DIGITAL DOCUMENTATION Processes and Designs

Information in another format

First Hand Documents Using a letter like this to document the devastation of the “grasshopper plague” in Minnesota can make history come alve. Olena Larson Forlow, incidentally, cannot be found in 1880 census records for Otter Tail County.

High Quality Images High quality images (like this 800 dpi tiff of an illustration from Harper’s) can be used as well – in this case to show how riders along the red river in the 1860s used veils to protect themselves from mosquitoes.

Steps in Digital Projects 1.Select what to digitize (based on usage, condition, whatever is the controlling goal of the project. 2.Decide how the information is to be organized, including the level of description for each item. 3.Organize information structure. 4.Organize funding and staff. 5.Carry out project. 6.Review, make necessary changes. For good examples, see Minnesota Digital Library, Yale University Library Digital Collections.

Collection Organization (a similar chart could be used on the web site to provide access to collection’s components) General Store Records, Ledgers Correspondence (56 items) (112 items) Photographs, etc. 17 B&W prints 6 advertising handbills

Costs Several companies will carry out digital projects Newspapers – 75 cents to $1.50 per page (depending on whether or not page is indexed) Letters, reports, etc. (8 ½ x 11) – cents per page (again depending on indexing) Photographs – 25 cents to $2.00 depending on quality of scan (up to 5000 dpi and touch up work with Photoshop). In house – with labor costs added (i.e. time) you will spend a comparable amount.

Alternatives for access If local staff carries out the organization, indexing, and paperwork (time) then a project like the Minnesota Digital Library will host your collection(s). Funding for MDL is grant-driven; the final result will be preserved by the Minnesota Historical Society.

Indexing The average newspaper can have 5 articles per page, while a 3 page letter can require up to 30 index entries.

Summary Pros: Digital documentation increases access. Collections can be used by more people over longer distances. Cons: Carrying out a digital documentation project can be time consuming and expensive. Any project requires careful planning.