The Digitization Process

The Digitization process can be overwhelming, but it doesn’t have to be. The Archival Services and Digital Initiatives digitization model has 10 iterative steps.

  1. Nominate a collection
  2. Schedule a visit
  3. Select the materials to be scanned
  4. Scan the materials
  5. Create metadata
  6. Ingest into DLG
  7. Harvest by DPLA
  8. Create online public access
  9. Store master and derivative files
  10. Promote the heck out of it

1. Nominate a collection

  1. Why is this collection important?
  2. Who will use this collection once digitized?
  3. Does this collection’s format lend itself to digital display?
  4. What are this collection’s strengths and weaknesses according to the Archival Services and Digital Initiatives rubric?
  5. Submit a Nomination Form

The Archival Services and Digital Initiatives Process Cycle

The HomePLACE Process Cycle

2. Schedule a site visit

  1. When are you or your staff available for a 1-3 hour block of time?

3. Select the materials to be scanned

  1. Does your library own these materials?
  2. What is the copyright status of these materials?
  3. Are any materials subject to privacy concerns or legal restrictions?
  4. Do the materials present any preservation issues?

4. Scan

  1. Who should do the imaging work?
    • DLG
    • Vendor
    • Owning library
  2. How much will the imaging work cost?
  3. How long will imaging take?
  4. What is the desired output format?
  5. What is the desired derivative format?

5. Create metadata

  1. Who should create the metadata record(s)?
    • DLG
    • Vendor
    • Owning library
    • Archival Services and Digital Initiatives
  2. How much will metadata creation cost?
  3. How long will metadata creation take?
  4. Is there any existing information about the collection, such as an acquisition record, catalog record, finding aid, index, or transcription?
  5. Is any metadata beyond Qualified Dublin Core required for the item’s description, use, or preservation?

6. Ingest into DLG

  1. Can all image files be corresponded to a metadata record?
  2. Will DLG host the images and metadata?
  3. Will DLG preserve the archival masterfiles?
  4. How much space will be required to host / store files?
  5. How much will hosting / storage cost?

7. Harvest by DPLA

  1. All Archival Services and Digital Initiatives collections are harvested by DPLA. Nothing to worry about here!

8. Create online public access

  1. If the collection is being hosted by DLG, it can go live whenever ingest is complete.
  2. If the collection is being hosted by someone other than DLG, what steps are required to make the collection available online?
  3. Will you be creating any additional online access points, such as linking the collection record to a PINES record, creating a collection or subject guide, including items in a digital exhibit, or developing other points of public access?

9. Store master and derivative files

  1. If DLG is storing files, there is nothing to worry about here!
  2. If files are being stored elsewhere, what steps are required to ensure their preservation and access?

10. Promotion

  1. Archival Services and Digital Initiatives projects are always announced with a press release, a post to DLG’s blog, and a custom webtile that can be added to your website.
  2. Do you have additional PR requirements or ideas?
  3. Will you be willing to write an impact statement for inclusion on DLG’s landing page?
  4. Would you like to receive collection metrics from DLG to measure access to the digital collection?