Beginning an Imaging Program: Achieving Success and Avoiding the Pitfalls – Archivists Edition
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Beginning an Imaging Program: Achieving Success and Avoiding the Pitfalls – Archivists Edition

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Document imaging presentation for archivists.

Document imaging presentation for archivists.

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Beginning an Imaging Program: Achieving Success and Avoiding the Pitfalls – Archivists Edition Beginning an Imaging Program: Achieving Success and Avoiding the Pitfalls – Archivists Edition Presentation Transcript

  • Beginning an Imaging Program: Achieving Success and Avoiding the Pitfalls – Archivists Edition Raymond K. Cunningham, Jr. CRM, CA, MIT Manager of Records Services University of Illinois Foundation http://www.staff.uiuc.edu/~rcunning/imaga.ppt
  • Parts of this Presentation
    • I. Thinking about Document Imaging
    • II. Elements of Document Imaging
    • III. Internet Distribution
    • IV. Avoiding the Pitfalls
    • V. A Tour of a Document Imaging Operation
    • VI. Imaging and Document Distribution Projects
  • Part I Thinking about Document Imaging – Developing an Overview
  • Document Imaging
    • Success or Failure depends on factors that you can control
  • Document Imaging
    • Success or Failure depends on factors that you can control
    • Do not think of Document Imaging in isolation - imaging is a part of an overall document management program that includes electronic records, microforms and paper
  • Document Imaging is for Document Distribution
    • Document imaging is not for long term archival storage
  • Document Imaging is for Document Distribution
    • Document imaging is not for long term archival storage
    • Document imaging must enhance workflow, not impede it
  • Document Imaging is for Document Distribution
    • Document imaging is not for long term archival storage
    • Document imaging must enhance workflow, not impede it
    • Document imaging is not the electronic equivalent of microfilm
  • Implementation of a Document Imaging Program
    • Begin by Defining your Audience
  • Define your Audience
    • Who are you distributing images to???
  • Define your Audience
    • Who are you distributing images to???
    • Genealogists, researchers, students, alumni, perhaps internally to your organization
  • Define your Audience
    • Who are you distributing images to???
    • Genealogists, researchers, students, alumni, perhaps internally to your organization
    • What are the technical limitations of that audience?
  • Define your Audience
    • Who are you distributing images to???
    • Genealogists, researchers, students, alumni, perhaps internally to your organization
    • What are the technical limitations of that audience?
    • Will your audience view the images via the Internet, within your archives or within the organization?
  • Define your Audience
    • Who are you distributing images to???
    • Genealogists, researchers, students, alumni, perhaps internally to your organization
    • What are the technical limitations of that audience?
    • Will they view the images via the Internet, within your archives or within the organization?
    • How complex do you want your presentation
  • Implementation of a Document Imaging Program
    • Start by Defining your Audience
    • Target a record and think small
  • Target a Record and Think Small
    • Choose a record that will be used and impact your request load.
    • Look for something that is simple
    • If you are distributing on the Internet, think visibility
    • Consider photographs or significant small manuscripts collections
  • Implementation of a Document Imaging Program
    • Begin by Defining your Audience
    • Target a record and think small
    • Create a document imaging plan
  • Document Imaging Plan
    • Create a document imaging plan for management
    • Chart the process that you will use, including the disposition of the original documents or photographs
    • Explain to management why you will image the records
  • Implementation of a Document Imaging Program
    • Begin by Defining your Audience
    • Target a record and think small
    • Create a document imaging plan
    • Get support from upper management and partner with your IT department
  • Support and Partnership
    • Gain support for the project with your plan
    • Meet with your IT department – make friends, gain web space and assistance
    • Obtain the education you need on the technical side of document imaging
  • Implementation of a Document Imaging Program
    • Begin by Defining your Audience
    • Target a record and think small
    • Create a document imaging plan
    • Get support from upper management and partner with your IT department
    • Start a small pilot project
  • Start a Small Pilot Project
    • Image a few documents and index them
    • Distribute them to your audience and view them with your users.
