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- Don’t be scared to ask SUPPLIERS for their throughts – a good supplier should always be happy to give advice.
- Worth noting that the higher the resolution of the image then the bigger the file size so will have implications on storage DVD/CD storage should not be used long term – can be lost, damaged. Any storage should have a backup available in case of failure. Worth noting that the supplier will not keep a copy for ever and will probably delete files after a period of time (for me officially I tell clients it is 3 months)
- If images then TIFFs are best, recommend a JPEG copy as well.
- Worth opting for a higher quality resolution as lower quality images can always be obtained from the master at a later date but not the reverse (ie if after the project is over you decide to produce a calendar to sell for Christmas using the images but find they are not good enough quality when blown up)
- What file names are to be used to save the images?
- Suppliers will happily do this where specialist knowledge of the collection is not required but this can add significantly to project timescales and therefore costs. You must decide what metadata you need and then who can deliver each part of that metadata – it may be a combination of people (as with Bentley Beetham). To input metadata can take considerable time. Consider if the metadata you have decided you want is necessary and is it achievable.
- Where will the digitisation take place? If on site is this area available during the time period required. Will any staff be needed to be on hand? Who is the point of contact for any questions from the supplier? For the sake of the safety of the items this should always be the preferred option. If not, suitable transportation will need to be arranged with the right insurance. This will add cost and risk. If a supplier uses their equipment their quote will include the wear and tear of the equipment. If additional equipment is required to complete the job the cost of this will be added to the quote. In house means an expense to begin with but is there a use for the equipment afterwards? Could it be hired out to other MLAs to generate an income (ie book scanner) If a supplier uses their equipment their quote will include the wear and tear of the equipment. If additional equipment is required to complete the job the cost of this will be added to the quote. In house means an expense to begin with but is there a use for the equipment afterwards? Could it be hired out to other MLAs to generate an income (ie book scanner)
- If not a supplier will happily do this for you, but it will add extra cost to your project. It is sometimes better to delay a project start date by a few weeks to ensure that this work is complete first (as we did in Billingham and again in the Library project) - Use slide 1 and 2 - With some media it is nearly impossible to see foreign objects / foreign marks until the image is scanned (i.e. Bentley Beetham – glass plate negatives – tide marks formed from moisture condensing over a period of time, probably when not stored in optimal conditions. Not visible by naked eye – only when high-res scans inspected.) – ensure there is a protocol for dealing with such discoveries.
- Should be agreed by both parties prior to commencing and should be reviewed regularly throughout the project. For instance we supply a daily timesheet so the client has constant information about how it is progressing. Always allow a couple of days for What Ifs (contigency)
- There’s no point in a supplier adding content metadata if the subject is extremely specialised. There may be a trade-off of basic content / descriptive metadata (by supplier), more specialised metadata (by collection specialist) – As with Bentley Beetham project. Who has the relevant resources available – don’t spend money on a new, specialist scanner if the supplier already has one that meets requirements, unless you know you can benefit from it at a later date, or that others could. Who is best placed to act as project manager / point of contact for the supplier?
- Suppliers will already have the experience and knowledge required and can often bring an ‘outside the box’ approach and constructive help to a project. Work is planned to fit around you. What you pay for is what you get – no sick pay, holiday pay, staffing resource issues.
- Talk about the site and it’s aims. Explain the STS accreditations and how suppliers who have this have received training and achieved a level of competence in the subject. Don’t be scared to ask for a reference or details of previous experience. Always meet your potential suppliers. Make sure you will be happy to work with them for the period of the project.
- When working out a quote a supplier will base this on the amount of days calculated to complete the work. What happens if it over-runs? A supplier will usually require some form of payment while the work is being carried out. On longer projects we usually agree to invoice at the end of each month.