Before considering what materials need to be digitized, a number of pre-requisite tasks needs to be completed before the actual digitization process can take place. The following tasks need to be in place:
Digitization Policy and Guideline
- Check that the work you are about to proceed on is done in accordance with the Policy and Guidelines of the project.
- The collection goals, scope and objectives have some rationale which aligns to the goals and the vision of the institution.
Metadata for Digital Collections
- Ensure that you have made some decision on the different types of metadata that will be used.
- Descriptive Metadata describes the attributes of a resource such as author, title, date etc.
- Administrative Metadata describes details about a resource necessary for its management
- Structural Metadata describes the relationships of a resource’s component parts
- Preservation Metadata describes information pertaining to the history of a resource, and the digital files that it consists of
- All digital objects will be based on the Dublin Core Metadata Standards and where a minimum of 6 DC fields will be used for all digital objects
- Determine which formats will be tagged the (1) Master and (2) Derivatives
- Allocate Master (Tiff formats) and Derivative (Jpeg formats)
- Ensure that if the goal is to facilitate ACCESS, then use Jpeg formats for image files and pdf’s for textual documents
Search and Display
- For textual documents, ensure that decisions about search and display have been made
- Decide on whether full text, by chapter, section or parts of a book will be searchable
- Decide on whether the displays should be in the full or brief format
- Ensure that a decision is made on the issue of copyright
- If Stakeholders are involved i.e. Lecturers; clarify who is to obtain copyright for the materials from the copyright owners
- Verify who is responsible for managing the issue of permissions
Creating digital content is the initial step leading to the process of digitization. Issues that need consideration include:
- Deciding on the file formats that documents processed will be kept
- The resolution (dpi) that scanning documents be at (i.e.) screen and print
- Deciding on how much compression on an image will be allowed
- How much documentation needs be done; backups in place both technology and personnel; manuals a must
- What Metadata protocol will be used that will identify, classify, manage, and describe a document
- Decide on how images will be edited and identify the software to use
- Deciding the extent customisation is applied to the platform
- Compatibility of software application version and updates to customisation
- Once the conditions above are taken into account, the processes need to be mapped to ensure implementation and continual operation of the project.
What worked well?
o Good leadership – giving direction on what needed to be done and when
o Easy to follow documentation which includes user manual of scanners and procedures of Digitization.
o Hands on Training and refresher trainings
o Communication channels to be followed if a problem aroused
o IT expertise on the Digital platform