    • Take criticism and use it to improve
    • Learn to distribute documents via the Internet when called those documents are called upon
  • Build upon Success
    • When your audience sees what you have done you will probably be called upon to do more
    • Use the press as an outreach tool
    • Enhance your documents with imaging, linking with other archives with related materials
  • Part II Elements of Document Imaging
  • Elements of Document Imaging
    • Scanning
    • Storage
    • Indexing
    • Retrieval
    • Access
  • Elements of Document Imaging Scanning
    • Scanner specifications – scanner speed and the pitfalls of vendor demos
    • Faster is better – but the real speed depends on document prep
    • Faster is better but you are only as fast as your indexing speed
  • Methods of Input
    • High Resolution Scanner
    • Batch Processing Scanner
    • Camera Scanner
    • Microfilm to Image
    • Photocopier
    • Capture at Creation
    • Data Entry to Database
  • Elements of Document Imaging Scanning
    • Resolution DPI
    • Simplex, Duplex scanning
    • Bi-tonal, grayscale, color
    • Bit Depth
  • Resolution – Bit Depth
    • 1 bit bitonal black or white
    • 8 bit – 256 color or grayscale
    • 24 bit – 16 million + color
    • 32 bit and 36 bit
    • With increase in bit depth, you increase the size of the image
    • Viewing is only as good as your monitor
  • Resolution This is for bi-tonal scanning. For grayscale documents this increases. For color document scanning can increase as much as 16 or 32 times 160,000 400 400 90,000 300 300 40,000 200 200 Total Dots per Square Inch Vertical dpi Horizontal dpi
  • Elements of Document Imaging Resolution - Text
    • OhioLINK Digital Media Center – 300 dpi for text
    • Colorado Digitization Program– 300 dpi for text
    • Library of Congress – 200 to 400 dpi depending on document size
    • Indiana University Digital Library Program – 300 dpi for text
    • All of these are for MASTER file, not for the ACCESS file
  • Digital Library Federation Monographs and Serials Standards http://www.diglib.org/standards/bmarkfin.htm 300 dpi 24 bit color Images must be saved at 1:1 scale 300 dpi 8 bit grayscale uncompressed Tiff images – images must be saved at 1:1 scale 600 dpi bitonal Tiff images images must be saved at 1:1 scale Color For covers, and meaningful text or illustrations printed Grayscale For covers and illustrations printed in B&W Black and White For text, line drawings and halftones
  • Elements of Document Imaging Resolution - Photographs
    • Photographs are very different from documents and require high resolution scanning – above 300 dpi
    • Photo standards vary depending on the original media – negative, print, slide
    • Seek standards from your institution, NARA etc.
  • Imaging Photographs
    • Master copy vs. Distributed copy
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  • Imaging Photographs
    • Master copy vs. Distributed copy
    • Monochrome and Color
  • Imaging Photographs
    • Master copy vs. Distributed copy
    • Monochrome and Color
    • Revenue potential
  • Elements of Document Imaging Storage
    • MO platters
    • CD-R & DVD
    • RAID – Redundant Array of Inexpensive Disks
    • Tape Back up – Disaster Recovery
  • Elements of Document Imaging Indexing
    • Indexing can be the single most costly item in a document imaging program
    • Indexing is usually the issue that will determine the success or failure of a program
    • Indexing must include input from the end users
  • Elements of Document Imaging - Indexing
    • Do not over index
    • Be sure to budget the staffing required for any imaging project – or outsource
    • QC - Quality Control
    • Scalability – the system works fine with 50,000 images but crashes when loaded with 1,000,000 images
  • Elements of Document Imaging Retrieval
    • Retrieval - documents should be retrieved fast
    • Three Clicks Rule
    • Printing
  • Elements of Document Imaging Access
    • Authorization levels and security
    • Audience needs – office, on the road etc.
    • Access to documents via a distribution system
  • Methods of Document Distribution
    • Photocopy/Printing
  • Methods of Document Distribution
    • Photocopy/Printing
    • Fax
  • Methods of Document Distribution
    • Photocopy/Printing
    • Fax
    • E-mail
  • Methods of Document Distribution
    • Photocopy/Printing
    • Fax
    • E-mail
    • Microform
  • Methods of Document Distribution
    • Photocopy/Printing
    • Fax
    • E-mail
    • Microform
    • Internet – various formats
  • Part III Internet Distribution The Basics
  • Imaging – Software Profile Browser Plug-ins for image viewing Adobe Acrobat for PDF Browser Internet Explorer Netscape,Opera Operating System Windows 95/98/2000/NT Linux or MacOS
  • Web Standards
    • HTML 4.0
    • The use of Frames
    • JAVA
    • Plug-ins for document imaging
  • Browser Plug-ins
    • Adobe Acrobat Reader – PDF
    • RealAudio – Audio and Video
    • TMSSequoia – TIFF
    • MrSid by LizardTech
  • What is MrSid? MrSID is an acronym for Multi-resolution Seamless Image Database, a powerful wavelet-based image compressor, viewer and file format for massive raster images that enables instantaneous viewing and manipulation of images locally and over networks while maintaining maximum image quality. Features include unprecedented compression ratios while maintaining highest image quality, true multiple resolutions, selective decompression, seamless mosaicking and browsing.
