Preparation determines the success of an archival digital project. Before commencing work, archivists assess whether the materials they have selected require cleaning, conservation, or processing (most notably, description). Unprocessed collections lack physical and intellectual control; when archivists digitize collections without first establishing order, the resulting materials may mirror the disorganized nature of the originals.
It is far better to spend time processing a collection before using it for a digital project to ensure that archivists are not recreating more disorder. Fragile items require stabilization to prevent damage during handling. Projects can be digitized either on-site (in-house or by a vendor) or transported elsewhere for digitization, introducing logistical considerations.
Most importantly, preparation for a digital project involves establishing intellectual order. Digitization should reflect and reinforce a coherent arrangement. Doing so ensures that the digital surrogates maintain their meaningful relationships to their original context, preserving the records’ evidential and informational value. Investing labor in processing and preparation pays dividends, making the rest of the project so much easier.
Assess Technical Infrastructure and Digital Storage Requirements
Digital projects depend on robust technical infrastructure. As they plan their project, archivists evaluate whether they already have adequate software, hardware, and storage capacity to support their work.
High-resolution master files can require substantial space, so storage for these files and their backups is significant. Archivists make decisions about file formats, compression, and storage and access architecture that balance quality and cost.
Adopting widely accepted digital file formats, technical standards, and best practices enhances interoperability and reduces the risk of obsolescence. It also reduces the need for expensive re-digitization when the files are small or of poor quality. Institutions must ensure their technical environment supports current needs and future growth.
Determine the Digitization Approach and Technical Specifications
Digitization is a series of technical decisions and thoughtful interpretations. Archivists can scan materials in-house or outsource the labor to vendors, with each option presenting advantages. In-house digitization provides greater control but commands investment in equipment and training. Outsourcing provides immediate expertise and efficiency, but it introduces dependencies, logistical challenges, and potential quality concerns. No matter which option the organization chooses, archivists can develop project management skills that will help them with their projects and throughout their careers.
Archivists must select technical specifications, such as resolution, bit depth, and color mode, to meet project goals. They decide whether images will serve as faithful reproductions of the originals or be optimized for online presentation. Institutions often prefer that digital files look as similar as possible to the analog originals, providing a true digital surrogate.
These decisions affect quality, file size, storage requirements, and user experience. The standard practice of creating high-resolution TIFF master files and smaller JPG derivative files allows repositories to preserve high-quality originals while providing accessible versions for users.
Establish Quality Assurance and Quality Control Procedures
Archivists verify that the project team has digitized the materials accurately after scanning or photographing. File naming conventions, decided early in the project, should be consistent and meaningful to facilitate easier management and access.
Archivists also evaluate technical quality. They check for the agreed-upon resolution, color balance, and tonal accuracy, as well as for artifacts or distortions. Printing samples and analyzing files across various monitors reveals concerns that might go unnoticed in a single environment. Quality control ensures that digital surrogates meet preservation and access standards.
Define Digital Project Roles and Staffing Needs
Behind every successful digital project is an expert team. Institutions assess whether existing staff possess the necessary skills for the project or require additional training. They may hire temporary help with specialized skills to assist with work. Roles include external consultants, project managers, digitization technicians, metadata specialists, subject matter experts, and IT support staff. Clearly delineating responsibilities with a RACI matrix helps prevent bottlenecks.
Staff must have the resources and authority needed to carry out their work. Without adequate support and buy-in from stakeholders, even well-designed projects can falter. Staffing decisions should align with the project’s complexity and scope, recognizing that digital projects often require interdisciplinary collaboration across the organization or between institutions.
Develop a Realistic Timeline and Workflow
Establishing realistic time periods for work maintains momentum throughout a digital project. Archivists estimate how long each phase of the project will take from preparation through digitization, quality control, and metadata creation. Deadlines should be achievable yet flexible, with some slack to accommodate unforeseen issues.
A well-designed workflow helps the team meet these timelines. Efficient systems minimize redundancies and rework and ensure that archivists complete tasks in a logical sequence. Workflows should remain adaptable, allowing for adjustments as new information emerges.
0 Comments