FSU DIGITAL LIBRARY CENTER Digitization Standards and Imaging Guidelines. File Formats. Version: April 4, 2016

Transcription

1 FSU DIGITAL LIBRARY CENTER Digitizatin Standards and Imaging Guidelines Versin: April 4, 2016 File Frmats Digital preservatin standards require that we have the raw r lssless master cpies f the item in rder t address pssible digital preservatin necessities such as migratin r emulatin. Capture f master images in TIFF r RAW frmats allws derivatives f JPEGs, PDF, etc. t be created as needed. All images intended fr use in the Digital Library will be captured as TIFFs unless therwise stated. TIFF Save all TIFFs with lssless LZW cmpressin when pssible in rder t reduce file sizes and retain image quality. Raw files frm digital cameras (.CR2 and.iiq) shuld be prcessed and exprted as TIFFs. It is imprtant t uplad the best quality images int the Digital Library. There is n need t manually save reduced-quality derivatives and thumbnail images fr display in the Digital Library. These files will be autmatically created during the ingest prcess. When digitizing materials fr patrns r fr ther uses utside the Digital Library, it is smetimes preferred t prvide JPEGs, PDFs r ther derivatives. Patrns file frmat preferences will typically be listed in the digital reprductin request frm. JPEG JPEG cmpressin shuld be adjusted based n the user s needs. In general, JPEG cmpressin shuld be set t n lwer than 10. Lwer levels will shw visible degradatin in image quality. Only if lw file size is a pririty shuld cmpressin levels lwer than 10 be used. Take care nt t edit and resave the same JPEG image multiple times. Each time the same JPEG file is pened, edited, and resaved, the image is cmpressed further and image quality is reduced. PDF When creating PDFs fr users it is imprtant t keep in mind the size and quality f the images being cmbined. Fr example, a nrmal PDF f a 300-page bk will be exceedingly large in file size if it is created using high-reslutin TIFFs at full clr. In many cases it is recmmended t create PDFs using cmpressed grayscale r black & white JPEGs at a 50%-reduced reslutin images. Depending n the amunt f quality and file size needed in the PDF, these settings can be adjusting accrdingly. Many users simply want readable images at small file sizes, as ppsed t ur standard high-reslutin images at large file sizes.

2 It is smetimes necessary t create PDFs with editable and searchable textual data. This feature, OCR (Optical Character Recgnitin), can be applied t images with legible typescripts t embed the text data int the PDF file. OCR d images can als be exprted directly t text dcuments if preferred by the user. Bth ABBYY FineReader and Adbe Acrbat Pr X can be used t create PDFs ABBYY FineReader is recmmended due t its advanced custmizatin and flexibility with OCR, editing, and saving ptins. PNG PNG file are nly used when creating thumbnails fr cllectins in the Digital Library. Islandra des nt currently supprt any ther file frmat fr cllectin thumbnails. All cllectin thumbnails must be saved as 200x160-pixel PNG files at 72 PPI. Cnsult the Digital Archivist fr mre infrmatin n uplading thumbnails t the Digital Library. File Naming Listed belw are the cmmn file naming cnventins used in the Digital Library Center (DLC). These guidelines shuld be fllwed as clsely as pssible t allw fr cnsistent wrkflws and rganizatin f image files. The filenames f master images created by the DLC shuld be unique and prvide enugh infrmatin fr staff t lcate the rigin f the images, regardless f where they are fund in any directry. If these file naming cnventins are nt clsely fllwed, individual images separated frm their parent directry may becme indistinguishable frm images in a different directry. There will smetimes be exceptins in which prjects r materials d nt exactly cnfrm t the guidelines prvided. If an bject being digitized is nt cvered in this sectin, use best judgement t create a file naming scheme that clsely aligns with the DLC s naming cnventins belw. When in dubt, cnsult the Prject Manager r Digital Archivist. These naming rules apply nly fr master images destined fr the Digital Library. Alternative naming cnventins may apply when digitizing patrn requests r miscellaneus imaging jbs. Naming Master Files: 1. Filename begins with either FSU r FSU_HPUA (items frm Heritage Prtcl and University Archives) fllwed by an underscre a. N ther special characters r spaces are allwed b. Images beginning with FSU refer t items frm an FSU entity. Items frm Special Cllectins & Archives shuld begin with this prefix c. Images beginning with FSU_HPUA refer t items frm Heritage Prtcl and University Archives 2. The next element is the call number r manuscript number fllwed by an underscre 3. The number sequence is the final element in the filenames. This sequence shuld be named accrding t the number f pages in the bject as seen in the examples belw:

