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Digitization Considerations

The following list of questions might be useful in preparing paper records for a digitization project. It will help you define what you have and the results that you want.

Content

  • What are the types of records?
  • Are they on an approved retention schedule?
  • Are they permanent or non-permanent?
  • What is the date range?
  • How are they searched?
    • How are they organized?
    • Are they indexed?
  • Are they inventoried? To what level?
    • The level to which something is inventoried generally determines the level at which you can digitize. If you want separate images for each folder, you need an inventory that lists each folder.
  • Are the records labelled in a way that they can be easily associated with the inventory?
  • Are there any laws restricting access?
    • Laws limiting access may require security measures to be put in place for those handling the records.
  • Are the records also available in any other formats (for example, microfilm)?
    • If you have the same record available in multiple formats, you can decide which format would be the best source to digitize.

Physical Details

  • How much material?
  • What types of material (loose papers, bound books, film, fiche, etc.)?
  • What is the range of sizes?
  • How are the records containerized?
  • Are the pages stapled, clipped, in binders, etc.?
    • Generally, such fasteners need to be removed prior to scanning.
  • Are there post-its (which might be covering text and need to be moved)?

Physical Details

  • Are there any particularly fragile items?
  • Is any conservation necessary (mending tears, flattening brittle documents, etc)
  • Any issues that might threaten health or damage equipment (mold, water damage, infestation, etc)?

Physical Details

  • Are there any particularly fragile items?
  • Is any conservation necessary (mending tears, flattening brittle documents, etc)
  • Any issues that might threaten health or damage equipment (mold, water damage, infestation, etc)?

Questions Specific to Books

  • Are the books designed so that pages can be removed from the binding?
  • What is the range of sizes?
  • What is the average page count?
  • Are the pages numbered?
  • Are there tabs? If so, are the tabs on blank pages or on pages with text?
  • Do the books contain oversize, folded material or inserts?
  • Is disbinding an option?

Questions Specific to Loose Papers

  • At what level do you want to separate images (At the box level, folder level, etc.)?
  • What is the range of sizes?
  • Are the pages stapled, clipped, in binders, etc.?
    • Generally, such fasteners need to be removed prior to scanning.
  • Are there post-its (which might be covering text and need to be moved)?

Post Digitization

  • What is the plan for the paper after digitization (refile, destroy, transfer to the Archives)?
    • Note - Retention should be in accordance with your approved retention schedule. Disposal should be documented on disposal certificates.

Timetable

  • When would you like the project to begin?
  • Do you have deadline requirements?
  • Do you need processes in place if a particular item is needed by the agency during the digitization project?
  • If multiple things are being digitized, do you have priorities on what should be scanned in which order?

Deliverables

  • Is bitonal, greyscale, or color scanning needed?
  • What file format do you want for the deliverable?
  • At what resolution level do you want the material scanned?
  • Does the deliverable need OCR?
  • Do you want metadata embedded in the images? If so, what type of information?
  • How would you like delivery to be made (FTP, hard drive, etc)?
  • At what level do you want the records scanned? (Box level, folder level, etc.)
    • Note - The level to which something is inventoried generally determines the level at which you can digitize.

Note - If you want to find out more about scanning specifications on things like color scanning, format, and resolution, see the Maryland State Archives’ scanning standards here.


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