Challenges in mass digitization of minimally processed collections To scan or not to scan Challenges in mass digitization of minimally processed collections Sarah Dorpinghaus Digital Projects Library Manager University of Kentucky Libraries

University of Kentucky- working on process to do large scale (mostly mass) digitization of minimally (folder/s level processing) manuscript collections. As part of the ingest process, a METS file with Dublin Core fields is automatically created as part of the ingest process. Then “browse” links are placed by the lowest level of description. Goal: replicate the physical environment of sitting at a reading room table, opening a box, pulling out a folder, and looking through the contents of that folder. Largely successful, but there are kinks we’re still trying to work out. Include things related to the robustness (or lack of) metadata, flexibility of EAD, search interface and how to provide filters for search results of 6k+ items, … but will focus on those issues that arise during the imaging process

minimal processing mass digitization Provide more access in less time #2-- Goals of minimal processing =similar to= goals of mass digitization Minimal processing -provide access to materials in an efficient manner -work through backlog quicker Goals of large-scale digitization -”scan it all” approach significantly reduces the amount of time spent in selection process for digitization -if you have a [high capacity] digitization equipment, 1 imaging tech can scan x amount (include number of files and linear feet) in 1 year. 4-7 seconds per scan with auto crop -get more online in less time. But.... the issue of those problematic things that missed during minimal processing- the fragile item, the random artifact, the copyright/sensitive item mass digitization

structural challenges Fragility & structural challenges

structural challenges Fragility & structural challenges mold and pests tightly bound framed and matted encapsulated burnt and brittle rolled material Can materials be damaged as part of the digitization process? Fragile content and structural issues: tightly bound items, framed items, imaging requires some sort of pressure to hold it open, handled, etc. Can it be damaged to get an image?

Equipment limitations Equipment- Oversize materials and odd formats: artifacts, large map 5’ mounted on wood board, negatives 16x20, no lightbox

Duplicates & similar material 3 folders of receipts, do you need everyone or just select a few, folded newspaper-- maybe just kept for an article, but do we still scan the whole thing?

Scrapbooks, photo albums, & mixed formats have to change digitization specs and equipment to meet standards

Misfiled & misidentified Archivists make mistakes. (only human)

The surprises Things stuck in a book- lock of hair, dried flowers, etc.

Someone's gotta deal with it curator / accessioner processor imaging tech Levels of filtration: curator/accessioner, processor, [imaging technician], patron Depends on how the material will be used/displayed Decide- are you willing to risk letting the patron be the first person to realize that the item is sensitive, etc. patron reference staff

Tips from the Technicians Advice From the Archivists

Educate each other on basic practices, standards, workflows, abilities & limitations Offer tours of imaging area & equipment demos Work together to establish basic policies -blank pages, similar material, public domain only?

Technician or Archivist? Organization errors Description errors Typos in finding aids or folders labels Sampling and duplicates

Project planning is key Preservation vs. access Colorspace Quality of description Privacy / sensitivity issues -- Have the camera technician and archivist meet before imaging. Decide what time of scanning is to be done- access, preservation, etc. Both archivist and technician should survey the entire collection before imaging. You won’t catch everything, but you may catch things that put a digitization project on hold

Communication is critical still the issue of “it depends”.. so have close communication

image credits Orin Zebest http://www.flickr.com/photos/orinrobertjohn/3331174367/ Medical Antiques http://www.medicalantiques.com/medimage2/1390.jpg Excuse Me While I Buy This Junk http://shopjustvintage.com/blog/page/3/ Pencil Revolution http://www.pencilrevolution.com/wp-content/uploads/2011/02/SDC11243.jpg IImage Retrieval http://www.iiri.com/Images/Cosilamp%20on%20CopiBook.jpg Jafafa Hots http://www.flickr.com/photos/jafafahots/8414550089/ Next Day Flyers http://blog.nextdayflyers.com/wp-content/uploads/2012/09/McLure-Hotel-Wheeling-VA-vintage-letterhead.jpg Paperfizz http://www.paperfizz.com/2012/08/28/todays-post-paper-19th-century-letterhead/ University of Utah http://continuum.utah.edu/summer04/preservations.htm Iowa Digital Library http://digital.lib.uiowa.edu/cdm/ref/collection/noble/id/47

Sarah Dorpinghaus sarah.dorpinghaus@uky.edu Digital Projects Library Manager University of Kentucky Libraries sarah.dorpinghaus@uky.edu