3 a. Manuscripts with 10 t 99 pages shuld have a tw-digit sequence with a leading zer after the manuscript number: _01 up t _99 b. Bks with 100 t 999 pages shuld have a three-digit sequence with leading zeres after the call number: _001 up t _ Numbering the files is imprtant s that they can be prperly srted int their crrect rder. This als helps in prper METS file creatin. a. These file name numbers will nt match the page numbers f the actual item since yu are calling the frnt cver 001, smething a publisher wuld never d. The file numbers are created s that the images frm frnt cver t back cver are in numerical rder. 5. All letters in the filenames shuld capitalized File Naming Examples: Bk f Nnsense Call# PR4879.L2 N pages 1. The crrect file name and sequence shuld be: a. FSU_PR4879L2N621894_001 b. FSU_PR4879L2N621894_002 c. d. FSU_PR4879l2n621894_349 e. FSU_PR4879l2n621894_350 Captain Hugh Black Papers MSS # Bx 1802 Flder 2 3 handwritten letters 1. The crrect file name and sequence shuld be: a. FSU_ _B1802_F2_001 b. FSU_ _B1802_F2_002 c. FSU_ _B1802_F2_003 [Nte: with manuscript cllectins, the MSS#, Bx# and Flder# is the equivalent t a bk s call number in the filename. Within a flder, the items shuld digitized frm first item n tp t last in back.] Flrida State University Negatives Binder date: Phtgrapher s initials: KTM Negative number: 12a 1. The crrect file name shuld be FSU_HPUA_199549KTM_012A

4 i. Mst negatives being scanned at the DLC will be part f Heritage Prtcl & University Archives and that will be reflected in the file name as FSU_HPUA. ii. The majrity f negatives are rganized in binders and sleeves. Each sleeve usually has descriptive infrmatin which includes the date, title f event and phtgrapher s initials. iii. T minimize the length f the filenames, we will include the date, abbreviated descriptr, phtgrapher s initials, and individual negative number. Phtgraphy f Materials Set lens apertures t F8 when phtgraphing mst material n the Phase One IQ180 r ATIZ BkDrive. This setting will prduce the sharpest images f relatively flat bjects. Adjust the shutter speed and ISO as needed t btain a sharp, prperly expsed image. Slwer shutter speeds will increase the risk f blurred images due t mvement f the bjects, cameras, r platfrms. The BkDrive setup is mre at risk f creating mtin blur due t the unsteady nature f the cradle. Care must be taken t keep all bjects still when phtgraphing bjects. Carefully raise and lwer the BkDrive s v-platen between shts t avid capturing blurry images. There will be cases in which a higher aperture is needed t increase the depth-f-field f an bject. This exceptin mstly applies t the IQ180 but can als be used with the BkDrive Objects that are nt cmpletely flat, such as wrinkled pages, peaks f flded material, r curved artifacts, may require higher apertures t level the fcus f the image. The aperture f the cameras shuld never be set higher than f16. The fcus f the image will be even at this aperture, but will verall much sfter than images sht at f8. When digitizing large bks n the IQ180, it is smetimes beneficial t set the fcus pint at the center spread (halfway thrugh the bk) with a higher aperture. After setting the initial fcus and aperture, it is pssible t sht an entire bk withut re-fcusing. Hwever, it is recmmended t peridically check the fcus and cmpsitin f the images while digitizing. The thicker the bk, the mre ften re-fcusing will be necessary. When phtgraphing material with any lenses in the DLC it is imprtant t leave a wide enugh margin arund the desired cmpsitin t prevent fcus fall-ff frm affecting image quality. Mst phtgraphic lenses, including even expensive, high- end lenses, are nt as sharp in the crners as in the center. Fcus fall-ff is mre prnunced at lwer apertures but levels ut at higher apertures. It is smetimes necessary t zm ut further than expected t avid fcus fallff.

