Introduction

This page provides information on how to prepare standard-size textual records for digitization. Scanner operators must complete these procedures before creating digital master files.

Workflow

The following diagram illustrates the basic workflow for preparing standard-size textual records for digitization:

Open

1. Retrieve material from archival storage.

2. Conduct privacy assessment, if necessary.

3. Conduct copyright assessment, if necessary.

4. Determine if digitized material will be made accessible via file- or item-level archival descriptions.

5. Prepare material for digitization.

6. Identify digitization equipment.

7. Determine technical specifications for scanning job.

8. Complete optional file preparation checklist or other project management tools as required.

Retrieve material from archival storage

Locate the material and retrieve it from physical storage.

If necessary, obtain permission to access physical storage from responsible department or unit.

If necessary, log into the Archives Catalogue to confirm the physical location of the material.

If material is retrieved for an Archives Document Delivery Request, place material on the “To Be Scanned” shelf in the Scanning Room.

Ensure that retrieved material is placed in secure temporary storage for the duration of the digitization project.

Conduct privacy assessment

Note: Digitization activities must respect applicable privacy legislation and University policies and procedures. A privacy assessment for each file or item may not always be necessary. See the Digital Asset Technician or Digital Archivist for guidance as necessary.

Assess the material for privacy and confidentiality concerns in accordance with Section D.2 of the Libraries’ Takedown Request Protocol.

Conduct copyright assessment

Note: Digitization activities must comply with the Copyright Act and Dalhousie Fair Dealing Guidelines. A copyright assessment for each file or item may not always be necessary. See the Digital Asset Technician or Libraries’ Copyright Services Coordinator for guidance as necessary.

Check the copyright and licensing status of the material in accordance with Section D.4 of the Libraries’ Takedown Request Protocol.

If the conditions in Section D.2 are satisfied and none of the conditions in Section D.4 apply, conduct a risk assessment using the Libraries’ Copyright Assessment Tool.

Documentation: Document the risk assessment using the Libraries’ Copyright Assessment Worksheet. Retain the worksheet and ensure it is filed in accordance with Dalhousie's Records Management Policy.

Attach a copy of the Copyright Assessment Worksheet to the file folder.

Determine file- or item-level access

Most standard-size textual records are digitized and made accessible via a single file-level description in the Archives Catalogue, but some material is digitized and made accessible via item-level descriptions. This determination affects how the scanner operator physically prepares material for digitization and how they organize digital master files and access copies before uploading digitization files to the Libraries' file transfer service.

The following table outlines some default access levels for digitized textual records:

See the Project Manager or Digital Asset Technician for guidance as necessary.

Physically prepare material for file-level digitization

Note: Contents of the file cannot be scanned if the fasteners cannot be removed without damaging the records. Contents of the file cannot be scanned if they cannot be flattened without damaging the records. Do not damage the archival material during physical preparation. See the Project Manager or Digital Asset Technician for guidance.

1. Find a clean flat surface where the contents of the file can be handled.
   
   

2. Ensure that you have the necessary tools to complete the file preparation process, including but not limited to:
   
   

   1. Pencil

   2. Staple remover

   3. Bone folder

   4. Weights and large sheets of protective paper for flatting folded or rolled oversize material

   5. Humidifying chamber

   6. Paper strips (BREAK and SCAN and DO NOT SCAN strips of paper are normally only used in mass digitization projects that require an "assembly line" workflow.)

      1. “BREAK” strips of paper – strips of paper that serve as a visual cue that there is some kind of “break” in the flow of scanning. For example, "BREAK" strips may be used to flag double-sided documents, or flag groups of photographs mixed with textual records. They can indicate that a different scanner is required to accommodate larger documents. Or they may be used to flag irregular size documents in a folder that primarily contains 8.5x11 in. documents. 

      2. “SCAN” strips of paper – strips of paper that are used to flag material in the file that should be scanned. This is the best approach when there are pages in the file that won't be scanned but otherwise no BREAKS in the flow of documents.

      3. "DO NOT SCAN" strips of paper - strips of paper that are used to flag material in the file that should not be scanned.
         
         

3. Remove metal and plastic fasteners from the file. Use a staple remover or bone folder as necessary.
   
   

4. Unfold paper that is folded or wrapped in envelopes or other containers. Use a bone folder, weights and large sheets of paper, and humidifying chamber as necessary.
   
   

5. Check file for presence of double-sided documents and photographs. Check the dimensions of the documents and photographs.
   
   

6. Wrap materials with BREAK, SCAN, and/or DO NOT SCAN strips of paper as necessary. 
   
   

7. Review prepared file and consider post-digitization issues that would be helpful to flag at this stage in the process (e.g., shelving, cataloguing).
   
   

8. Bring prepared file to scanner for digitization.

Physically prepare material for item-level digitization

Note: Contents of the file cannot be scanned if the fasteners cannot be removed without damaging the records. Contents of the file cannot be scanned if they cannot be flattened without damaging the records. Do not damage the archival material during physical preparation. See the Project Manager or Digital Asset Technician for guidance.

The steps to physically prepare material for item-level description are the same as file-level description, but may involve additional steps, such as:

1. Assign new item-level reference codes
   
   

2. Refolder textual records
   
   

3. Insert separation sheets within a file folder to separate archival items
   
   

4. Physical separation and rehousing of oversize textual records
   
   

5. Physical separation and reboxing of graphic material

Optional - complete file preparation checklist

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. See the Project Manager or Digital Asset Technician for guidance as necessary.

Print a “Digitization File Preparation Checklist." Attach the checklist to the cover of the folder(s) or item(s) with a paper clip.

Record the name and email address of the individual or organization that requested the scans.

Complete the "File information" section (completed by, date, reference code, and optional PDA number).

Complete the "Technical specifications" section.

Check the appropriate box in the "Scanning equipment" section.

Check the “Copyright Assessment Tool used” box on the checklist if applicable. If this box is checked, also indicate if the file is “low-risk” or “high-risk.”

Summarize any notable privacy and/or copyright issues in the "Notes" section.

Use the "Notes" section to make notes about workflow issues (e.g., describe documents to be excluded from the ADF scanner), describe other physical issues (e.g., list dimensions or indicate presences of floppy disks in the file), or highlight issues for future stages of the digitization process (e.g., suggestions for updating archival descriptions).

Review material to ensure basic preparation procedures are complete and items to be scanned are properly identified. Check the “Physical preparation complete” box on the checklist.

Review entire “Archives Digitization File Preparation Checklist” to ensure completeness and accuracy.

Update project tracking spreadsheet or other project management tools, if applicable.