<ul><li>Ben Smith  </li></ul><ul><li>M G H Consultants </li></ul>Digitising Your Collections Neil Jackson Media Arts
<ul><li>Preparation is Key </li></ul><ul><li>Practicalities </li></ul><ul><li>External Supplier vs Internal </li></ul><ul>...
<ul><li>Preparation is Key… </li></ul><ul><li>So… </li></ul>Preparation Is Key
<ul><li>Crucial that </li></ul><ul><ul><li>You understand your own needs </li></ul></ul><ul><ul><li>That a supplier unders...
<ul><li>What do you want to achieve </li></ul><ul><ul><li>What is/are the ultimate goals? </li></ul></ul><ul><li>What are ...
<ul><li>Prepare a brief ‘Statement of Requirements’ including? </li></ul><ul><ul><li>Goals / project outputs </li></ul></u...
<ul><li>What will the final images be used for? </li></ul><ul><ul><li>Preservation archive copies?  </li></ul></ul><ul><ul...
<ul><li>Some of the finer practical issues </li></ul><ul><li>Consider… </li></ul>Practicalities
<ul><li>Storage </li></ul><ul><li>File formats  </li></ul><ul><li>What resolutions required to achieve goals </li></ul><ul...
<ul><li>How are images to be stored </li></ul><ul><ul><li>Temporarily </li></ul></ul><ul><ul><ul><li>CDs, DVDs, portable h...
<ul><li>Uncompressed TIFFs are best </li></ul><ul><li>Some cameras produce RAW images </li></ul><ul><li>File format has ba...
<ul><li>Higher resolution – higher file size – greater storage requirements </li></ul><ul><li>Consider –  </li></ul><ul><u...
<ul><li>Are files already catalogued </li></ul><ul><li>Will catalogue naming conventions work efficiently in electronic fo...
<ul><li>What metadata is required? </li></ul><ul><ul><li>To understand the media out of original context in the future? </...
<ul><li>On site </li></ul><ul><ul><li>Helps to minimise risk of transportation / cost of insurance </li></ul></ul><ul><ul>...
<ul><li>Is about minimising: </li></ul><ul><ul><li>Costs </li></ul></ul><ul><ul><li>Risks </li></ul></ul><ul><li>By ensuri...
<ul><li>How well do you know your collection? </li></ul><ul><ul><li>Is it catalogued? </li></ul></ul><ul><ul><li>Is it cle...
<ul><li>Are dependant on many factors inc… </li></ul><ul><ul><li>Volume to be digitised </li></ul></ul><ul><ul><li>Output ...
<ul><li>Clashing of resource needs </li></ul><ul><li>Unexpected breakdowns </li></ul><ul><li>Staff / supplier illness </li...
<ul><li>Allocate according to specialism </li></ul><ul><li>Allocate according to resources </li></ul><ul><li>Allocate acco...
<ul><li>How do you decide </li></ul><ul><li>Consider… </li></ul>External Supplier vs Internal Staff
<ul><li>Benefits of using external supplier </li></ul><ul><li>Flexibility   </li></ul><ul><ul><li>Flexible to your needs a...
<ul><li>How do you decide </li></ul><ul><li>Consider… </li></ul>Selecting a Supplier
<ul><li>Use the DiSCS website to draw up a shortlist </li></ul><ul><ul><li>http://www.discs-uk.info </li></ul></ul><ul><li...
<ul><li>Ensure a written quote is obtained for completion of the work. </li></ul><ul><li>Take the VAT into account. </li><...
<ul><li>One simple rule: </li></ul><ul><li>Preparation </li></ul><ul><li>Failing to prepare is preparing to fail! </li></u...
<ul><li>Neil Jackson </li></ul><ul><li>Email:  </li></ul><ul><li>[email_address] </li></ul><ul><li>Mobile:  </li></ul><ul>...
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Digitising Your Collections

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  • Don’t be scared to ask SUPPLIERS for their throughts – a good supplier should always be happy to give advice.
  • Worth noting that the higher the resolution of the image then the bigger the file size so will have implications on storage DVD/CD storage should not be used long term – can be lost, damaged. Any storage should have a backup available in case of failure. Worth noting that the supplier will not keep a copy for ever and will probably delete files after a period of time (for me officially I tell clients it is 3 months)
  • If images then TIFFs are best, recommend a JPEG copy as well.
