Note: photographic prints are often intermingled with other archival material, including textual records, slides, and negatives. This material usually follows a similar digitization workflow, but requires different scanners and technical specifications. See the appropriate section of the Digitization Handbook for guidance on other formats.

Retrieve material from physical storage

1. Retrieve material from physical storage.
   
   
   1. If necessary, obtain permission to access physical storage from responsible department or unit. 
      
      
   2. If necessary, log into the Archives Catalogue to confirm the physical location of the material. 
      
      
2. If material is retrieved for an Archives Document Delivery Request, place material on the “To Be Scanned” shelf in the Scanning Room.
   
   
3. If material is retrieved for a routine digitization project or other purposes, ensure that retrieved material is placed in secure temporary storage for the duration of the project.

Identify digitization equipment

Note: The Libraries' digitization equipment is for internal projects. Libraries staff must book the equipment through the meeting room booking system. Consult the Digital Archivist for assistance identifying digitization equipment.

Determine technical specifications for scanning job

1. 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.

Conduct copyright assessment if necessary

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 (e.g., in cases where material is in the public domain). Consult with the Project Manager or Libraries’ Copyright Services Coordinator for guidance as necessary.

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 risk assessment using the Libraries’ Copyright Assessment Tool.
   
   
4. 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.
   
   
5. Attach a copy of the Copyright Assessment Worksheet to the file folder.
   

Identify other workflow issues

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 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

Physically prepare photographic prints for digitization

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 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.

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. Consult with the Project Manager or Digital Archivist for guidance as necessary.

1. Print a “Digitization File Preparation Checklist." Attach the checklist to the cover of the folder(s) or item(s) with a paper clip. 
   
   
2. Record the name and email address of the individual or organization that requested the scans.
   
   
3. Complete the "File information" section (completed by, date, reference code, and optional PDA number). 
   
   
4. Complete the "Technical specifications" section. 
   
   
5. Check the appropriate box in the "Scanning equipment" section.
   
   
6. 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.”
   
   
7. Summarize any notable privacy and/or copyright issues in the "Notes" section.
   
   
8. 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).
   
   
9. 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.
   
   
10. Review entire “Archives Digitization File Preparation Checklist” to ensure completeness and accuracy.
    
    
11. Update project tracking spreadsheet or other project management tools, if applicable.