Digitisation: The Foundation to Success in Digitisation Projects

1. Digitisation @ Ground Zero: The foundation to success in digitisation projects

2. Content Environmental Consideration - Security of Document Delivery For Scanning & Returning To Storage - Power Supply & UPS - Air-Conditioning & Room Lightings - Work- area, tables & workbenches Staff’s Requirement - Skill & Training Document – Different Types of Document to be scanned Equipment – Choice of Equipment Used Operation & Quality Control Conversion To Microfilm Protection of Investment & Information Security 2

3. Environment Consideration • Document Transportation & Security • Document must be transport at all time in carton boxes & neatly tied bundles for security purposes • Proper Documentation & Inventory List is required • Proper receiving & handling over is required Proper Packing of Document For Transportation Notes Document must be transported in covered vans & trucks with locks Document must be stored in carton boxes or neatly tied bundles for transportation with proper inventory listing on each box for bundle Proper documentation for receiving & handling-over must be recorded Document must be stored in an safe enclosed area or secured room while awaiting for preparation for scanning Confidential documents must be stored in a locked room & handled by only “security cleared” personnel (operators included) All confidential documents must be scanned & handled in enclosed room with no access to other personnel Proper documentation must be recorded for transfer of document to each scanning station & return to central storage area Production area for scanning must be enclosed with proper security access for all 3

4. Environment Consideration • Power Supply & UPS • Sufficient Power Point must be provided – No sharing of Power Point • USP Power Supply should be used • Wires & cabling must be arranged properly Bad Cabling Layout & Power Point Connection Good Cabling Layout & Power Point Connection UPS Power Supply Used Notes Must have 1 power point for each equipment Avoid sharing 1 power point with multiple equipment Need a UPS Supply for each scanner system to handle power fluctuation from source – prevent equipment damage Cabling must be neatly arranged to avoid accidental tripping 4

5. Environment Consideration • Air-Condition & Lightings For Work-areas • Equipment Room must be air-conditioned to protect the equipment • Room must be clean & free from dust • To have proper lighting for the different work-area – Rotary scanning & Large Format scanning Correct Lightings For Rotary scanning area Correct Lightings For Large Format scanning Area Bad Lightings For A2 Face-Up Scanner Area Notes Equipment Room must be air-conditioned to protect equipment from heat & high humidity Room must be clean and free from dust – should be cleaned & vacuumed regularly Work area with Rotary Scanners must be bright Work-area with Large Format Scanner should not have overhead lighting above the equipment Lightings should be individually adjusted & controlled to provide for the correct scanning environment 5

6. Environment Consideration • Tables & Workbenches For Equipment • Workspace must be comfortable for operators • Equipment Table must be rigid & firm • Document awaiting for scanning should be placed on workbenches Rigid & Firm Table Conducive & Comfortable Workspace Sufficient Space & Workbench to Hold Documents Notes : • Floor must be even and leveled • Table for equipment scanners MUST be very rigid & firm • Sufficient workspace for staff to operate the equipment • Sufficient space & workbenches to hold the documents • Workspace to be conducive & comfortable 6

7. Staff Requirement • Important to have the right staff to efficiently manage the project • The function of each staff is important for the smooth operation • The following staff will be required : • - Project Manager / Supervisor – to oversee the project & operation • - Support Staff – to co-ordinate all the support function for the project • - Operators - to do the actual production & operate the equipment • - QC Operators – part of the production staff • - Vendor(s) – To provide the technical support & maintenance of the equipment • Operators • To prepare documents prior to scanning • To operate the equipment • To ensure image quality during scanning • To do housekeeping & clean equipment\ • Vendor(s) • To provide technical support & consultation • To ensure equipment functionality & reliability • To provide on-going training to staff • Users • To co-ordinate with production centre for timely • delivery & collection of documents & DVDs / • microfilms • To ensure proper security for handling & • transportation of documents • To work closely with production centre on any • problem arises with the project Notes : Project Manager / Supervisor To oversee the total project and operation To ensure work discipline at workplace To ensure good productivity & quality control of work output To work with vendor(s) on equipment performance To prepare project reports To ensure proper security for handling & transportation of documents Support Staff To receive & check in-coming documents & files for scanning To assign documents to operators for scanning To ensure documents are returned in good order to users after scanning To co-ordinate with project manager / supervisor on project schedule Quality Control Operators To check quality of scanned images from various scanning stations to ensure they meet quality expectation To organize the finished product and store them in the respective media To liaise with the operators for any re-scan of rejected images 7