  • Worth opting for a higher quality resolution as lower quality images can always be obtained from the master at a later date but not the reverse (ie if after the project is over you decide to produce a calendar to sell for Christmas using the images but find they are not good enough quality when blown up)
  • What file names are to be used to save the images?
  • Suppliers will happily do this where specialist knowledge of the collection is not required but this can add significantly to project timescales and therefore costs. You must decide what metadata you need and then who can deliver each part of that metadata – it may be a combination of people (as with Bentley Beetham). To input metadata can take considerable time. Consider if the metadata you have decided you want is necessary and is it achievable.
  • Where will the digitisation take place? If on site is this area available during the time period required. Will any staff be needed to be on hand? Who is the point of contact for any questions from the supplier? For the sake of the safety of the items this should always be the preferred option. If not, suitable transportation will need to be arranged with the right insurance. This will add cost and risk. If a supplier uses their equipment their quote will include the wear and tear of the equipment. If additional equipment is required to complete the job the cost of this will be added to the quote. In house means an expense to begin with but is there a use for the equipment afterwards? Could it be hired out to other MLAs to generate an income (ie book scanner) If a supplier uses their equipment their quote will include the wear and tear of the equipment. If additional equipment is required to complete the job the cost of this will be added to the quote. In house means an expense to begin with but is there a use for the equipment afterwards? Could it be hired out to other MLAs to generate an income (ie book scanner)
  • If not a supplier will happily do this for you, but it will add extra cost to your project. It is sometimes better to delay a project start date by a few weeks to ensure that this work is complete first (as we did in Billingham and again in the Library project) - Use slide 1 and 2 - With some media it is nearly impossible to see foreign objects / foreign marks until the image is scanned (i.e. Bentley Beetham – glass plate negatives – tide marks formed from moisture condensing over a period of time, probably when not stored in optimal conditions. Not visible by naked eye – only when high-res scans inspected.) – ensure there is a protocol for dealing with such discoveries.
  • Should be agreed by both parties prior to commencing and should be reviewed regularly throughout the project. For instance we supply a daily timesheet so the client has constant information about how it is progressing. Always allow a couple of days for What Ifs (contigency)
  • There’s no point in a supplier adding content metadata if the subject is extremely specialised. There may be a trade-off of basic content / descriptive metadata (by supplier), more specialised metadata (by collection specialist) – As with Bentley Beetham project. Who has the relevant resources available – don’t spend money on a new, specialist scanner if the supplier already has one that meets requirements, unless you know you can benefit from it at a later date, or that others could. Who is best placed to act as project manager / point of contact for the supplier?
  • Suppliers will already have the experience and knowledge required and can often bring an ‘outside the box’ approach and constructive help to a project. Work is planned to fit around you. What you pay for is what you get – no sick pay, holiday pay, staffing resource issues.
  • Talk about the site and it’s aims. Explain the STS accreditations and how suppliers who have this have received training and achieved a level of competence in the subject. Don’t be scared to ask for a reference or details of previous experience. Always meet your potential suppliers. Make sure you will be happy to work with them for the period of the project.
  • When working out a quote a supplier will base this on the amount of days calculated to complete the work. What happens if it over-runs? A supplier will usually require some form of payment while the work is being carried out. On longer projects we usually agree to invoice at the end of each month.
  • Digitising Your Collections

    1. 1. <ul><li>Ben Smith </li></ul><ul><li>M G H Consultants </li></ul>Digitising Your Collections Neil Jackson Media Arts
    2. 2. <ul><li>Preparation is Key </li></ul><ul><li>Practicalities </li></ul><ul><li>External Supplier vs Internal </li></ul><ul><li>Selection of Suppliers </li></ul>Aims
    3. 3. <ul><li>Preparation is Key… </li></ul><ul><li>So… </li></ul>Preparation Is Key
    4. 4. <ul><li>Crucial that </li></ul><ul><ul><li>You understand your own needs </li></ul></ul><ul><ul><li>That a supplier understand your needs </li></ul></ul><ul><li>Understanding your needs is key - it will: </li></ul><ul><ul><li>Help you / the supplier to focus on your goal </li></ul></ul><ul><ul><li>Help you / the supplier to prepare and plan the project </li></ul></ul><ul><ul><li>Allow you / the supplier to identify milestone’s from which to assess the project and react positively to unexpected issues </li></ul></ul><ul><ul><li>So…… </li></ul></ul>Understanding your own needs!
