Digitizing Photographs For Sustainable Heritage Workshop, June 12-15, 2014 By Steven Bingo Project Archivist, Washington State University

Introduction - Goals A working knowledge of basic standards, concepts, and best practices Understand how desired outcomes impact digitization process Sketch a general digitization workflow

Introduction – Digitization Framework Defining the project and creating a plan (Pre-digitization) Executing a workflow for the creation of images and metadata (Digitization) Sharing and managing images (Post-digitization) “the research questions are less about how to do it at all and more about how to optimize [digitization]…” – Clifford Lynch

Basic Terms and Concepts Resolution Color bit-depth Compression Compressed file types vs. uncompressed

Resolution The density of pixels in an image Measured in pixels per inch Impacts amount of storage space Impacts versatility of image

Color bit-depth Measures the number of colors that can shown higher bit depth = more shades 48-bit = color standard 16-bit is standard for grayscale

Compression Uncompressed files TIFF Compressed files JPEG

General Standards (CDP Digital Imaging BPs) Standards employed depend upon format (e.g., print, 35mm, etc.) In general, for archival masters File format: TIFF Bit-depth: 48-bit for color, 16-bit for grayscale Resolution: pixels along long edge Specific uses may require higher resolutions There are limits to resolution Limitations Storage Software and scanner limitations 4x6 photo 4000 / 6 = 667 ppi

Why Digitize? Post to internet (access) Exhibits (oversized prints) Publications and movies Artistic reinterpretations Marketing / fund raising Preservation of deteriorating media

Planning Selection and prioritization Defining collection characteristics Technical and metadata requirements Evaluating originals Project management Workflow Assessment

Selection and Prioritization Decide who needs to be part of the planning process Gather relevant documentation Finding aids or catalog records Deed of gift Correspondence with researchers and donor Past exhibit notes and catalogs Determine intellectual property and preservation issues Define why, what, and how much

Defining Collection Characteristics Determining minimum requirements For digital objects For metadata E.g. Dublin Core field: Audience How will digital objects and metadata be saved?

Project Management Identifying points in the process where quality control occurs and who is responsible Examples: After initial image capture After metadata creation Prior to upload to CMS Who should have input? At what points? Create workflow based on digitization plan Steps to complete digitization Defining responsibilities Defining phases (if necessary) Test phase to help calculate time and expenses Defining phases to reflect priorities

Planning exercise Use your own ideas or draw from the finding aids provided Potential ideas from finding aids Pick one collection Nez Perce collection Colville collection Native American children in Eastern Washington.

Creating a Workflow – General Steps Retrieve materials Capture digital image (archival master) Create access copies Create metadata Save and arrange images in secure, manage space Share images Quality Control

Workflow - Scanning Format considerations Film vs. single images vs. scrapbooks Quality control checks Cropping, rotation, direction Define resolution (ppi) for masters and access copies Change bit depth for JPEGs Batch processing Define routine

Workflow - Metadata Create collection level metadata from workflow and plan What fields need to be filled? Title Description Subject Date photo taken Date digitized File name Controlled vocabulary and templates

Workflow – Saving and Arrangement Define file name convention Describe where materials should be saved Preservation and management responsibilities should be defined at a higher institutional level

Workflow - Sharing

Workflow exercise