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Digitization: Utah State Archives
Digitization: Utah State Archives
Digitization: Utah State Archives
Digitization: Utah State Archives
Digitization: Utah State Archives
Digitization: Utah State Archives
Digitization: Utah State Archives
Digitization: Utah State Archives
Digitization: Utah State Archives
Digitization: Utah State Archives
Digitization: Utah State Archives
Digitization: Utah State Archives
Digitization: Utah State Archives
Digitization: Utah State Archives
Digitization: Utah State Archives
Digitization: Utah State Archives
Digitization: Utah State Archives
Digitization: Utah State Archives
Digitization: Utah State Archives
Digitization: Utah State Archives
Digitization: Utah State Archives
Digitization: Utah State Archives
Digitization: Utah State Archives
Digitization: Utah State Archives
Digitization: Utah State Archives
Digitization: Utah State Archives
Digitization: Utah State Archives
Digitization: Utah State Archives
Digitization: Utah State Archives
Digitization: Utah State Archives
Digitization: Utah State Archives
Digitization: Utah State Archives
Digitization: Utah State Archives
Digitization: Utah State Archives
Digitization: Utah State Archives
Digitization: Utah State Archives
Digitization: Utah State Archives
Digitization: Utah State Archives
Digitization: Utah State Archives
Digitization: Utah State Archives
Digitization: Utah State Archives
Digitization: Utah State Archives
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Digitization: Utah State Archives

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Given by Gina Strack at the November 2013 Best Practices Exchange.

Given by Gina Strack at the November 2013 Best Practices Exchange.

Published in: Education
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  • 1. Digitize All the Things Standards and Best Practices Gina Strack  Utah State Archives Best Practices Exchange November 14, 2013 1
  • 2. Source: Hyperbole and a Half 2
  • 3. About Us The purpose of the State Archives is to assist Utah government agencies in the efficient management of their records, to preserve those records of enduring value, and to provide quality access to public information. 3
  • 4. About the Digital Program 2005 One-time Appropriation Microfilm Roll Scanner 2006 Governor Leavitt’s Records 2007 Death Certificates 2008 House of Representatives Bill Files 2011 Senate Bill Files CONTENTdm 4
  • 5. Partnerships 5
  • 6. BY THE NUMBERS 6
  • 7. Growth 2006-2013 1,200,000 1,000,000 800,000 600,000 400,000 200,000 0 2006 2007 2008 2009 CONTENTdm 2010 Indexes 2011 2012 2013 7
  • 8. One Million Items 8
  • 9. 13,021 15,085 8,163 Total Images 1,371 1,696 36,091 Senate Bills House of Representatives Bills Birth Certificates Board of Pardons 159,789 54,848 76,948 141,781 Death Certificates Territorial Executive Papers Indian War Service Affidavits Utah Constitutional Convention Brand Books Executive Reorganization Largest Collections Public Access 9
  • 10. 1,616 1,665 2,214 5,092 1,506 1,610 Total Images 23,389 15,530 21,483 15,752 Largest Collections Staff Access (Governors) Governor Leavitt State Olympic Office Governor Leavitt Chief of Staff Records Governor Leavitt Programs of the First Lady Governor Leavitt Newspaper Clippings Governor Walker Photographs Governor Walker Newspaper Clippings Governor Leavitt Press Releases Governor Leavitt 2K2 Program Records Governor Walker Executive correspondence Governor Leavitt Photographs 10
  • 11. DIGITAL PROJECT WORKFLOW 11
  • 12. “The natural condition is one of insurmountable obstacles on the road to imminent disaster.” “So what do we do?” “Nothing. Strangely enough, it all turns out well.” “How?” “I don't know. It's a mystery.” ULA 2013 It Feels Like 12
  • 13. archives.utah.gov/digital/best-practices.html Digital Imaging Dublin Core Metadata ULA 2013 Best Practices Building Collections 13
  • 14. 14 ULA 2013
  • 15. Propose Digital Project • “Building Good Collections”  Discuss in monthly Team Meeting ULA 2013 Project Planning • Processed? • Public? • Partner or vendor? 15
  • 16. Building Collections A Framework of Guidance for Building Good Digital Collections www.niso.org • Collections (organized groups of objects) • Objects (digital materials) • Metadata (information about objects and collections) • Initiatives (programs or projects to create and manage collections) 16
  • 17. Track 17 ULA 2013
  • 18. 18 ULA 2013
  • 19. Digital Imaging BCR Digital Imaging Best Practices 2.0 mwdl.org • General Principles • Digital Preservation • Creation Basics • Hardware Considerations • Software Considerations • Guidelines for Creating Digital Images • Quality Control • Describing Digital Images • Storage 19
  • 20. Digital Imaging U.S. National Archives Technical Guidelines for Digitizing Archival Materials for Electronic Access: Creation of Production Master Files - Raster Images www.archives.gov • Digital Image Capture • Minimum Metadata • File Formats, Naming, and Storage • Quality Control 20
  • 21. Metadata Dublin Core Application Profile mwdl.org “defines metadata records which meet specific application needs while providing semantic interoperability with other applications on the basis of globally defined vocabularies and models” 21
  • 22. Simplified. Example: Dublin Core Schema B Schema A Schema C Application Profile 22
  • 23. Metadata Element Example 23
  • 24. “Seeing Standards” 24
  • 25. Online Presentation CONTENTdm for collections (record series) 25
  • 26. Online Presentation Name Indexes for Genealogy 26
  • 27. “Share and Enjoy” Mountain West Digital Library Free access to nearly 800,000 resources from universities, colleges, public libraries, museums, historical societies, and government agencies, counties, and municipalities in Utah, Nevada, Idaho, Arizona, Hawaii, and other parts of the U.S. West 27
  • 28. CREATING DIGITAL OBJECTS 28
  • 29. Context • Government records, like many archival materials, must retain context to be both useful and retain meaning • Almost all digital objects = compound objects 29
  • 30. Page 2 of a letter means little without Page 1 30
  • 31. Directory Structure Series Number and Title tiff Directory Name (matches “Caption” field in metadata) seriesboxfolder_001.tif seriesboxfolder_002.tif seriesboxfolder_003.tif Directory Name 31
  • 32. Especially with “More Product Less Process” 32
  • 33. Metadata Identification and Digitization Information Container List • EAD • database • inventory • • • • • Collection Creator Dates Scanning Rights, etc. Digital Metadata Tab-delimited text file 33
  • 34. Access Query 34
  • 35. LINKING TO DIGITAL 35
  • 36. 36
  • 37. 37
  • 38. Open “export.xml” in Excel as XML Table 38
  • 39. 39 
  • 40. 40
  • 41. Review of Tools • Microsoft Excel • Project tracking • Collection inventories • Links to inventories • Microsoft Access • Add digitization for metadata • Quick File Rename  • Folder Creator  or Folder Maker  41
  • 42. Thank you. archives.utah.gov/digital/ Gina Strack gmstrack@utah.gov (801) 531-3843 42

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