    5. 5. <ul><li>What do you want to achieve </li></ul><ul><ul><li>What is/are the ultimate goals? </li></ul></ul><ul><li>What are the best ways to achieve your goals? </li></ul><ul><ul><li>Work backwards from goal to necessary inputs </li></ul></ul>Ask yourself?
    6. 6. <ul><li>Prepare a brief ‘Statement of Requirements’ including? </li></ul><ul><ul><li>Goals / project outputs </li></ul></ul><ul><ul><li>Necessary inputs to achieve goals </li></ul></ul><ul><ul><li>Possible risk factors </li></ul></ul><ul><ul><li>Ways to mitigate risk </li></ul></ul><ul><ul><li>Who is best placed to do what and why </li></ul></ul>Start to Prepare
    7. 7. <ul><li>What will the final images be used for? </li></ul><ul><ul><li>Preservation archive copies? </li></ul></ul><ul><ul><li>High / lo-res printing? </li></ul></ul><ul><ul><li>Website? </li></ul></ul><ul><ul><li>A mixture? </li></ul></ul>Goals / Project Outputs
    8. 8. <ul><li>Some of the finer practical issues </li></ul><ul><li>Consider… </li></ul>Practicalities
    9. 9. <ul><li>Storage </li></ul><ul><li>File formats </li></ul><ul><li>What resolutions required to achieve goals </li></ul><ul><li>vs What resolutions required for future use </li></ul><ul><li>File-naming conventions </li></ul><ul><li>Metadata </li></ul><ul><li>Resources </li></ul>Necessary Inputs to Achieve Goals
    10. 10. <ul><li>How are images to be stored </li></ul><ul><ul><li>Temporarily </li></ul></ul><ul><ul><ul><li>CDs, DVDs, portable hard drives </li></ul></ul></ul><ul><ul><li>For posterity </li></ul></ul><ul><ul><ul><li>Server with backup? / multiple storage media? </li></ul></ul></ul><ul><ul><ul><li>Future-proofing of storage media - can you work it in 20 years time? </li></ul></ul></ul><ul><ul><ul><li>Who will ensure this is done? </li></ul></ul></ul><ul><li>How much storage will you need? … </li></ul>Storage
    11. 11. <ul><li>Uncompressed TIFFs are best </li></ul><ul><li>Some cameras produce RAW images </li></ul><ul><li>File format has baring on file size </li></ul><ul><li>Do you need other versions e.g. for web </li></ul><ul><ul><li>JPEG, Gif, PNG </li></ul></ul><ul><li>Convert from TIFF or RAW to other required formats </li></ul><ul><ul><li>Always save as copies </li></ul></ul>File Formats
    12. 12. <ul><li>Higher resolution – higher file size – greater storage requirements </li></ul><ul><li>Consider – </li></ul><ul><ul><li>Storage and resolution are a trade-off </li></ul></ul><ul><ul><li>Both dependant on project goals </li></ul></ul><ul><li>Rule of thumb – </li></ul><ul><ul><li>scan to a resolution that includes smallest significant detail </li></ul></ul><ul><ul><li>scan to resolution that will provide quality print at maximum desired size (let your goals guide you!) </li></ul></ul>Resolutions
    13. 13. <ul><li>Are files already catalogued </li></ul><ul><li>Will catalogue naming conventions work efficiently in electronic format </li></ul><ul><ul><li>For storage </li></ul></ul><ul><ul><li>For portability – to websites, databases etc </li></ul></ul><ul><li>Agree naming conventions at the start </li></ul>File Naming
    14. 14. <ul><li>What metadata is required? </li></ul><ul><ul><li>To understand the media out of original context in the future? </li></ul></ul><ul><ul><li>To assist in delivery of goals – e.g. metadata for website </li></ul></ul><ul><ul><li>Who is best placed to deliver the metadata? </li></ul></ul>Metadata
    15. 15. <ul><li>On site </li></ul><ul><ul><li>Helps to minimise risk of transportation / cost of insurance </li></ul></ul><ul><ul><li>Ties up room resources </li></ul></ul><ul><ul><li>Do you have suitable spaces – environmentally friendly ? </li></ul></ul><ul><li>Consider equipment </li></ul><ul><ul><li>Suppliers vs your own vs purchasing new </li></ul></ul><ul><li>Staff time </li></ul><ul><ul><li>Project management </li></ul></ul><ul><ul><li>Conservation </li></ul></ul>Resources
