Digitize All the
Things
Standards and Best Practices
Gina Strack  Utah State Archives
Best Practices Exchange November 1...
Source: Hyperbole and a Half

2
About Us
The purpose of the
State Archives is to
assist Utah
government agencies
in the efficient
management of their
reco...
About the Digital Program
2005
One-time
Appropriation
Microfilm Roll
Scanner

2006
Governor
Leavitt’s
Records

2007
Death
...
Partnerships

5
BY THE NUMBERS

6
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

2...
One
Million
Items
8
13,021
15,085

8,163

Total Images
1,371

1,696

36,091

Senate Bills
House of
Representatives Bills
Birth Certificates

B...
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 (Govern...
DIGITAL PROJECT WORKFLOW

11
“The natural condition is one of
insurmountable obstacles on the road to
imminent disaster.”
“So what do we do?”
“Nothing....
archives.utah.gov/digital/best-practices.html

Digital
Imaging

Dublin Core
Metadata

ULA 2013

Best Practices

Building C...
14

ULA 2013
Propose Digital
Project
• “Building Good
Collections” 

Discuss in monthly
Team Meeting

ULA 2013

Project Planning

• Pr...
Building Collections
A Framework of Guidance
for Building Good Digital
Collections
www.niso.org
• Collections (organized
g...
Track
17

ULA 2013
18

ULA 2013
Digital Imaging
BCR Digital Imaging Best
Practices 2.0
mwdl.org
• General Principles
• Digital Preservation
• Creation Bas...
Digital Imaging
U.S. National Archives
Technical Guidelines for
Digitizing Archival Materials
for Electronic Access:
Creat...
Metadata
Dublin Core Application
Profile
mwdl.org
“defines metadata
records which meet
specific application
needs while pr...
Simplified.
Example:
Dublin Core
Schema
B

Schema
A

Schema
C

Application Profile

22
Metadata Element
Example

23
“Seeing Standards”

24
Online Presentation
CONTENTdm for collections (record series)

25
Online Presentation
Name Indexes for Genealogy

26
“Share and Enjoy”
Mountain West Digital
Library

Free access to nearly 800,000
resources from universities,
colleges, publ...
CREATING DIGITAL OBJECTS

28
Context
• Government records, like many archival materials,
must retain context to be both useful and retain
meaning
• Alm...
Page 2 of a letter means little without Page 1

30
Directory Structure
Series Number and Title
tiff
Directory Name (matches “Caption” field in metadata)
seriesboxfolder_001....
Especially with “More Product Less Process”

32
Metadata
Identification
and
Digitization
Information

Container List

• EAD
• database
• inventory

•
•
•
•
•

Collection
...
Access Query

34
LINKING TO DIGITAL

35
36
37
Open “export.xml” in Excel as XML Table

38
39

40
Review of Tools
• Microsoft Excel
• Project tracking
• Collection inventories
• Links to inventories

• Microsoft Access
•...
Thank you.
archives.utah.gov/digital/

Gina Strack
gmstrack@utah.gov
(801) 531-3843

42
Upcoming SlideShare
Loading in …5
×

Digitization: Utah State Archives

780 views

Published on

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

Published in: Education
0 Comments
0 Likes
Statistics
Notes
  • Be the first to comment

  • Be the first to like this

No Downloads
Views
Total views
780
On SlideShare
0
From Embeds
0
Number of Embeds
28
Actions
Shares
0
Downloads
8
Comments
0
Likes
0
Embeds 0
No embeds

No notes for slide

Digitization: Utah State Archives

  1. 1. Digitize All the Things Standards and Best Practices Gina Strack  Utah State Archives Best Practices Exchange November 14, 2013 1
  2. 2. Source: Hyperbole and a Half 2
  3. 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. 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. 5. Partnerships 5
  6. 6. BY THE NUMBERS 6
  7. 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. 8. One Million Items 8
  9. 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. 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. 11. DIGITAL PROJECT WORKFLOW 11
  12. 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. 13. archives.utah.gov/digital/best-practices.html Digital Imaging Dublin Core Metadata ULA 2013 Best Practices Building Collections 13
  14. 14. 14 ULA 2013
  15. 15. Propose Digital Project • “Building Good Collections”  Discuss in monthly Team Meeting ULA 2013 Project Planning • Processed? • Public? • Partner or vendor? 15
  16. 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. 17. Track 17 ULA 2013
  18. 18. 18 ULA 2013
  19. 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. 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. 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. 22. Simplified. Example: Dublin Core Schema B Schema A Schema C Application Profile 22
  23. 23. Metadata Element Example 23
  24. 24. “Seeing Standards” 24
  25. 25. Online Presentation CONTENTdm for collections (record series) 25
  26. 26. Online Presentation Name Indexes for Genealogy 26
  27. 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. 28. CREATING DIGITAL OBJECTS 28
  29. 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. 30. Page 2 of a letter means little without Page 1 30
  31. 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. 32. Especially with “More Product Less Process” 32
  33. 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. 34. Access Query 34
  35. 35. LINKING TO DIGITAL 35
  36. 36. 36
  37. 37. 37
  38. 38. Open “export.xml” in Excel as XML Table 38
  39. 39. 39 
  40. 40. 40
  41. 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. 42. Thank you. archives.utah.gov/digital/ Gina Strack gmstrack@utah.gov (801) 531-3843 42

×