Presentations on digitization often focus on following best practices and standards, but rarely give you the "behind the scenes" view that many of us crave. See how the rubber meets the road at the AUC Robert W. Woodruff Library in this two-part case study series on digitization and metadata. In this session we'll discuss our equipment setup, material selection process, detailed workflows, and solutions for dealing with challenging materials. Additionally, you'll learn how our methods of documentation, collaboration, and philosophy keep the digitization machine running smoothly! Learning Outcomes: -- Discover how documentation and collaboration have averted digitization disasters. -- Document work quickly and easily in OneNote, and share it with colleagues effortlessly. -- Explore how workflows can be customized to match context. -- Learn about the "fail fast and learn" approach and how to put it into practice.

1. Digitization at the AUC Robert W.
Woodruff Library - A Case Study
Cliff Landis
Digital Initiatives Librarian
HBCU Library Alliance
2017-10-18

2. Introductions!
● Digital Initiatives Librarian
● Maintain digital collections and software
● Joined AUC RWWL in March 2017
● Former Reference Librarian, Web Services Librarian,
Taxonomist and Metadata Manager
● Recovering Perfectionist and Archivaholic
● Aspiring Systems Thinker (ala Gregory Bateson & Peter
Senge)
● Obsession of the moment: Hügelkultur!

3. Challenging Materials:
Gammon Composites
● Class photo composites for Gammon
Theological Seminary
● Photographs pasted to a paperboard
backing
● 23 total, 7 in fragile condition were
outsourced and are available online
● Oversize material is larger than the
planetary scanner bed
● Ripples throughout photos, causing
reflections

4. “High-Quality” “Anti-Reflective”

5. Reflection:
Position
● Green:
Clear
● Red:
Highlights
● Blue:
Supports

6. High-Quality Centered:
Reflection highlights
Anti-Reflective Centered:
“Water stain” at highlight edges
High-Quality Off-Center:
Clear

7. Challenging Materials:
Gammon Composites
● Six “high-quality” scans for
preservation (clear off-center
portraits)
● Six “anti-reflective” scans used to
create the final access image
● One final access image using
Photoshop’s automated photomerge
tool; functional and pragmatic
● No color patches
● Documentation!

8. Documentation

9. Documentation - Collaborative editing

10. Documentation - Version control

11. Documentation - Troubleshooting

12. Quick Quiz! Philosophy
Which quote best represents your organization’s
digitization philosophy?
❏"If you haven’t got the time to do it right,
when will you find time to do it over?"
❏"More product, less process"
❏"Something is better than nothing"
❏[Wordless scream]
https://pixabay.com/p-443127/

13. Philosophy
● More Product, Less Process
● Fail Fast & Learn
○ Test on small batches
○ Iterative trial-and-error (and error correction!)
○ Improve processes, document changes
○ Communicate, communicate, communicate!
● Collaboration is key
○ Brief bi-weekly meetings btw DSD & ARC
○ You’re both the customer and the provider
● Problems? Look for the gap in the
information flow.
● We’re open to advice, so let me know if
you see something out of place!
https://www.flickr.com/photos/27892629@N04/15337913754/

14. Workflow - Big Picture

15. Digitization Request Form
● The form is the starting
point for the conversation
● Requestor's Name
● Request Date
● Submission Deadline
● Purpose of Scan (patron request, project, web only, publication,
other)
● Number of Images
● Resolution
● Mode (B&W, Color, other)
● Collection Name
● Collection Number
● Box number
● Folder number
● Image File Name (s) (if known)
● Item Title (if known)
● Item Date (if known)
● Special Requirements (Please include any additional information
not included above)

16. Workflow - Patron Request
● Form submission - ARC
● Material delivery / check-out
● Interview
● Digitization
● Metadata
○ One-off - none
○ Collection material - minimum
● Quality Control
● Send link to material
● Record stats
● Material return / check-in

17. Workflow - Project
● Conversation
● Form submission - ARC, DSD, Admin, Grant Project Managers
● Material delivery / check-out
● Interview
○ Special requirements for digitization, metadata or storage
● Digitization
○ Sample set sent to requestor for review/QC
○ Progress reports
● Metadata
○ Collection material - minimum or as needed
○ A/V materials require more detail, such as creating time indexes
● Quality Control
● Send link to material
● Record stats
● Material return / check-in

18. Challenging Materials: Scrapbooks

19. Challenging Materials:
Scrapbooks
● Delta Sigma Theta Sorority
Scrapbooks
● Capturing both content and
arrangement
● High use, very fragile material
● Content contains multi-page
items that open like programs
and cards
0001_20

20. 0001_20a 0001_20b 0001_20c

21. Equipment
Print/Photo
● Flatbed Scanners - Epson
10000XL & 11000XL
● Planetary Scanner - Opus
Bookeye 4
● Sheet Feed Scanner -
Fujitsu ScanSnap fi-6010N
● Printer - Epson SureColor
P600
AV
● Apple Mac Pro Desktop
● Audio - TASCAM CD A550
● VHS - JVC Super VHS ET
● Blu-ray - LG Networked BD53
● Storage - Pegasus2 R6
● Switch - Motu UltraLite MK3
Forensic
● Write Blocker -
WiebeTech Forensic
UltraDock
● Zip - Iomega Zip 250
● Memory Card Reader
● 3.5 & 5.25 floppy
readers

22. Software
Bookeye Planetary Scanner
● Opus FreeFlow - capture original
scans
● FastStone Photo Resizer - create
access derivatives
● Photoshop - crop, deskew,
histogram levels of access
derivatives
● FastStone Photo Resizer - create
web derivatives
● Excel - record metadata
Epson Flatbed Scanners
● SilverFast - capture original scans
● FastStone Photo Resizer - create
access derivatives
● Photoshop - crop, deskew,
histogram levels of access
derivatives
● FastStone Photo Resizer - create
web derivatives
● Excel - record metadata

23. Quick Quiz! Materials Selection
How do you prioritize materials selection for
your digitization program?
❏Fragile materials first
❏Rare materials first
❏Heavily used materials first
❏High research value materials first
❏Requested materials first
❏Whatever the Dean/Department
Head/Boss wants right now...
https://pixabay.com/p-443127/

24. Material Selection

25. Material Selection - Grant-Funded Projects

26. Collaboration
● Both organizations and individual archivists have their own digitization and
metadata philosophies.
● Digitization is both an art and a science. The art is in making decisions and
troubleshooting.
● Keep communication clear:
○ Get as much information up-front as possible.
○ Ask questions. Lots of questions. So many questions!
○ Report progress concisely and regularly; keep the feedback loop small.
● In-person communication is best to avoid misunderstandings.
● Make room for regular re-training.
● All behavior makes sense in context, so be curious!

27. Questions?
Cliff Landis
jlandis@auctr.edu
Please join us again on
Wednesday, November 1, 2:00pm
Josh Hogan, Metadata at AUCRWWL
https://pixabay.com/en/thank-you-paper-message-note-391055/