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Determine technical specifications for scanning job

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1. Consult Refer to the technical specifications for photographs, slides, and negatives for technical specifications. In some cases, alternative specifications can be used. Consult the Digital Archivist before using non-standard technical specifications.
   
   
2. Determine the best file “prefix” to be used by the scanning software. Prefixes used in archives digitization projects must mimic "reference codes" assigned to the analog source material. Appendix B provides some guiding principles for file naming and file organization.
   
   
3. Determine the desired hierarchical organization of the digital files. Appendix B provides some guiding principles for file naming and file organization.

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Note: this section is intended for non-standard items or mass digitization projects that require an "assembly line" workflow. The procedures may not be required for all projects. Consult with the Project Manager or Libraries' Digitization Coordinator Digital Archivist for guidance as necessary.

1. Assess the material and determine whether its physical characteristics will disrupt the digitization workflow and/or affect the desired digital "master files" and “access” copy. Workflow issues can occur when digitizing material such as:
   
   
   1. Bound scrapbooks or photo albums
      
      
   2. Fragile or torn items
      
      
   3. Oversize photographic prints too large for the book scanner
      
      
   4. Files that include a mix of photographic prints and textual records
      
      
   5. Files that include a mix of photographic prints and negatives or slides

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Note: Digitization of photographic material 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 Digital Archivist for guidance.

1. Find a clean flat surface where the photographic prints can be handled.
   
   
2. Assess current physical storage and arrangement of photographic prints. Identify tasks required to physically rehouse the photographs in archival quality storage containers and assign item-level reference codes. 
   
   

3. Assign item-level reference codes and physically rehouse material as required. 
   
   

   1. Note: 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.
      
      

4. Refer to the following table for guidance:
   
   

   Format / size	Preferred physical storage	File-level reference code	Item-level reference code
   3 x 5 in. photographic prints (or smaller)	Paper microfiche envelopes in small Hollinger photograph box	Optional - written in pencil across the top of a tabbed indexed card	Written in pencil across the front edge of the envelope
   4 x 6 in. OR 5 x  7 in. photographic prints	Polypropylene sleeve in large Hollinger photograph box	Optional - written in pencil across the top of a tabbed indexed card	Written in fine tip sharpie on adhesive mailing label placed lengthwise in top right corner of polypropylene sleeve
   8 x 10 in. photographic prints	Letter-sized archival file folder (interleafed with 8.5 x 11 in. acid-free printer paper) in letter-sized coroplast document box	Written in pencil across the top of the folder	Written lightly in pencil on verso, top left corner
   Large photographic prints	Custom archival file folder, stored in a Hollinger ledger box or coroplast box	Written in pencil across the top of the folder	Written lightly in pencil on verso, top left corner
   Oversize photographic prints	Custom archival folder, stored in a map cabinet	Written in pencil across the top of the folder	Written lightly in pencil on verso, top left corner

   
   

5. Assign physical locations to each item or update existing physical location information as required.
   
   
6. Refer to the Technical specifications for digital "master" files and the Archives processing manual for guidance.
   
   
7. If a file includes a mix of photographic prints and textual records, also complete procedures described in the instructions on physically preparing textual records.
   
   
8. If a file includes a mix of photographic prints and negatives, also complete procedures described in the instructions on physically preparing photographic slides.
   
   
9. If a file includes a mix of photographic prints and negatives, also complete procedures described in the instructions on physically preparing photographic negatives.
   
   
10. Bring prepared file to scanner.

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Note: The Digitization File Preparation Checklist is intended for mass digitization projects that require an "assembly line" workflow. The checklist can also serve as a useful guide for routine digitization activities, but it is not required for all projects. Consult with the Project Manager or Libraries' Digitization Coordinator Digital Archivist for guidance as necessary.

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