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Digitisation: an Australian War Memorial perspective

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Presentation at CGS on digitisation of archival materials

Presentation at CGS on digitisation of archival materials

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    • 1. digitisation: an australian war memorial perspective canberra grammar november 2006 mal booth – head, research centre
    • 2. why digitise?
      • preservation
      • access
      • user/client demand
      • experimentation
      • advantages for a specific project (eg. re-use)
      • my boss/someone else told me to
      • peer pressure (or ‘everyone else is!’)
      • nothing better to do
      • money/resources to burn
    • 3. planning your program or project
      • do you need a policy &/or strategy ?
      • relationships & partner involvement – it, web, archives, libraries, users, managers
      • budget planning
      • resource procurement
      • goals and deliverables (incl. time)
      • workflow establishment
      • quality assurance
      • risk management
      • people – finding, training & allocating
    • 4. appraising & scoping the project
      • what is the purpose & desired output ?
      • what is involved ? (books, papers, photos, other media & how much of it)
      • how will you digitise? (quality & method)
      • hired hands or DIY ? (tenders, contracts)
      • what resources are needed? (money, equipment, software, expertise, storage media, physical space for scanning, IT support, web delivery support, conservation/preparation)
      • pilot project to determine costs, production rates and feasibility
      • 80:20 or 20:80?
      • standards & formats (tiff, jpg, pdf, mov, ram, wmv, mp3, mp4, OCR)
    • 5. official histories (WW1&2)
      • PDF – image over text
      • replicates the exact page layout
      • easily managed file sizes (for 30,000 pp in total)
      • lets you select the text or search the document
    • 6. securing approvals & resources
      • management endorsement
      • support & partners – critical! (IT, web, archives, libraries, users, colleagues, etc.)
      • are permissions needed from creators? (may depend on delivery system/method)
      • money , equipment , space , people & skills , software (for imaging & image management, metadata, indexing & databases, batch processing, workflow)
      • reporting - milestones, progress & use
    • 7. preparation
      • conservation and document preparation
      • indexing & database creation
      • create ‘targets’
      • setting up the metadata required
      • preparing the scanning/capture area
      • testing – equipment, software, workflow
    • 8. document scanning facilities
    • 9. Capture & image processing
      • scanning/capture (or import of legacy images)
      • create master images & surrogates in directory structures & capture metadata (technical, descriptive, administrative)
      • load storage media (if it needs to be moved for further processing - CD, DVD, disk, server, etc.)
      • bundling of PDFs in logical sequences
      • perform quality assurance
      • re-scan/correct images
      • move images to final location(s) – storage & access
    • 10. delivery & ongoing management (the ‘long tail’)
      • delivery creation – CD, DVD, web or intranet resource, database for network, publication
      • management, preservation, migration
      • Sustainability of program – reporting results, monitoring use & managing increased expectations
    • 11. lessons learned
      • new needs – equipment; skills & knowledge; outsourcing; space
      • technology cycle – keeping pace every 18 months
      • people – short term staff & retention; new skills; ongoing training; educating senior managers
      • workflows – to be designed & integrated with several DBs & other systems
      • achievements – learning as we do stuff; experimenting & anticipating demands
      • new policies & procedures – dynamic needs; focusing on both our needs and users!
      • delivery of outputs to users – online & other