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Digitisation Guidelines: a selected list
Selection criteria
The list is
not exhaustive but wants to be selective. The list is limited to
guidelines for digitization of paper based on documentary heritage,
that is manuscripts, printed books and photographs of libraries,
archives and museums, not for digitization of multimedia materials.
Toolbox and tutorial have been included too, considering these learning
resources as valuable as guidelines
The selected
Guidelines have been produced by public and private institutions:
some are for guiding the digitization projects, others are related
to digitization programs where the Guidelines want to reach the
strategy and mission of single institutions: the criteria followed
for inclusion was that of general interest for professionals worldwide.
The list of
digitization guidelines is a work in progress, to be updated constantly.
The data chosen for description are: Author, Contributor (if existing),
Title, Description, Date, Format and URL. The presentation is in
alphabetical order by author. We welcome your comments and suggestions.
- AHDS (Arts and Humanities Data Service)
- Guide to Good practice in the Creation and Use of
Digital Resources
Available formats: HTML
http://www.ahds.ac.uk/guides/index.htm
Guidelines for: Archaeology, History,
Performing Arts, Textual Studies, Visual Arts. Each of these
Guides includes tips for discovering and re-using digital
data, information about creating and managing new digital
data, and guidance to ensure proper preparation and documentation
of this data for long term archiving
- Managing Digital Collections
Available formats: HTML
http://ahds.ac.uk/managing.htm
This guide gives a framework of strategies
and standards for developing, managing, and distributing
high-quality digital collections.
- British Library
- Objectives of Digitization
Available formats: HTML
http://www.bl.uk/about/policies
/digital.html#one
The policy covers all materials originally
produced in non-digital form (e.g. printed matter of all
kinds, manuscripts, photographs, drawings, paintings, sound
recordings, microforms), the digitization of which would
fulfil one or more of the desired objectives. It includes
objectives, scope, context and BL examples.
- Preservation and digitization: principles, practices
and policies
Available formats: HTML; PDF; print publication
http://www.bl.uk/services/preservation
/freeandpaid.html
Realised by NPO (National Preservation
Office), this is a series of guidelines whose aim is to
provide an independent focus for ensuring the preservation
and continued accessibility of library and archive material.
Free and paid material is offered.
- CHIN (Canadian Heritage Information Network)
- Creating and managing digital content (April
2002)
Available formats: HTML
http://www.chin.gc.ca/English/Digital
_Content/ Capture_Collections/index.html
Series of Guidelines for creating and
maintaining a digitization project. The titles include:
- Capture your collections,
- Web site development,
- Web site development
resources,
- Intellectual Property,
- Collection Management,
- Standards.
- Producing Online Heritage Projects (August 2002)
Available formats: HTML
http://www.chin.gc.ca/English/Digital
_Content/ Producing_Heritage/index.html
This handbook is for heritage professionals
who are developing online content, and helps them to achieve
the benefits available from Web-based education and promotion.
It focuses on skills needed for the creation, management
and presentation of digital content. The index includes:
- Project planning,
- Project development,
- Getting ready
to launch,
- Product maintenance
Annexes: Glossary, Bibliography, Project
manager's tools and templates.
- Program Guidelines (April 2002)
Available formats: HTML; PDF
http://www.chin.gc.ca/English/Members/
Vmc_Investment_Program/guidelines.html
Virtual Museums of Canada Investment
Program. It includes:
- Operating principles;
- Performance indicators;
- Governance structures;
- Content policy;
- Skills development.
Annexes: Guidelines for calculating
cost/values.