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  • Browser Compliant Imaging
    • GIF, JPEG and BMP are HTML compliant
    • TIFF, PDF are not HTML compliant
    • TXT files are browser compliant
  • Image Formats
    • TIFF - Tagged Image Format File
    • PDF – Portable Document Format
    • GIF or JPEG – should I convert??
  • Hardware Considerations
    • Monitors – 17” minimum for input – consider dual monitor schemes
    • Retrieval 15” is usable but not preferable
    • Flat screens
    • The workstation is not as important as the servers and the network wiring
    • Retrieval times are important
    • Operating system upgrades
  • Software Configurations
    • Standard Models for Imaging Systems – Database retrieval - search capabilities
    • Simplified Model – HTML links – HTML search capabilities
  • Part IV Avoiding the Pitfalls
  • Image what you want Retrieved
    • Find out exactly what information is to be retrieved within the record series
  • Image what you want Retrieved
    • Find out exactly what information is to be retrieved within the record series
    • Do not image documents that are not necessary
  • Signal To Noise Ratio
    • Consider the Internet as a model
    • If you image “Everything” and your actual retrieval rate is low, how efficient is your imaging system?
    • Imaging large files - retrieval
    • Know what is being retrieved by your end users
  • Image what you want Retrieved
    • Find out exactly what information is to be retrieved within the record series
    • Do not image documents that are not necessary
    • Remember – the idea is to avoid information overload
  • Image what you want Retrieved
    • Find out exactly what information is to be retrieved within the record series
    • Do not image documents that are not necessary
    • Remember – the idea is to avoid information overload
    • Just because we have the technology to image everything does not mean we must
  • Avoiding the Pitfalls
    • Develop a Strategy
    • Plan Ahead
    • Stick to the Basics
    • Questions for the Vendors
  • Strategies for Document Imaging
    • Day forward imaging
    • Scan on demand
    • Backfile conversion
    • Outsourcing as an option
    • Input centrally vs. Distributed input
    • Integrate Document imaging with your photocopying
    • Web based distribution of images
  • Plan Ahead – Lifecycle Management
    • Where do you see your imaging system in five years?
    • What will your paper load be in five years?
    • How will you be integrating EDMS into your overall document management system?
    • Plan today to evolve away from imaging – think Native formats
  • Long Term Storage
    • Data Migration issues
    • Retention Schedules
    • Microfilm – Dual Scanning/Filming products Canon DR—5060-F
    • Output to Microform
  • Questions for the Vendors
    • Is this software ODBC and SQL compatible?
    • What format will my images/documents be stored in?
    • Can I export the indexes of my images?
    • Can I use web base distribution for my images?
    • Can I add or delete columns in the database?
    • Can I use any device for image input?
    • Can I migrate these images to another storage media? (portability)
  • Document Management
    • Document Imaging is one part of the entire document management realm – paper, images, electronic records
    • 98% of all information is created electronically
    • Capture and store electronic documents in their native format
  • Moving to EDMS
    • Capture at creation
    • Web based retrieval
    • Limit available formats
    • Migration issues
    • Have a Strategy for Long Term Storage
  • Part V A Tour of a Document Imaging Operation
  • A Tour of a Document Imaging Shop University of Illinois Foundation Document Imaging System
  • Who is our Audience?
    • Three campus system – Champaign-Urbana, Chicago and Springfield
    • Primary – University of Illinois Foundation, Alumni Association
    • Secondary – University development officers
    • Tertiary – Administration, Archives
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  • Part VI Imaging and Document Distribution Projects
  • Image a Book Town of Hanover New Hampshire Project 1996
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  • Document Imaging On the Cheap
    • Scanning from a photocopier or small scanner
    • Using HTML, linking to the image
    • Distribute via the Internet or CDR
  • Distributing Photographs and Newspaper Articles
    • 3000 photographs
    • News Articles continually researched
    • Maps, manuscripts
    • Make the data searchable
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  • Thank You Any Questions? [email_address]