5 Image quality will be reduced as the ISO is increased. It is nt recmmended t raise the ISO past 100 n the IQ180 and 500 n the Cann Mark II 5Ds. Crpping Images When scanning bks, all pages shuld be crpped at the exact same pixel width and height. This helps enhance the reading experience fr ur users. Frnt cvers, back cvers and inserts can be crpped larger than the main pages f bks. When digitizing mst bks, set the crp bx t just inside the cvers and pages s that n backgrund is visible in the image. Make sure t leave a wide enugh margin arund the page s main cntent (usually text-blcks r images) s that n valuable infrmatin is discarded. Nt nly is this best practice (as it recreates the page as clse t the riginal as pssible), if yu crp smething t clsely in, ften text will be lst in the display in Islandra. Flat bjects which are nt intended t be displayed in the Bk Viewer mdule, (lse manuscripts, flat art, maps, r images with abnrmal edges) have different crpping requirements. When digitizing flat bjects, r bjects with cntent extending t the edge f its material, it is recmmended t leave a small and even margin arund the utside edges f the bjects. This gives users mre cntext abut the bjects while ensuring that imprtant infrmatin was nt remved frm the images when crpped. Imaging Guidelines With an even brder extending past the edges f the bjects, the backgrund will be visible. It is imprtant t use a clean backgrund s that dust, hair, scratches r ther markings are nt included in the final image. Use nly a slid white, black, r neutral gray backgrund t digitize these bjects. All images within a cllectin r prject shuld use the same backgrund t ensure cnsistency. The chice f backgrund will usually be decided based n the clr r verall brightness f the bject being digitized. It is imprtant t shw cntrast between the bject and the backgrund. D nt use a black backgrund when digitizing a black bject, fr example. The same applies fr a white bject n a white backgrund. Using the same clr backgrund fr an bject f the same, r similar, tne can make it difficult fr users t see where the bject ends and backgrund begins. The standards listed belw are the minimum imaging recmmendatins fr each bject type, hwever it is understd that exceptins will ften ccur. Use these t start with and cnsult any special instructins given t yu fr a digitizatin prject and then

6 adjust as needed. If a prject des nt have specific requirements r instructins fr image quality, then refer t the imaging recmmendatins belw. It is smetimes necessary t exceed the minimum imaging guidelines. Discuss as needed and use best judgment fr the item t be presented t the user in the best pssible way. Sme researchers may require images scanned at extremely high reslutins t scrutinize the finest details f an bject. Images will smetimes be used fr wall-sized prints, which will require bjects t be digitized at reslutins higher than thse listed the guidelines. Depending n the material being digitized, intended use f the images, equipment limitatins, and ther factrs, it is smetimes impssible t meet these minimum imaging recmmendatins. In these cases, digitize the bjects using the methd that will prduce the highest quality image under the limiting circumstances. Certain bjects shuld nt be digitized by equipment that might cause additinal damage. Fr example, d nt digitize a fragile rare bk n a flatbed scanner even if it can prduce higher quality images than the Atiz BkDrive. Nte the ptical reslutin f the Epsn XL10000 is 2400 PPI and n images shuld be scanned at a higher reslutin. Objects scanned at a reslutin higher than 2400 PPI will be interplated and the image quality will nt be imprved. This will result in a larger file size with n added benefit. If yu have a unique item nt cvered in these guidelines, speak with the prject leader r cnsult the imaging guidelines frm similar institutins. Several f these guidelines can be fund in the DLC s Digital Imaging Resurces flder in Sharepint. Digital Imaging Terms Image Reslutin (PPI r DPI) Reslutin is ften referred t as dts per inch r DPI. This term is apprpriate when describing printer reslutin. In cmmn usage, the terms PPI and DPI are used interchangeably; hwever, since image files are cmpsed f pixels, PPI is a mre accurate term fr digital images and has been used in this dcument. Materials are generally nt scanned at a fixed reslutin but instead at a fixed number f pixels acrss the lngest side f the image. The apprpriate reslutin is determined by dividing the desired number f pixels (e.g. 4000) by the number f inches f the lng side f the bject (e.g. 10" fr an 8x10 pht). Using the example abve: 4000 pixels / 10 inches = 400 pixels per inch In this case an 8x10" print is scanned at a reslutin f 400PPI t create an image with 4000 pixels n the lng edge. Pixel Dimensins The hrizntal and vertical measurements f an image expressed in pixels. The pixel dimensins f an image can be determined by multiplying bth the width and the height by the PPI.

