Retrieve material from physical storage

1. Locate the material and retrieve it from physical storage.
   
   
   1. If necessary, obtain permission to access physical storage from responsible department or unit. 
      
      
   2. If necessary, check Novanet or 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. Ensure that retrieved material is placed in secure temporary storage for the duration of the digitization project.

Identify digitization equipment

Note: Libraries' digitization equipment for internal projects must be booked through the meeting room booking system. See the Libraries' digitization equipment website for information about available digitization equipment.

1. Determine the equipment needed to digitize the material. Bound items are usually imaged on the SMA Scan Master 0 scanner.
   
   
2. Consult the Digital Archivist for assistance identifying digitization equipment.

Determine technical specifications for scanning job

1. Determine the format(s) for master files. Default is TIFF but JPEG or PDF is acceptable for “rapid reference” digitization requests where the digital objects are not intended for long-term preservation.
   
   
2. Determine the file resolution. Default is 600 dpi but 300 dpi is acceptable for printed textual material with little or no graphic material, such as theses and journals.
   
   
3. Determine colour depth. Default is 24-bit colour but 8-bit grayscale is acceptable for printed textual material with no colour.
   
   
4. Determine the file “prefix” to be used by the scanning software and create an example of a desired filename. Prefixes used in archives digitization projects must mimic "reference codes" assigned to the analog source material. See the Guidelines for creating reference codes for more information.
   
   
5. Determine the desired hierarchical organization of the digital files.
   
   
6. Consult the technical specifications for "master" files for guidance.

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. 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 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 “access” copy. Workflow issues can occur when digitizing textual material such as:
   
   
   1. Bound items (e.g., books, scrapbooks)
   2. Fragile or torn items
   3. Oversize items too large for the book scanner
   4. Files that include a mix of textual records and photographic material
   5. Photographic slides 
   6. Photographic material that requires different film holders and/or technical specifications
      
      
2. For files that mix textual records and photographic material, see the instructions on physically preparing photographic material.

Physically prepare textual records for 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. BREAK and SCAN and DO NOT SCAN strips of paper are normally only used in mass digitization projects that require an "assembly line" workflow. Physical preparation of textual records may occur in tandem with physical preparation of photographic material. See the Project Manager or Libraries' Digitization Coordinator 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. “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. 
   7. “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.
   8. "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.

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 Libraries' Digitization Coordinator 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.

Next step - create digital "master files" of textual records

See the procedures for creating digital "master files" of standard size textual records or the procedures for creating digital "master files of oversize items and bound multi-page items.