duplicate page numbering). Index to Vol.21 in issue 12. Digitization specifications 6169 KB Rights Management Originally digitized for the Fine Arts Museum Library and New Mexico Art Museum. Online publishing, permission of El Palacio.

URL (Uniform Resource Locator) Q:PHASE 2 . . .\EL PALACIO_READY (Vols, 16 thru 73)\Volume 21, nos. 1-12\V21_n3-5\Vol21No3-4-5(OCR-Optimized-Reduced).pdf Published On-Line by New Mexico State Library Type New Mexico State Document OCLC 01641774

Funding- Grants and Gifts

• GrantsLSTA (Library Services and Technology Act)

• IMLS (Institute of Museum and Library Services)

• Local historical societies/ archives

• Guidestar• Foundation Center

• Gifts• Volunteers• Funds• Equipment• Expertise• Time

Partnering• Interested parties/ organizations• Like-minded organizations

• State Libraries/ archives • Universities• Consortiums

Questions

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