- Capture your collections. Planning and implementing
digitization projects (April 2002)
Available formats: HTML; PDF
http://www.chin.gc.ca/English/Digital
_Content/ Managers_Guide/index.html
Modules and sections of a on line
course on digitization. It includes:
- Project planning;
- Legal Issues related
to Digitization;
- Determining the
costs of a Digitization Project;
- Standards and
Guidelines to Consider;
- Implementation;
- Maintenance/Management;
- CLIR (Council on Libraries and Information Resources)
- Abby Smith. Building and sustaining digital collections:
models for libraries and archives (August 2001)
Available formats: HTML; print publication
http://www.clir.org/pubs/abstract
/pub100abst.html
This guide brings together libraries,
museums and academic communities. The focus is on scholarly
publishing, with presentations of business models. This
is an agenda for:
- develop sound
selection criteria;
- identify online
audience;
- manage intellectual
property rights;
- develop and share
best practices for technological issues;
- implement cost
recovery strategy;
- manage the institutional
transformation.
- Colorado Digitization Project
- Digital Toolbox (2002-2003)
Available formats: HTML
http://www.cdpheritage.org/resource
/toolbox/index.html
The purpose of this toolbox is to introduce
cultural heritage institutions to the range of issues associated
with digitization of primary source materials. Provides
links to general resources, bibliographies, initiatives,
and clearinghouses on selection, scanning, quality control,
metadata creation, and other project management issues.
Also offers a glossary of digital imaging terms.
- Cornell University Library
- Moving theory into practice: Digital imaging tutorial
(2002-2003)
Available formats: HTML; PDF
http://www.library.cornell.edu/
preservation/tutorial/contents.html
This tutorial, produced also in Spanish
and French, includes:
- Basic terminology,
- Selection,
- Conversion,
- Quality control,
- Metadata,
- Technical Infrastructure,
- Digitization
chain
- Image creation
- File Management
- Delivery
- Presentation,
- Digital Preservation,
- Management,
- Continuing Education.
- CUL (Columbia University Libraries)
- Annr R. Kenney - Stephen Chapman. Digital Imaging
for Libraries and Archives
Available formats: HTML; print publication
http://www.library.cornell.edu
/preservation/dila.html
The volume begins with a theoretical
overview of the key concepts, vocabulary, and challenges
associated with digital conversion of paper-and film-based
materials. This is followed by an overview of the hardware/software,
communications, and managerial considerations associated
with implementing a technical infrastructure to support
a full imaging program. Additional chapters present information
on the creation of databases and indexes, the implications
of outsourcing imaging services, converting photographs
and film intermediates, issues associated with providing
long-term access to digital information, and suggestions
for continuing education.
- Selection Criteria for Digital Imaging Projects
(January 2001)
Available formats: HTML
http://www.columbia.edu/cu/libraries
/digital/criteria.html
The criteria listed are important to
assure that issues of technical feasibility, intellectual
property rights, and institutional support are considered
along with the value of the materials and the interest of
their content.
- Technical Recommendations for Digital Imaging Projects
(1997)
Available formats: HTML
http://www.columbia.edu/acis
/dl/imagespec.html
Prepared by the Image Quality Working
Group of ArchivesCom, a joint Libraries/AcIS committee.
This document provides recommendations for image quality,
file formats, and other capture and storage issues when
converting paper, photographic and other physical materials
into digital form.
- Guidelines for Providing Access to Digital Images
(2001)
Available formats: HTML
http://www.columbia.edu/cu/lweb/
projects/digital/policy.html
Access to digital images should be
provided in the most open level, consistent with the protection
of intellectual property rights, and compliant with the
local policies on the exercise of such rights
- DLF (Digital Library Federation)
- Digital library standards and practices (October
2002. Last revision)
Available formats: HTML
http://www.diglib.org/standards.htm
The DLF documents and promotes adoption
of standards and best practices that support the effective
acquisition, interchange, persistence, and assessment of
digital library collections and services.
