1. Managing Digitization
Jeremy Bright, Olivia Carlisle, and Kathryn Michaelis,
Georgia State University
November 6, 2014

2. Overview Our setup Staffing Equipment Documentation Project submission
Quality control
Metadata, file naming, etc.
Specific projects
Hardware and software options

3. Our Setup Digital Library Services Department
3 units: Web Services, Systems, Digital Projects
Collaborate with Special Collections, Public Services
Digitization happens in DLS and Spec

5. Our Setup: Staff
Student Assistant - document/project prep, scanning (supervised IT), basic metadata (supervised)
Graduate Research Assistants - above plus IT (unsupervised) and export, advanced metadata (supervised)

6. Our Setup: Staff
Library Technical Assistants - above plus file management, advanced metadata (unsupervised), supervision of student assistants, training, DAM

7. Our Setup: Staff
Digital Projects Coordinator - unit admin, grant writing, supervision of GRAs, digital preservation, project management, coordination and collaboration with archivists/librarians

8. Our Setup: Equipment - Imaging
Bookeye3, Epson 10000xl, Canon EOS Rebel T3 DLSR (with white box, lights, etc), map scanner

9. Our Setup: Equipment - Audio
Audio cassette player (including micro), ¼” reel-to-reel tape player, turntable (all speeds and sizes), DAT player, MiniDisc player

10. Our Setup: Equipment - Video
VHS, U-Matic, DVCam and Mini-DVCam, Betamax, Hi8

11. Our Setup: Other Mannequins Secure storage cabinets
Digital dark archive

12. Our Setup: In Development!
Student assistants
Born-digital processing station
3-D scanner

13. Project Submission Process
Project consultation (optional)
Form submitted
Meet with requestor
Biweekly meetings for larger projects (optional)
Review, upload

17. Documentation
Metadata manual, file naming guidelines, digitization procedures, templates
Project documentation, requests with meeting notes
Expanding on/modifying existing data
Coordination through calendars

18. Quality Control for New Projects
Pre-request consultation
Meetings with requestors before and after project start
Weekly unit review with project guidance as needed

19. Fixing Legacy Mistakes
Identification
Coordination on solutions
Project/item-level corrections/changes
Mass corrections/global changes
Lists, lists, lists!

20. Active Projects Planning Atlanta project Born-digital processing
External requests

23. Active Projects Born-digital processing: work in progress! Processing
Description
Access

24. Born-digital processing log

25. Active Projects External requests
Why? (our reasoning behind offering our services)
How? (our rules and request process)
How are things developing?

26. Digital Project Request Form - External Sources

27. Digital Project Request Form - External Sources

28. Technology Options - Imaging
flatbed scanner ($1,000 +)
planetary scanner ($5,000 +)
microfilm scanner ($5,000 +)
slide/negative scanner ($100 +)
3D scanner ($400 +)

29. Technology Options - AV
DVD-R ($100+) and archival quality DVDs ($125/50 +)
Analog to digital audio converter ($250+)
Obsolete format players (who knows!)
1” open reel tape, VHS, U-Matic (S), BetaMax, Betacam (SP/SX), Hi8, MiniDV, etc etc etc
Records, ¼” open reel tape, Dictabelt, Cassette (mini/micro), Digital Audio Tape, etc etc etc

30. Technology Options - Software
Proprietary:
MS Office
Adobe: Photoshop, Acrobat
ABBYY Finereader
Sound Forge Audio Studio and WaveLab
OPUS FreeFlow
Open Source:
Google Docs
Bulk Rename Utility
BitCurator
GIMP
Audacity
Any Video Converter
Handbrake

31. Technology Options - Leverage existing resources
Internal and grant-based funding
Donations
Purchasing Sources:
Existing purchasing contracts (always worth a check!)
Amazon, Best Buy, Gaylord, Preservation Technologies, other electronics/archival equipment retailers
eBay, Craigslist, estate/garage/yard sales, donations, etc.

32. Practical Tips for Digitization
Scanning:
black or grey cardboard/construction paper
plexiglass
Photoshop:
Batch process & Image Processor
Stitching oversized images: manual & automated
Faster watermarking
Auto-crop: quality check carefully!
Bulk File Rename:
Adobe Bridge
Bulk Rename Utility

33. Digitization Guides
“Guidelines for Digitization”, UMass Amherst Library, 2011
“Digital Library of Georgia Digitization Guide”, 2004
“What to Look for in a Scanner…”, LoC, 2005
“Guidelines for Digital Imaging Systems”, NCDCR, 2003
“Technical Guidelines for Digitizing Cultural Heritage Materials…”, FADGI, 2010
“Digitization Guidelines”, UNC Digital Library Services
SAA, LoC - Digital Preservation

34. Questions?