7 Example: an 8" x 10" dcument scanned at 300 PPI has the pixel dimensins f 2,400 pixels by 3,000 pixels. Clr Depth The clr depth (r bit depth) f an image refers t the number f clrs r shades f grey that can be represented by a pixel. At high clr depths mre data is available t help create accurate images. Digitizing images at a 48-bit clr depth (r 16-bit grayscale) can prvide mre versatility in clr and tne crrectins but with much larger file sizes. Since strage is limited, the DLC creates clr images at 24-bit RGB and black & white images at 8-bit grayscale unless therwise stated. Clr Crrectin All images being digitized fr the Digital Library shuld have clr crrectins applied via Capture One. When using bject-level targets t perfrm clr crrectins n the Atiz BkDrive r IQ180, make effrts t avid unwanted clr-casts frm untreated walls, ceilings, r even brightly-clred clthing. When light is reflected ff f nn-neutral clred surfaces, it will ften shw up n the items being digitized, including targets. This makes clr-crrectins difficult since the swatches n the target are n lnger accurate. Clr targets shuld be used at the beginning f every batch f similar bjects. It is nt always necessary t include bject-level targets in every image if the cntents are alike. Fr example, including a clr target at the beginning f bk digitizatin will be sufficient fr applying clr crrectins t the entire bk via batch-prcessing. Hwever, if phtgraphing a cllectin f pttery shards f varius shapes and clrs, it is necessary t include a target in each image. These targets will mainly be used fr clr/expsure adjustments f raw files and shuld be crpped ut befre exprting the final image. Image Quality Image files may be adjusted after phtgraphy using image prcessing sftware, such as Capture One r Adbe Phtshp. It is preferred t get a gd image directly frm the camera r scanner and t d as little adjustment after phtgraphy. This will help reduce the amunt f time spent n pst-prductin. When editing images d nt rely n aut crrect features. Mst autmatic clr crrectin tls are set t standard tne and clr distributin that is nt likely t match yur images. This is particularly true fr scans f text dcuments, maps, plans, etc. Befre scanning images with the Epsn Scan sftware be sure t turn ff any aut-expsure, aut-clr, aut-tne, r similar features. Similarly, d nt use any aut features in image editing sftware such as Adbe Phtshp. These features will attempt t guess hw the image shuld lk and will ften prvide inaccurate results. It is recmmended t match the bject as clse as pssible in the camera r scanner and t utilize targets t manually achieve accurate clr and tne if needed.

8 Digital Imaging Specificatins Because there are far t many frmats and dcument characteristics fr cmprehensive discussin in these guidelines, the tables belw prvide scanning recmmendatins fr the mst typical dcument types and phtgraphic frmats fund in mst cultural institutins. Textual dcuments, graphic artwrk, maps, plans and versized material Frmat Clean, high-cntrast dcuments with printed type and withut significant markings, handwriting r clrs. Mstly refers t clearly typescripts r similar material Dcuments with pr legibility, handwritten anntatins r ther markings, lw inherent cntrast, staining, fading, r phtgraphs Maps, plans and ther versized material are included in this categry. Recmmended Image Parameters 8-bit grayscale mde PPI fr dcuments with smallest significant character f 1.0 mm r larger NOTE: Regardless f apprach used, adjust scan reslutin t prduce a minimum pixel measurement acrss the lng dimensin f 3,000 lines fr 8-bit files 24-bit RGB mde PPI fr dcuments with smallest significant character f 1.0 mm r larger NOTE: Regardless f apprach used, adjust scan reslutin t prduce a minimum pixel measurement acrss the lng dimensin f 4,000 lines fr 24-bit files The spatial dimensins f all images shuld be sized at 100% f the riginal bject: Fr example, an 8 x 10 bject scanned at 400 PPI shuld be 3200 x 4000 pixels. Ntes abut textual bjects, artwrk, maps and versized material: Textual dcuments with clearly printed type and n significant markings r clrs can be scanned as 8-bit grayscale images. This will reduce the file sizes f the images and will nt discard any imprtant infrmatin. When digitizing translucent dcuments such as carbn-cpies, thin papers, r papyri, place an paque white backgrund behind the bject t increase readability. The same technique can be used n tw-sided dcuments t prevent ink frm shwing thrugh the paper Maps are diverse, and flexibility shuld be given when selecting a reslutin. It is cmmn that smaller maps have smaller details, but large maps can ften have tiny elements. Digitizing large maps at high reslutins may create exceptinally large files that are difficult t handle withut benefit unless the details are als small. Maps with large details may be adequately digitized at 400 PPI, thugh maps with very small details may require 600 PPI reslutin r higher. Large file sizes may be wrth the extra detail clarity fr sme items.