- Guides to Quality in Visual Resource Imaging
(July 2000)
Available formats: HTML
http://www.rlg.org/visguides/
This guide includes:
- Introduction
- Planning an Imaging Project, by Linda
Serenson Colet
- Selecting a Scanner, by Don Williams
- Imaging Systems: the Range of Factors
Affecting Image Quality, by Donald D'Amato
- Measuring Quality of Digital Masters,
by Franziska Frey
- File Formats for Digital Masters, by
Franziska Frey
- DLM Forum
- Guidelines on Best Practices for Using Electronic
Information: How to Deal with Machine Readable Data and
Electronic Documents (1996 first edition; 1997, updated
and enlarged edition)
Available formats: HTML
http://europa.eu.int/ISPO/dlm/documents
/guidelines.html
The DLM Forum, organised jointly by
the Member States of the European Union and the European
Commission in Brussels in December 1996, brought together
experts from industry, research, administration and archives
to discuss a topic of ever increasing importance: the memory
of the information society. The Guidelines include:
- from data to structured electronic
information;
- information life cycle and allocation
of responsibilities;
- design, creation and maintenance of
electronic information;
- short and long term preservation of
electronic information;
- accessing and disseminating information.
Annexes: Terminology, Checklist for
electronic information strategy, How to select metadata,
Standards.
- eLib
- Preservation Studies (Supporting Studies) (1998-2000)
http://www.ukoln.ac.uk/services/elib
/papers/supporting/
Managed by the British Library Research
and Innovation Centre, the series Preservation Studies offer
several reports on creating and preserving digital image
collections. One of the goals is to compare various digital
preservation strategies for different data types and formats.
Studies included are:
- John Bennett. A framework of Data
Types and Formats, and Issues affecting the long term
preservation of digital material
Available formats: HTML; PDF
- Monika Blake - David Haynes - Tanya
Jowett - David Streatfield. Responsibility for Digital
Archiving and Long Term Access to Digital Data
Available formats: HTML; PDF
- Seamus Ross - Ann Gow. Digital
Archaeology: Rescuing Neglected and Damaged Data Resources
Available formats: Executive summary: PDF; Full Study:
PDF (Mounted 15 November 1999)
- Alan Poulter. Preservation of digital
materials; policy and strategy issues for the UK
Available formats: HTML
- Denise Lievesley - Simon Jones. An
Investigation into the Digital Preservation needs of
Universities and Research Funders
Available formats: HTML (mounted 11 November 1998)
- Neil Beagrie - Dan Greenstein. A
Strategic Policy Framework for Creating and Preserving
Digital Collections
Available formats: HTML; PDF; RTF
- Tony Hendley. Comparison of methods
of digital preservation
Available formats: PDF; HTML; RTF
- The Getty Trust
- Learn About the Getty Vocabularies
Available formats: HTML
http://www.getty.edu/research
/conducting_research/vocabularies/
They contain terms, names, and other information about people, places, things, and concepts relating to art, architecture, and material culture
- Murtha Baca. Introduction to Metadata: pathways to
digital information (May 2000)
Available formats: HTML; PDF; print publication
http://www.getty.edu/research
/conducting_research
/standards/intrometadata/
Version 2 of the guide, which rather
than including a single crosswalk as in the previous version,
is now offering a "suite" of metadata crosswalks
that map different sets of metadata. The author will continue
to add to and revise this section as developments arise
in the development of metadata schemas that are still evolving
(e.g. Dublin Core Qualified, VRA Core 3.0).
- HATII (Humanities Advanced Technology and Information
Institute) and NINCH (National Initiative for a Networked Cultural
Heritage)
- The NINCH Guide to Good Practice in the Digital Representation
& Management of Cultural Heritage Materials (October
2002 - Version 1.0 First edition)
Available formats: HTML
http://www.nyu.edu/its
/humanities/ninchguide/
The Guide describes the process of
creating and distributing digital collections and looks
at mechanisms by which the institution that created or holds
digital collections can manage them to maximum advantage.
It includes:
- Project planning
- Selecting materials
- Rights management
- Digitization and encoding of text
- Capture and management of images
- Audio/Video Capture and Management
- Quality Control and Assurance
- Working with others
- Distribution
- Assessment of Projects by User evaluation
- Digital Asset Management
- Preservation
In Appendixes: Equipment, Metadata,
Digital Data Capture: Sampling
- Harvard University Library
- Selection for digitization: a decision making matrix
(December 1997)
Available formats: HTML; PDF
http://www.clir.org/pubs/reports
/hazen/matrix.html
A decision making matrix, produced
as imagine, for guiding professionals in the selection.
