Proposed Academic Archives

Why Create a Digital Archive

• It is important to preserve the rich history associated with South Piedmont Community College and the surrounding community.

• The archives will serve to provide research material for students, staff, faculty, and the community.

Library Mission Statement

• Library Mission: The mission of the South Piedmont Community College Libraries is to support the educational needs of students, staff, and the

surrounding communities by providing the most current information resources, the most user-

friendly instruction, and the latest technologies in order to foster learning, student success, and

workforce and community development.

Proposed Collection Development Policy

• See Attachment A.Document in compliance with the South Piedmont Community College (See handout)

Proposed Collection Policy

The South Piedmont Community College (SPCC) Collection policy is that the library will take pertinent documents in their possession from the early days of the college when in 1962 the organization was founded as the Ansonville unit of Charlotte Industrial Education Center was established. These documents will be digitally scanned into the library data base to be used by researchers in the Union and Anson County population. They will be made available to faculty, students and other researchers accessing the library data base. This proposed collection policy complies with the SPCC Library’s mission statement.

By including the digital library resources in the library’s digital collection, staff, students, and surrounding communities will be provided with pertinent researching materials.

Copyright Laws

• Fair Use.• No Known Copyright.• Disclaimer if originator is known and still alive or has not

been dead at least 70 years if photo taken prior to early twentieth century.• See Attachment B.

Quality Control

• It is integral to maintain quality in scanning.• Other Library Standards considered in developing quality

control.• See Attachment C.

Table: Representative institutional requirements for conversion The information in this table is a highly condensed summary of each institution�s requirements.� Please visit the listed sites for complete details.

Printed Text Pictorial Materials Oversized Materials Manuscripts Library of Congress

300 dpi, 1-bit, TIFF ITU-T.6 3,000 to 5,000 pixels

8-bit gray or 24-bit color, TIFF, uncompressed

[Maps] Color: 300 dpi, 24-bit, TIFF, uncompressed

300 dpi, 8-bit gray or 24-bit color, uncompressed TIFF or JPEG 5:1 compressed

NARA 300 dpi, 8-bit gray, TIFF, uncompressed

3000 pixels�long side, 2700 for square, 8-bit gray/24-bit color, TIFF, uncompressed

200 dpi, 8-bit gray or 24-bit color, TIFF, uncompressed

See printed text

Columbia 600 dpi, 1-bit, TIFF ITU-T.6 200 to 300 dpi, 8-bit gray or 24-bit color, TIFF

[Large format transparency] 4096x6144, 24-bit, PhotoCD or TIFF

See pictorial materials

JIDI

300 dpi, 8-bit (24-bit for color, tinted or discolored originals), TIFF v.6, uncompressed

[Photographic prints] Same as printed text.

[Art works] 600 dpi, 8-bit gray /24-bit color, TIFF, uncompr.

Scan from photo intermediates at 2400 dpi minimum

Memory of the World

200 dpi, 1-bit, TIFF v.6, ITU-T.6

100 dpi, 8-bit gray or 24-bit color, TIFF-JPEG lossless or lossy for non-critical images

100 dpi, 8-bit or 24-bit, TIFF-JPEG lossless. For maps larger than A3, use photointermediates.

100 dpi, 4-bit gray, 24-bit color, TIFF-JPEG lossless, or lossy for non-critical images

Colorado Digitization Project

600 dpi, 1-bit, TIFF, uncompressed

300 dpi, 8-bit gray, 24-bit color, TIFF, uncompressed

[Photographs] 3000 to 5000 pixels, 8-bit gray/24-bit color or greater, TIFF, uncompr.

[Graphic Materials] 3000 pixels or 300 dpi, 8-bit gray/24-bit color or greater, TIFF, uncompressed

[Maps] 300 dpi, 8-bit gray/24-bit color, TIFF, uncompressed

California Digital Library

600 dpi, 8-bit gray, TIFF-LZW 600 dpi, 24-bit color, TIFF-LZW

600 dpi if possible, but no less than 300 dpi, 24-bit color, TIFF-LZW

See pictorial materials

For more ideas see:

Quality Control• dpi: dots per image or the number of dots that may be placed in a line

within the span of 1 inch.• Resolution: Enables finer detail of the scanned object.• Bit depth: allows capture of a greater range of gray and color shades.• Operators care and judgement.• Better quality means more data used for storage.• Higher quality first means potential lower expense in the future.• See Attachment D for proposed quality control.

Quality ControlProposed Quality Control

To ensure quality of scanned documents, library staff will take great care in scanning documents, photos, newspaper articles, etc. to create as close a facsimile of the original as possible. It will also require that the data space available for said content be taken into consideration. At this time the library is limited to 10mb per item placed in the LibGuide.

To help ensure the best possible quality the following chart is a list of guidelines to consider when scanning. It is the current standards used for the Library of Congress obtained from a Cornel University Tutorial with changes made to fit our data storage capabilities located at: https://www.library.cornell.edu/preservation/tutorial/conversion/table3-1.html

Printed Text Pictorial Materials Oversized Materials

Manuscripts

Library of Congress

300 dpi, 1-bit, JPEG

3,000 to 5,000 pixels

8-bit gray or 24-bit color, JPEG, uncompressed

[Maps] Color: 300 dpi, 24-bit, JPEG

300 dpi, 8-bit gray or 24-bit color, JPEG 5:1 compressed

See Attachment D.

TIFF/JPEG for PHOTOS

• TIFF is a preferable because it provides a higher quality photo. When converting original photos to digital records it is best to use TIFF. No image data is lost during scanning using TIFF. However, the amount of data that can be saved to the database will only allow for 10mb and the data on a TIFF photo is 38mb. So unless the file size is increased we will be using JPEG.

• J.P.G. Photo By Toytoy at English Wikipedia, CC BY-SA 3.0, https://commons.wikimedia.org/w/index.php?curid=9657402

Proposed Storage Backup

• It is important to back-up files so that they are not lost.• The proposed method of backup storage is the external

hard drive already in place at SPCC Carpenter Library

Microfilm

• The proposal does not include using microfilm as a backup.

• It is an option that may be utilized at a later date.• It is less expensive to create a digital record first and then

add the microfilm backup.

Metadata

• The proposal includes providing as much metadata as is available for each scanned document.

• See Attachment E.

FILE MANAGEMENT

• Main Storage—as a LibGuide on the SPCC Library Website.

• Scanned by Library Staff (Operator care and judgement)• Archives to be maintained, access verified, and checked

on a regular basis by library manager’s appointment

OUTSOURCING/IN HOUSE• The proposed method of creating the digital archives for SPCC is an

in house project.• It will be the most cost effective method and allow for learning opportunities.

• The cost will be minimal since it will utilize current personnel and equipment available at the library.

• SPCC will have better control of the quality and type of image that is scanned• The materials will remain more secure, when controlled by library staff.• Allows for changes in policies and procedures as the need arises.See Attachment F for In House recommendations

Example of LibGuide Homepage Part I

LibGuide Home Page Part II

Example of LibGuide Decade 1980s

Attachments

• You are provided with a copy of the attachments, but a copy of each attachment may be found at:

• https://www.taskstream.com/ts/duncan76/AcademicArchives

• Password InService