9 Images must be sized and saved at 1:1 scale t the dimensins f the riginal page. Fr example, the scale n a map may make sense nly if the reader knws the physical dimensins f the riginal Phtgraphy: Film and Negatives Frmat Frmat range: 35mm negatives and psitive slide film up t medium frmat negatives Size range: 1.5 x 1 in. t 4 x 5 in. Frmat range: Medium frmat negatives and larger Size range: 4 x 5 in. and larger Recmmended Image Parameters Pixel Array: 3000 pixels acrss lng dimensin f image area, excluding munts and brders Reslutin: Scan reslutin t be calculated frm actual image dimensins - apprx PPI fr 35mm riginals Dimensins: Sized t match riginal bject Bit Depth: 24-bit RGB mde fr clr and mnchrme Desaturate black & white negatives after scanning in clr mde Pixel Array: 4000 pixels acrss lng dimensin f image area, excluding munts and brders Reslutin: Scan reslutin t be calculated frm actual image dimensins - apprx. 400 PPI fr 8 x10 riginals Dimensins: Sized t match riginal bject Bit Depth: 24-bit RGB mde fr clr and mnchrme Desaturate black & white negatives after scanning in clr mde Phtgraphic Prints Recmmended Image Parameters Pixel Array: 4000 pixels acrss lng dimensin f image area, excluding munts and brders Reslutin: Scan reslutin t be calculated frm actual image dimensins apprx. 400 PPI fr 8 x10 riginals and ranging up t the apprpriate reslutin t prduce the desired size file frm smaller riginals, apprx. 570 PPI fr 5 x7 and 800 PPI fr 4 x5 r 3.5 x5 riginals Dimensins: Sized t match riginal bject Bit Depth: 24-bit RGB mde fr clr and mnchrme Desaturate black & white negatives after scanning in clr mde Please nte that sme phtgraphs, especially versized prints, may need t be digitized at higher reslutins

10 Aerial Phtgraphy: Film and Negatives Recmmended Image Parameters Pixel Array: 6000 pixels acrss lng dimensin f image area, excluding munts and brders Reslutin: Scan reslutin t be calculated frm actual image dimensins apprx PPI fr 70mm riginals and ranging dwn t the apprpriate reslutin t prduce the desired size file frm larger riginals Dimensins: Sized t match riginal bject Bit Depth: 24-bit RGB mde fr clr and mnchrme Desaturate black & white negatives after scanning in clr mde Please nte that sme aerial film and negatives may need t be digitized at higher reslutins t capture the smallest details Aerial Phtgraphy: Prints Recmmended Image Parameters Pixel Array: 6000 pixels acrss lng dimensin f image area, excluding munts and brders Reslutin: Scan reslutin t be calculated frm actual image dimensins apprx. 600 PPI fr riginals apprx. 8 x10 and ranging up t the apprpriate reslutin t prduce the desired size file frm smaller riginals, apprx. 800 PPI fr 5 x7 and 1200 PPI fr 4 x5 riginals Dimensins: Sized t match riginal bject Bit Depth: 24-bit RGB mde fr clr and mnchrme Desaturate black & white negatives after scanning in clr mde Please nte that sme aerial prints may need t be digitized at higher reslutins t capture the smallest details Phtgraphy Film and Prints Ntes Scans are t be scaled t 100% f their surce dcument dimensins. In all cases, reprductin t riginal size is ideal. Fr phtgraphic prints, size measurements fr determining apprpriate reslutin are based n the size f the image area nly, excluding any brders, frames, r munts. Hwever, in rder t shw that the entire recrd has been captured, it is gd practice t capture the brder area in the master scan file. The recmmended scanning specificatins fr phtgraphs supprt the capture f an apprpriate level f detail frm the frmat, and, in general, supprt the reprductin, at a minimum, f a high-quality 8 x10 print f the phtgraph.