It is included in the Harvard program: Library preservation
resources principles and guides.
- IMLS (Institute of Museum and Library Services)
- A Framework of Guidance for Building Good Digital
Collections (November 2001)
Available formats: HTML
http://www.imls.gov/pubs
/forumframework.htm
Indicators are listed for Digital
objects, Metadata, Collections and Projects, within the
context of networked services. Report of the IMLS Digital
Library Forum on the National Science Digital Library Program
Reference in: Priscilla Caplan et al. (2001):
http://www.imls.gov/pubs/forumframework.htm
- Library of Congress
- Digital strategy for the Library of Congress
(2000)
Available formats: HTML; print publication; e-book
http://www.nap.edu/catalog/9940.html
LC21: A Digital Strategy for the Library
of Congress discusses challenges and provides recommendations
for moving forward at the Library of Congress. Topics covered
include:
- Digital collections,
- Digital preservation,
- Digital cataloging (metadata),
- Strategic planning,
- Human resources,
- General management,
- Budgetary issues
- Challenges to Building an Effective Digital Library
Available formats: HTML
http://memory.loc.gov/ammem/dli2
/html/cbedl.html
The staff of the NDLP (National Digital
Library Program) at the Library of Congress have identified
ten challenges that must be met if large and effective digital
libraries are to be created during the 21st century. The
challenges are grouped under the following broad categories:
- Building the resource,
- Interoperability,
- Intellectual property,
- Providing effective access,
- Sustaining the resource.
- Technical Notes by Type of Material
Available formats: HTML
http://memory.loc.gov/ammem/
dli2/html/document.html
The notes provide general comments
on digital reproductions of textual materials for American
Memory, including:
- Searchable text
- Textual material available for use
in DLI-Phase II
- Challenges faced by NDLP (National
Digital Library Program)
- Background Papers and Technical Information
Available formats: HTML
http://memory.loc.gov/ammem/ftpfile.html
These versions represent the final
document of NDL Requests for Proposals for scanning and
text conversion services . Contracts have been awarded for
the work described in the Requests for Proposals.
- Manuscript Digitization Demonstration Project. Final
Report (October 1998)
Available formats: HTML
http://memory.loc.gov/ammem/pictel/
The Manuscript Digitization Demonstration
Project was sponsored by the Library of Congress Preservation
Directorate and was carried out in cooperation with the
NDLP from 1994 to 1997. The questions framed are:
- What type of image is best suited for
the digitization of large manuscript collections, especially
collections consisting mostly of twentieth century typescripts?
- What level of quality strikes the best
balance between production economics and the requirements
set by future uses of the images?
- Will the same type of image that offers
high quality reformatting also provide efficient online
access for researchers?
- Lessons Learned: National Digital Library Competition
(January 2001)
Available formats: HTML
http://lcweb2.loc.gov/ammem/award
/lessons/lessons.html
LC/Ameritech award winners are learning
many lessons about digitization projects in the implementation
of their award. To help award-winners, digital project managers,
and others interested in this emerging field, the competition
staff has summarized, extracted, and paraphrased points
from some of the interim reports submitted by awardees.
These include:
- Formats and specifications for digital
reproductions,
- Production workflow and project Management,
- Intellectual access.
- Conservation Implications of Digitization Projects
Available formats: HTML
http://memory.loc.gov/ammem/techdocs
/conservation.html
This paper was written by a group of
Library of Congress conservators who have worked closely
with NDLP digitization projects and NDLP project leaders
since the beginning of the program in 1995. The multi-faceted
and precedent setting role which conservation plays in digital
image conversion projects in the NDLP in the areas of consultation,
training, and treatment for scanning is discussed.
