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The Digital Collections Digitization Handbook provides detailed instructions on the digitization of approved University records. The Handbook helps meet requirements defined in the "Electronic Records as Documentary Evidence" standard published by the Canadian General Standards Board (CAN/CGSB-72.34-2017). See the Records Management website for more information about the University Records Management program. |
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Introduction to digitization
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Digitization is the process of creating digital representations of analog media. Libraries staff use specialized equipment to carry out the analog-to-digital conversion of documents, books, photographs, recordings, and other formats. Staff also work with approved vendors to d digitize audiovisual material. This work produces digital master copies of these resources for long-term digital preservation. Staff also use software to create access copies
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- Do not harm the original material.
- Retain analog material after digitization.
- Digitization supports open access to analog archival and library material, whenever possible.
- Digitization produces high quality uncompressed digital master copies of analog material to support long-term digital preservation.
- Digital master copies are free of artifacts introduced by the digitization process, whenever possible.
- Digital photography workflows require lighting equipment that produces 5500 K light (see colour temperature).
- Digitization produces high-quality digital access copies of analog material.
- Copyright assessments are performed before disseminating access copies. Copyright assessments are documented using the Copyright Assessment Worksheet.
- Digital objects produced during digitization are named and organized in accordance with the reference codes or other unique identifiers assigned to the analog material (see Appendix B - Guiding principles for file naming and file organization).
- Digitization projects employ metadata standards and best practices that allow digital objects to be findable, accessible, interoperable, and reusable (see Wilkinson et al, 2016).
- Implement quality control measures throughout the digitization workflow.
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