digitising your collections

Ben Smith M G H Consultants

Digitising Your Collections

Neil JacksonMedia Arts

• Preparation is Key• Practicalities• External Supplier vs Internal• Selection of Suppliers

Aims

• Preparation is Key…

So…

Preparation Is Key

• Crucial that– You understand your own needs– That a supplier understand your needs

• Understanding your needs is key - it will:– Help you / the supplier to focus on your goal– Help you / the supplier to prepare and plan the project– Allow you / the supplier to identify milestone’s from which

to assess the project and react positively to unexpected issues

So……

Understanding your own needs!

• What do you want to achieve– What is/are the ultimate goals?

• What are the best ways to achieve your goals?– Work backwards from goal to necessary inputs

Ask yourself?

• Prepare a brief ‘Statement of Requirements’ including?– Goals / project outputs– Necessary inputs to achieve goals– Possible risk factors– Ways to mitigate risk– Who is best placed to do what and why

Start to Prepare

• What will the final images be used for?• Preservation archive copies? • High / lo-res printing?• Website?• A mixture?

Goals / Project Outputs

• Some of the finer practical issues

Consider…

Practicalities

• Storage• File formats • What resolutions required to achieve goals• vs What resolutions required for future use • File-naming conventions• Metadata• Resources

Necessary Inputs to Achieve Goals

• How are images to be stored• Temporarily• CDs, DVDs, portable hard drives

• For posterity• Server with backup? / multiple storage media?• Future-proofing of storage media - can you work it in

20 years time? • Who will ensure this is done?

• How much storage will you need? …

Storage

• Uncompressed TIFFs are best• Some cameras produce RAW images• File format has baring on file size• Do you need other versions e.g. for web– JPEG, Gif, PNG

• Convert from TIFF or RAW to other required formats– Always save as copies

File Formats

• Higher resolution – higher file size – greater storage requirements

• Consider – • Storage and resolution are a trade-off• Both dependant on project goals

• Rule of thumb –• scan to a resolution that includes smallest

significant detail• scan to resolution that will provide quality print at

maximum desired size (let your goals guide you!)

Resolutions

• Are files already catalogued• Will catalogue naming conventions work

efficiently in electronic format• For storage• For portability – to websites, databases etc

• Agree naming conventions at the start

File Naming

• What metadata is required?• To understand the media out of original context

in the future?• To assist in delivery of goals – e.g. metadata for

website• Who is best placed to deliver the metadata?

Metadata

• On site• Helps to minimise risk of transportation / cost of

insurance• Ties up room resources• Do you have suitable spaces – environmentally

friendly ?• Consider equipment• Suppliers vs your own vs purchasing new

• Staff time• Project management• Conservation

Resources

• Is about minimising:• Costs• Risks

• By ensuring media is:• Clean• Catalogued• and safely stored

• Cost is proportional to workflow• The simpler the workflow the more streamlined the

cost

Readiness of Collections

• How well do you know your collection?• Is it catalogued?• Is it clean? Example 1 Example 1 cleaned• Is it stored effectively?

• If not – can a supplier do this for you?• Does it require specialist knowledge of the

collection?

Readiness of Collections cont’d…

• Are dependant on many factors inc…• Volume to be digitised• Output formats• Supplier flexibility• Your flexibility• Resource allocation• Readiness off collections

• Agree them but make sure they are:• Achievable• Include a ‘what if?’ factor

Timescales

• Clashing of resource needs• Unexpected breakdowns• Staff / supplier illness• Breakages – everyone is human

– Necessity of agreement on acceptable risk– Supplier insurance

• Complete or ask supplier to complete a brief risk assessment.

• If anything goes wrong you will be well placed to deal with it

Possible Risk Factors & Ways to Mitigate

• Allocate according to specialism• Allocate according to resources• Allocate according to goals• Usually a mixture of all!

Who Is Best Placed to Do What?

• How do you decide

Consider…

External Supplier vs Internal Staff

• Benefits of using external supplier• Flexibility • Flexible to your needs and can work around project

issues • Cost Effective• You have no responsibility for annual leave or

sickness pay• Knowledge and Experience• Already achieved levels of professional accreditation• Brings experience from previous projects

External Supplier vs Internal

• How do you decide

Consider…

Selecting a Supplier

• Use the DiSCS website to draw up a shortlist– http://www.discs-uk.info

• Check STS Accreditation.

• Check for insurances held

• Ask for references / previous experience.

• Meet them first.

Selecting a Supplier

• Ensure a written quote is obtained for completion of the work.

• Take the VAT into account.

• Agree payment terms with the supplier.

Costs

One simple rule:

Preparation

Failing to prepare is preparing to fail!

Summary

Neil Jackson

Email: neil@media-arts.co.uk

Mobile: 07709 888560

Web: www.media-arts.co.uk

Questions?

Ben Smith

Email: ben.smith@mghconsultants.com

Mobile: 07867 808 857

Web: www.mghconsultants.com

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