Preservation Considerations Before,
During and After Digitization
Class 4
February 10, 2006
Managing the Preservation Risk:
Who Will Be in Charge?
Preservation
Special Collections
Archives
Digital Library Services
Collaboration Is Key
Stakeholders in the management of
cultural assets must involve themselves
in all facets of digital conversion projects.
We must always remember to involve
those who speak for the physical needs
of the object.
With care and forethought, we can
minimize the risk of damage to important
collection materials.
Loci of Physical Handling
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Selection
Preparation (possible transportation)
Conversion
Quality control
Bibliographic control
Reintegration into collection
What are the Considerations for
Off-site Digital Conversion ?
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Additional stress of packing and transportation
Insurance, security and environmental control
Staff experience with special handling
Test phase option
Questions to Ask Before the
Project Begins
General Environment, Security
and Access Issues
• Are there adequate environmental controls
in the conversion area?
• Does adequate security exist within the
institution to insure safe movement of
irreplaceable materials?
• Will all or selected materials be available
for research during the project?
Selection of Collection Materials,
Equipment and Vendors
• Can the material undergo normal workflow
physical manipulation?
• Can the material safely undergo the actual
conversion process?
• Can special handling guidelines or custom
equipment minimize potential physical harm to the
material?
• Can an “intermediate” be used for conversion?
• How will off-site vendor selection occur?
Preparation of Materials
• What level of intellectual control is
available for the source originals?
Conservation Treatment Levels
and Workflow
• What criteria will guide the physical preparation
or conservation treatment of originals?
• Will a standard conservation condition report be
prepared whether or not the material receives
treatment?
• How will source materials be prepared for off-site
processing?
Test Phase and Quality Control
Considerations
• Will physical criteria be a component in a
test phase or pilot project?
• Will source originals be handled during the
quality control phase for digital products?
During Digital Capture
• How will project guidelines be monitored?
• Are the guidelines working as anticipated to protect
materials?
• Are off-site vendors performing as expected?
• Is it possible to locate all source material as needed?
After Digital Capture
• Will there be a final quality control check of source
originals?
• Who will be responsible for completing any needed
conservation treatment before items are returned to
the collection?
• Will an exhibit of the source originals be part of the
project, to increase awareness of the new
accessibility of the material?
• If there is increased demand to see the originals
post-digitization, how will the physical needs or
vulnerabilities of the source originals be protected?
After Digital Capture
• Are the source materials in news housings?
• Have source originals been re-numbered or
marked specifically for the digitization
project?