    16. 16. <ul><li>Is about minimising: </li></ul><ul><ul><li>Costs </li></ul></ul><ul><ul><li>Risks </li></ul></ul><ul><li>By ensuring media is: </li></ul><ul><ul><li>Clean </li></ul></ul><ul><ul><li>Catalogued </li></ul></ul><ul><ul><li>and safely stored </li></ul></ul><ul><li>Cost is proportional to workflow </li></ul><ul><ul><li>The simpler the workflow the more streamlined the cost </li></ul></ul>Readiness of Collections
    17. 17. <ul><li>How well do you know your collection? </li></ul><ul><ul><li>Is it catalogued? </li></ul></ul><ul><ul><li>Is it clean? Example 1 Example 1 cleaned </li></ul></ul><ul><ul><li>Is it stored effectively? </li></ul></ul><ul><li>If not – can a supplier do this for you? </li></ul><ul><ul><li>Does it require specialist knowledge of the collection? </li></ul></ul>Readiness of Collections cont’d…
    18. 18. <ul><li>Are dependant on many factors inc… </li></ul><ul><ul><li>Volume to be digitised </li></ul></ul><ul><ul><li>Output formats </li></ul></ul><ul><ul><li>Supplier flexibility </li></ul></ul><ul><ul><li>Your flexibility </li></ul></ul><ul><ul><li>Resource allocation </li></ul></ul><ul><ul><li>Readiness off collections </li></ul></ul><ul><li>Agree them but make sure they are: </li></ul><ul><ul><li>Achievable </li></ul></ul><ul><ul><li>Include a ‘what if?’ factor </li></ul></ul>Timescales
    19. 19. <ul><li>Clashing of resource needs </li></ul><ul><li>Unexpected breakdowns </li></ul><ul><li>Staff / supplier illness </li></ul><ul><li>Breakages – everyone is human </li></ul><ul><ul><li>Necessity of agreement on acceptable risk </li></ul></ul><ul><ul><li>Supplier insurance </li></ul></ul><ul><li>Complete or ask supplier to complete a brief risk assessment. </li></ul><ul><li>If anything goes wrong you will be well placed to deal with it </li></ul>Possible Risk Factors & Ways to Mitigate
    20. 20. <ul><li>Allocate according to specialism </li></ul><ul><li>Allocate according to resources </li></ul><ul><li>Allocate according to goals </li></ul><ul><li>Usually a mixture of all! </li></ul>Who Is Best Placed to Do What?
    21. 21. <ul><li>How do you decide </li></ul><ul><li>Consider… </li></ul>External Supplier vs Internal Staff
    22. 22. <ul><li>Benefits of using external supplier </li></ul><ul><li>Flexibility </li></ul><ul><ul><li>Flexible to your needs and can work around project issues </li></ul></ul><ul><li>Cost Effective </li></ul><ul><ul><li>You have no responsibility for annual leave or sickness pay </li></ul></ul><ul><li>Knowledge and Experience </li></ul><ul><ul><li>Already achieved levels of professional accreditation </li></ul></ul><ul><ul><li>Brings experience from previous projects </li></ul></ul>External Supplier vs Internal
    23. 23. <ul><li>How do you decide </li></ul><ul><li>Consider… </li></ul>Selecting a Supplier
    24. 24. <ul><li>Use the DiSCS website to draw up a shortlist </li></ul><ul><ul><li>http://www.discs-uk.info </li></ul></ul><ul><li>Check STS Accreditation. </li></ul><ul><li>Check for insurances held </li></ul><ul><li>Ask for references / previous experience. </li></ul><ul><li>Meet them first. </li></ul>Selecting a Supplier
    25. 25. <ul><li>Ensure a written quote is obtained for completion of the work. </li></ul><ul><li>Take the VAT into account. </li></ul><ul><li>Agree payment terms with the supplier. </li></ul>Costs
    26. 26. <ul><li>One simple rule: </li></ul><ul><li>Preparation </li></ul><ul><li>Failing to prepare is preparing to fail! </li></ul>Summary
    27. 27. <ul><li>Neil Jackson </li></ul><ul><li>Email: </li></ul><ul><li>[email_address] </li></ul><ul><li>Mobile: </li></ul><ul><li>07709 888560 </li></ul><ul><li>Web: </li></ul><ul><li>www.media-arts.co.uk </li></ul>Questions? Ben Smith Email: [email_address] Mobile: 07867 808 857 Web: www.mghconsultants.com Contact Us:

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