- NARA (National Archives and Records Administration)
- Steven Puglia. Guidelines for Digitizing Archival
Materials for Electronic Access (January 1998)
Available formats: PDF
http://www.archives.gov/research_room/
arc/arc_info/guidelines_for_digitizing
_archival_materials.pdf
These guidelines have been realised
to provide a method for evaluating quality of images produced,
to estimate the data storage for access files (on line)
and master files (off line), and to assist in determining
upgrades of NARA infrastructure. Differences in document
type dictate differences in approach to scanning; specifications
are given for: textual documents, photographs, maps, plans
and oversized records, graphic records.
- National Library of Australia
- Digitization of traditional format library materials.
Standards and Guidelines
Available formats: HTML
http://www.nla.gov.au/digital/standards.html
These guidelines, created for National
Library staff , provide advice on digitization projects.
They focus on creating digital images and displaying them
on the Web, including metadata and preservation issues
- Preserving Access to Digital Information (PADI)
Available formats: HTML
http://www.nla.gov.au/padi/
The PADI site, offers a subject gateway
to digital preservation resources. Includes current information
on digital preservation-related events, organizations, policies,
strategies, and guidelines. Also includes glossaries of
terms that are relevant to digital information.
- NEDCC (Northeast Document Conservation Center)
- Maxine Sitts. Handbook for Digital Projects: A Management
Tool for Preservation and Access (December 2000)
Available formats: PDF; print publication
http://www.nedcc.org/digital/dman2.pdf
Web resource providing information
on the issues surrounding the digital conversion of collection
materials. With contributions from many of the School for
Scanning series presenters, it provides information on project
selection and management, technical and copyright considerations,
digital longevity and includes commentary on the transformation
in scholarly access and preservation tenets required to
fully utilize and maintain digital images. Given at NEDCC's
school for scanning conferences, Andover, MA. It includes:
- Rationale for digitization and preservation,
- Considerations for project management,
- Selection of materials for scanning,
- Overview of copyright issues,
- Technical primer,
- Developing best practices: guidelines
from case studies,
- Vendor relations,
- Digital longevity,
- Scholar commentary.
- NINCH (National Initiative for a Networked Cultural
Heritage)
see HATII
- Nordinfo. NDLC
- NSDL/SMETE (Science Mathematics Engineering and Technology
Education)
- NSDL Metadata primer (Last revision January 2003)
Available formats: HTML
http://metamanagement.comm.nsdlib.org
/outline.html
The National SMET (Science, Mathematics,
Engineering and Technology Education) Digital Library (NSDL)
is being constructed to support excellence in SMET for all
Americans. NSDL is a comprehensive information system built
as a distributed network and will develop and make accessible
high quality collections. Reference: C. Manduca, F. McMartin,
D. Mogk, Pathways to progress: vision and plans for developing
the NSDL (2001):
http://doclib.comm.nsdlib.org/PathwaysToProgress.pdf
this primer is intended to serve NSDL partners and collaborators
as they work with NSDL staff to make their metadata available
through the NSDL Metadata Repository. Its primary clientele
are those NSDL-funded projects which are at the beginning
stages of awareness and use of metadata, but there are also
sections that will be useful to others.
- NSDL Building collections (October 2002)
Available formats: HTML
http://collections.comm.nsdlib.org/cgi-in/wiki.pl?BuildingCollections
Checklist, tools and examples are
provided for those wanting to contribute to build NSDL collection,
but it is useful also to others.
- RLG (Research Libraries Group)
- RLG Guidelines for Microfilming to Support Digitization
(February 2003)
Available formats: HTML
http://www.rlg.org/preserv/
Offers supporting materials to institutions
in their efforts to preserve and improve access to endangered
research materials.