11 Sme scanners are nt gd at inverting the data frm negative film. It is smetimes recmmended t scan the image as a psitive and then thrugh Phtshp r anther prfessinal sftware, invert the image t prduce the final image. If black-and-white negatives are stained r disclred, it is recmmended t make clr RGB scans f the negatives and using the channel which minimizes the appearance f the staining/disclratin when viewed as a psitive. The image can then be cnverted t a grayscale image. Always wear archival glves when handling phtgraphic film r prints. Even clean hands and fingers can leave smears r fingerprints n the surfaces f reflective bjects. The same applies fr framed bjects and ther bjects enclsed in glass. Aerial phtgraphs have a lt f fine detail, ften require a high degree f enlargement, and may require a higher degree f precisin regarding the dimensinal accuracy f the scans (cmpared t textual dcuments r ther types f phtgraphs) Objects and Artifacts Recmmended Image Parameters Pixel Array: 3000 pixels acrss lng dimensin f image area. These parameters will vary depending n the bjects being phtgraphed and the equipment being used. 10 t 16 megapixel 24-bit RGB mde image If scanning phtgraphic cpies f bjects and artifacts, see recmmended requirements in the apprpriate pht charts abve. Plicies fr Cmmn Imaging Situatins Scrapbks with multiple phts per page When digitizing scrapbks, include full pages and d nt crp ut individual phtgraphs r ther clippings. It is imprtant t shw the entire cntext f the bjects. In mst cases, scrapbks shuld be digitized using the same guidelines as bks in the DLC. Scrapbks will ften require digitizatin at higher reslutins t capture all f the detail in their attached phts and clippings. It will smetimes be required t digitize bth the entire page and the individuallycrpped images as additinal files. Materials with blank pages Bks, brchures, pamphlets (published) Always scan blank pages in a bk. We want t recreate the experience f reading the bk nline. Remving blank page images will disrupt the page placement in an nline reader and will lead t an unnatural display f the bk.

12 Letters r ther manuscript materials (unpublished) D nt scan blank pages unless tld therwise in the Prject dcumentatin r at the Prject Briefing. A gd rule f thumb with manuscript cllectins: Unless smething adds t the user s understanding f the item, d nt scan it. Duplicate materials within a prject Make sure the items are truly identical, that n ntatin r ther markings add value t ne ver the ther. Select and scan nly the item that will prduce the best image. It is unnecessary t scan mre than ne f the same item if there are n discernable differences between the duplicates. Similar materials within a prject Checks, receipts and rdering frms Unless therwise instructed, pull a sampling f items frm the flder. Fr example, a 20% randm sample f a flder with 50 checks inside wuld mean nly 10 f thse checks wuld be digitized. The sample size shuld be discussed and decided upn befre a digitizatin prject begins. Phtgraphs If a cllectin f phtgraphs includes many similar phts (such as faculty head shts f the same persn), yu may chse a sampling f phtgraphs t be digitized unless therwise stated. Yu may cnsult with the Prject Manager if uncertain abut hw many items shuld be included in the sample. A gd rule-f-thumb is t digitize 20% f the ttal amunt f similar items. Fr example, if yu have 10 faculty headshts withut bvius variatin between them, it wuld nly be necessary t digitize the tw best phtgraphs. Materials with staples r paperclips These shuld be remved carefully and discarded. If unable t remve withut damaging the item, cntact Special Cllectins & Archives fr assistance. There is n need t re-staple an item after digitizatin. Archival-quality paper clips are available t re-attach pages tgether if necessary. Bks with fld-ut pages If a fldut is attached as a page in the bk, scan as usual t keep the pages in rder. Islandra is able t render mst flduts prperly within a bk viewer. It is smetimes necessary t digitize lng fld-uts n a different piece f equipment t ensure the entire image is captured. Adjust file names accrdingly t allw fr the later placement f this file with the rest f the images. If an verly large fldut such as a full size map is tucked int the bk and des nt belng t a specific page: Damaged Materials Discuss with the Digital Archivist fr best way t place int Islandra. The fldut will mst likely be treated as a cmpund bject related t its parent and given its wn recrd in Islandra.

