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1. If the glass plate negatives were created in Canada before 1949, proceed to the next section on identifying workflow issues.
   
   
2. If the copyright status of the glass plate negatives is uncertain, complete the following steps before proceeding to digitization:
   
   
   1. Assess the material for privacy and confidentiality concerns in accordance with Section D.2 of the Libraries’ Takedown Request Protocol. 
      
      
   2. Check the copyright and licensing status of the material in accordance with Section D.4 of the Libraries’ Takedown Request Protocol.
      
      
   3. If the conditions in Section D.2 are satisfied and none of the conditions in Section D.4 apply, conduct a copyright assessment using the Libraries’ Copyright Assessment Tool.
      
      
   4. Documentation: Document the copyright assessment using the Libraries’ Copyright Assessment Worksheet. Ensure the worksheet is filed in accordance with Dalhousie's Records Management Policy.
      
      
   5. Attach a copy of the Copyright Assessment Worksheet to the file folder. 
      
      
3. If a copyright assessment finds that unauthorized dissemination presents a high risk, stop digitization activities and consult with the Project Manager or Libraries' Copyright Services Coordinator for guidance. Project managers can contact rights holders and request permission to disseminate  disseminate copyright consent form.
   
   
4. If a copyright assessment finds that unauthorized dissemination presents a low risk, proceed to the next section on identifying workflow issues.

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Note: Digitization of glass plate negatives usually requires the scanner operator to consider physical storage issues and assign new item-level reference codes to each item. Physical rehousing may be required to achieve desired results. Physical preparation of photographic prints may occur in tandem with physical preparation of textual records, or photographic slides, or photographic negatives. See the Project Manager or Libraries' Digitization Coordinator for guidance.

1. Find a clean flat surface where the glass plates can be handled.
   
   
2. Assess current physical storage and arrangement of glass plates. Identify tasks required to achieve two physical processing goals:
   
   
   1. Physically rehouse the glass plates in archival quality storage containers
   2. Assign item-level reference codes
      
      
3. Put on a pair of clean white gloves.
   
   
4. Physically rehouse the glass plates as required. Refer to the following points for guidance:
   
   
   1. Archival material can only be physically separated during archival processing and digitization if the file- or item-level archival descriptions are cross-referenced. The finding aid must include notes that help document the manner in which the material was kept by the creator.
   2. Small amounts of photographs can be physically arranged and assigned physical storage locations and item-level reference codes as part of the “PB Box” system.
   3. Large amounts of photographs can be physically arranged into one or more boxes and assigned physical storage locations and item-level reference codes as part of a sequence of boxes that are physically grouped together by fonds- or collection-level reference code.
   4. Photographs can be physically arranged in a manner that reflects the intellectual arrangement in the finding aid, but it is not necessary. Items can be intellectually arranged in a manner that does not match the physical storage locations and corresponding item-level reference codes.
      
      

5. Assign item-level reference codes as required. Refer to the following table for guidance:

   Format / size	Preferred physical storage	File-level reference code	Item-level reference code
   3 x 5 in. glass plates (or smaller)	Paper microfiche envelope in small Hollinger photograph box	Option #1 - use box number Option #2 - write in pencil across the top of a tabbed indexed card	Write in pencil across the front edge of the envelope
   4 x 6 in. OR 5 x  7 in. glass plates	Paper envelope in large Hollinger photograph box	Optional - written in pencil across the top of a tabbed indexed card	Write in pencil across the front edge of the envelope
   8 x 10 in. glass plates	Letter-sized archival file folder in letter-sized coroplast document box	Write in pencil across the front edge of the envelope	Write in pencil across the front edge of the folde

   
   

6. Assign physical locations to each item or update existing physical location information as required.
   
   
7. If a file includes a mix of glass plates and textual records, also complete procedures described in the instructions on physically preparing textual records.
   
   
8. If a file includes a mix of glass plates and slides, also complete procedures described in the instructions on physically preparing photographic slides.
   
   
9. If a file includes a mix of glass plates and negatives, also complete procedures described in the instructions on physically preparing photographic negatives /wiki/spaces/DCH/pages/782106627.
   
   
10. Bring prepared file to scanner.

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