- RLG Tools for Digital Imaging (May 2002)
Available formats: HTML
http://www.rlg.org/preserv/RLGtools.html
The tools include worksheets and guidelines
for creating digital imaging services. The following documents
are available:
- The RLG Worksheet for Estimating Digital
Reformatting Costs
- The RLG Guidelines for Creating a Request
for Proposal for Digital Imaging Services
- The RLG Model Request for Information
(RFI)
- The RLG Model Request for Proposals
(RFP)
Reference: Papers given at the RLG
and NPO Preservation Conference
Guidelines for Digital Imaging (1998): http://www.rlg.org/preserv/joint/
- RLG Preserving digital information (August 2002)
Available formats: HTML; PDF
http://www.rlg.org/ArchTF/
The Commission on Preservation and
Access (CPA) and RLG formed the Task Force on Archiving
of Digital Information, charged with investigating and recommending
means to ensure "continued access indefinitely into
the future of records stored in digital electronic form".
The report is an outcomes of the Task Force
- Anne R. Kenny - Oya Y. Rieger. RLG Moving theory into
practice (May 2001)
Available formats: HTML; print publication
http://www.rlg.org/preserv/mtip2000.html
The book advocates an integrated approach
to digital imaging programs, from selection to access to
preservation, with a heavy emphasis on the intersection
of institutional, cultural objectives and practical digital
applications.
- TASI (Technical Advisory Service for Images)
- Managing Digitization Projects (2002)
Available formats: HTML; printed pack
http://www.tasi.ac.uk/advice/managing
/jidi_workflow.html
Funded by the Joint Information Systems
Committee (UK), provides information on creating, storing,
and delivering digital image collections. The course includes:
- Deciding to digitise,
- Managing the workflow,
- Managing the project,
- Looking after copyright, IPR, ethics
and data protection,
- Project Management,
- Workflow guidelines,
- Why "Archive Standard"?,
- Copyright,
- Coping with copyright,
- Quick reference copyright guide,
- Example Licence agreement,
- JIDI digitization model,
- Lessons learned from the JIDI project,
- Risk Assessment,
- Staff Training.
Also lists events and information resources
of interest to those involved in digital imaging initiatives.
- TEI (Text Encoding Initiative)
- C.M. Sperberg-Mc Queen - Lou Bernard. Guidelines for
Electronic Text Encoding and
Interchange (March 2002 - P4 Edition)
Available formats: XML
http://www.tei-c.org/P4X/
A new and corrected version of the
TEI Guidelines, XML-compatible, edited by theTEI Consortium
(The Association for Computers and the Humanities (ACH);
The Association for Computational Linguistics (ACL); The
Association for Literary and Linguistic Computing (ALLC).
The Guidelines provide means of representing those features
of a text which need to be identified explicitly, in order
to facilitate processing of the text by computer programs.
In particular, they specify a set of markers (or tags) which
may be inserted in the electronic representation of the
text, in order
to mark the text structure and other textual features of
interest.
- UNESCO/ICA/IFLA
- Guidelines for digitization projects for collection
and holdings in the public domain, particularly those held
by libraries and archives (March 2002)
Available formats: PDF
http://www.ifla.org/VII/s19/pubs/
digit-guide.pdf
Guidelines for digitalisation projects
including planning and setting up projects, selection, management
and production processes. They deal with paper material,
manuscripts, printed books and photograps. They are not
concerned with digitization programs as an integral part
of an institution strategy. They include checklists for
each chapter.
- University of California Los Angeles UCLA
- Kim Thompson. Digital projects Guidelines and Standard
(1998)
Available formats: HTML
http://www.library.ucsb.edu/ucpag/
digselec.html
The list of criteria is recommended
to guide collection development librarians and preservation
librarians in selecting collections of analog materials
(including paper, film, audio, and video) for conversion
to digital format. Some of the criteria are based on conventional
selection and preservation considerations common to all
formats; others arise from the opportunities and constraints
unique to digital technologies.
- University of Virginia Library. Electronic Text Center
- Archival Digital Image Creation (1996-1997)
Available formats: HTML
http://etext.lib.virginia.edu/helpsheets
/scanimage.html
Basic Helpsheets for helping to making
decisions. They include:
- Text Scanning: A Basic Helpsheet,
- Image Scanning: A Basic Helpsheet ,
- The Special Collections Department.
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