13 In mst cases, bjects that have significant damage will be discussed with the DLC befre they are ready fr digitizatin. Hwever, yu will ften receive fragile items which shuld be addressed accrdingly. A bund item with brittle pages If a bund bject s pages are breaking frm its spine during digitizatin, immediately stp wrking and cntact the Digital Archivist, Rare Bks Librarian r Prject Manager. A lse item that is very fragile Mst f these bjects can be safely digitized but be very careful with handling and try t avid handling them multiple times. It shuld nly be handled twice in mst cases; nce fr digitizatin and nce t be returned. D nt use the cpy stand s vacuum base t help flatten fragile material fr imaging. This can cause further damage t the item by sucking air thrugh the lse fibers f the material. Either use the flatbed scanner fr digitizatin r lay a large piece f plexiglass ver the item. Magnetic crners and strips can als be used t flatten curling bjects as lng as they d nt bscure imprtant cntent and, if pssible, are nt included in the final image. Archival glves shuld nt be used fr handling fragile material due t their negative effect n manual dexterity. It is smetimes easier t damage fragile material while using glves. When in dubt, ask abut the prper handling prcedures Bund Objects with Spine Issues A bund bject with a brken spine If an bject s spine is already brken, digitize carefully and d nt break further if pssible. A bund bject with a breaking spine If, during the curse f digitizatin, a spine is brken, reprt the damage t the item s wner (mst likely Special Cllectins) and wait fr further instructin befre cntinuing t digitize the bject. A bund bject with a tight spine If an bject has a tight spine that is hindering digitizatin, discuss with the Digital Archivist and/r the Prject Manager. It culd be the item culd be disbund fr digitizatin OR that a darker gutter n the images will be acceptable fr that bject. If a bk s binding is t fragile fr digitizatin n the Atiz BkDrive, it shuld be phtgraphed using the IQ180. In this case, the bk shuld be carefully supprted and its pages will be captured ne side at a time. D nt attempt t digitize fragile bks r bks with tight binding n the Epsn XL10000 scanner. This can cause further damage t the material r create unwanted shadws in the gutters f bks with tight binding. Missing Materials

14 If an item is nt fund in its specified lcatin (cart, bx, flder, etc.), cntact Special Cllectins & Archives and Prject Manager t reprt the missing material. The staff members listed belw can als be cntacted if the surce f the missing item is knwn: Cllectins Manager Rare Bks Librarian Heritage Prtcl and University Archives University Archivist Materials with Privacy Cncerns D nt digitize materials which prmpt majr privacy cncerns (scial security numbers, private addresses, private phne numbers etc.) unless prir ntificatin was given. Cntact the Prject Manager if such materials are fund. Vault Items frm Special Cllectins Any item that needs t be digitized frm the Vault will need t be pulled and returned t the Vault each night (befre the 6PM clsing time fr Special Cllectins). N item frm the Vault may remain in the DLC vernight. Reflective Materials On the IQ180: When digitizing bjects in glass, mylar r any reflective surface, use a large, black piece f fam cre t eliminate ptential reflectins frm the verhead lights, equipment r ceiling tiles. These reflectins wuld therwise be visible in the final image, reducing its verall quality. On the Epsn 10000XL: Be wary f Newtn Rings when scanning negatives r material that hused in mylar. These artifacts are created when tw reflective surfaces cme in Resurces clse cntact. Newtn Rings in film scans can be prevented by using the film trays. These elevate the film and prevent them frm making cntact with the glass surface f the scanner. Scanning items with their mylar casing remved will als prevent Newtn Rings NARA Digitizatin Guidelines FADGI Digitizatin Guidelines Prpsed Digital Imaging Standards and Best Practices Indiana Memry and LSTA Digitizatin Prjects