digitising your collections
DESCRIPTION
Presentation made to Bits2Blogs conference 2008.TRANSCRIPT
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: [email protected]
Mobile: 07709 888560
Web: www.media-arts.co.uk
Questions?
Ben Smith
Email: [email protected]
Mobile: 07867 808 857
Web: www.mghconsultants.com
Contact Us: