0 Digitisation – part 2 3.Selection of the materials 4.Analysis of the materials 5.Preparation of the materials

1 Example: digitisation UA-library, 2012 Flemish Heritage Library Project Flandrica.be -Cf American Memory, Geheugen van Nederland, Europeana -80 publications digitised Digitisation oldest printed Flemish book: -convolute of printer Martens, Gift Wim Gielen: 300 years fables (animal) books

2 3. Selection of materials/1 Basic assumptions in UA: Digitisation for usage Focus on cooperation with the user: student and researcher No mass digitisation -UA chooses for the approach: offer adde value to users. UA has no resources for mass digitisation Focus on quality of digitisation

3 3. Selection of materials/2: Important works of the collections of the UA-library and Ruusbroec Society, e.g. -Ould books : Jesuits -Prints from Printingcabinet -Literary journals from the avant garde

4 3. Selection for digitisation/3: Access -National Archives United Kingdom Conservation and preservation -Metamorfoze, Netherlands Education -JISC, United Kingdom

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6 Why analysis of materials? 1.Number -100 of scans? -you can make huge mistakes when you don’t check the number that should be digitized 2.Calculate size storage space and back ups in the computer 3.Calculate costs 4.Information is required when digitisation is outsourced (request for proposals)

7 Analysis of materials DUTCH language!! See: Richtlijnen Geheugen van Nederland -Annex 6: pagina 40 t/m 48 -Standaardforms materiaaltypes: 1.Printed materials 2.Newspapers and journals 3.Photo’s 4.Manuscripts 5.…

8 4. Analysis of the materials/1 Why important? Example: -Number of pages in pamphlets from 17th century -Assumption: pamplet = max 8 pages -In Knuttel bibliographie also books (300 pages) Understanding of size and costs of project: -Detailed materialanalysis is required Topics in analysis of the materials:

9 4. Analysis of materials: aspects/2 Description of method of analysis of materials: -E.g. are all items counted and reviewed? Was that not possible – and is a statistical analysis used? Total number of objects Types of objecten (e.g. paintings, books, photographs, coins, posters, pamplets, journals, newspapers, archival materials, etc.) - number of bound objects (titles, parts) - total number of page in bound objects - number of unbound objects

10 4. Analysis of materials: aspects/3 Description of internal strcuture - Organisations (e.g. size, chronological, etc.) -relation between objects -Relation with other objects outside selection Does the back side or the wrapping (e.g. envelopes) of the objects information that shoud also be digitised? Are there stamps of ink that should be digitised? Size of the objects - avarage - largest size object - Smallest size object

11 4. Analysis of materials: aspects/4 When the materials are bound: size of the margins Presence of analogue intermediairies (photo's, dia's, microfilm) Physical state staat of the objects (e.g. bound, decayed, yellowed, loose in boxes) Method/datamodel for description of the collection (description of the fields) Number of bibliographic descriptions (percentage ready, completeness, bibliographic format) Number of missing objects and where should they be in the collection?

12 4. Analysis of materials: aspects/5 Required conclusions/results: -You know exactly how many scans should be made and what are the measurements/sizes -You can calculate the number of storage capacity when you have several levels of quality of the images (tiff, jpeg etc)

13 5. Preparation of collections/1 Collection management Collection appointments Collection plan Relation ship with conservation of original documents Images: City Archives Amsterdam

14 5. Preparation of collections/2 Who will prepare collections? Larger organisations: -(Head) depatement of conservation Smaller organisations: -Archivist -Librarian -Curator -Cataloguer

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19 5. Preparation of collections/3 Complexity is bigger, when collections consist of -Several types of material Catalogues of exhibitions, letters received and sent, bills, photo’s, leaflets etc -Differences in physical condition of the materials From very good to ‘brittle’ material

20 5. Preparation of collections/4 Planning preparation of collections for digitisation -Very important -Avoid exrtra costs

21 5. Preparation of collections/5 Possible problems Unwrappig and unfolding documents can delay digitisation proces Damaged documents: maybe digitisation can not deliver all information Mould: digitisation should be stopped immediately Solution: adequate analysis of the materials

22 Form for digitisation: Name of person who proposes Catalogue and metadata information Entire collection or a part of collection? Short description of contents Description type of material: boek, print, newspaper, archival material, photo etc Original or intermediary (microfilm) Reason for digitalisation Problemen, e.g. vulnerable material

23 Questions?