8. Staff Skills & Training • Need to hire staff with the correct skill and work attitude • Comprehensive training must be provided to all staff to equip them with right skill & knowledge • Good workplace policy & regulation must be in-place to ensure smooth operation & high productivity Notes : Operators need the following skills & training : Basic IT knowledge to operate PC Workstation Basic color management knowledge for scanning color documents Training & understanding on document preparation Training to proper handling & operation the equipment Training on proper housekeeping & basic maintenance of equipment Training on quality expectation of images from the scanner Training & understanding on workflow & schedule Discipline to maintain a clean, tidy & neat workplace Discipline on NOT using PC workstation for other purposes, e.g playing computer games, loading unrelated software, etc 8

9. Choice of equipment to select: - Depend on type of document to scan - Quality expectation Selection of Scanning Equipment

10. A3 & A4 Loose Document Scanning • Document are scanned in black & white, 200 dpi to 300 dpi optical resolution • All staples must be removed from the document • Document must be place straightly on the feeder • Operator must clean Imaging Guides regularly • Regular equipment housekeeping & maintenance is important to produce good quality images A4 & A3 Loose Document Scnning Operator removing staples Notes : General records & files, text documents - newer & good conditioned paper Document are scanned in black & white, 200 dpi or 300 dpi, & compressed tiff format – to reduce file size Scanner Capture Software provides auto cropping, border removal, de-skewing, de-speckling, auto threshold & contrast adjustments, etc. Scanned images require very little post-scan processing Rotary scanners are used for fast scanning & high productivity output 10

11. Rotary Scanner • Has Auto Document Feeder for high volume fast scanning • Capture Software is available for most Rotary ScannersImag • Model of scanner to select will depend on daily volume to scan Low to Mid Volume Scanner Mid Volume High Speed Scanner High Volume High Speed Scanner • 30 to 80 pages per minute • depending on model selected • 600 dpi optical resolution • Up to 150 sheets paper Auto Feeder • 80 to 120 pages pages per minute • 300 dpi optical resolution • Up to 500 sheets paper Auto Feeder • 120 to 180 pages per minute • 300 dpi optical resolution • Up to 500 sheets paper Auto Feeder Notes • Suitable for high speed scanning of loose documents up to A3 size • Able to scan in color, grey-scale or black & white depending on the model • Capturing Software comes with Scanner provides auto cropping, auto de-skewing, border removal, image enhancement etc • Has Auto Document Feeder for fast scanning • NO Color Profile Management Software 11

12. Manuscript & Heritage Document Scanning • Special care is required to handle the document • Document should be scanned in color, 600 dpi optical resolution, uncompressed file format & with ICC Color Profile for long term preservation of the digital images • Operator should wear gloves when handling the document • Document must be pressed flatly on the Glass Plate during scanning • Glass Plate must be cleaned regularly & free from dust Document Flatly Pressed on Glass Plate Document Not Flatly Pressed on Glass Plate Heritage Document Scanning Notes : Very old & fragile documents , need special handling Some of the text may be faded, very light & cannot be read Documents to scan in Color, 600 dpi, Uncompressed Tiff format if long term preservation of digital images is required Documents MUST be scanned with ICC Color Profile for long term preservation copy - this is critical to scan the “True Color” of the document and to have “True Color” reproduction in future Scanned images require post-scan image processing & QC to ensure that the expected image quality is met An experienced operator with good knowledge, understanding & training in Color Management skill is necessary to handle the scanning & post-scan quality control A second copy in other format, e.g pdf, 300 dpi can be created for easy retrieval, access and viewing purposes. 12

13. A2 Face-Up Scanner Microbox Book2Net A2 Scanner (With Motorized Book Cradle) Zeutschel OS 12000 A2 Scanner Zeutschel OS 14000 A2 Scanner Zeutschel OS 550 A2 Scanner • Most A2 Scanners has No Motorized Book Cradle or 90 degrees Book Handling Kit • Most A2 Scanners has No Color Profile Management Software • Important to choose a A2 Scanner with Glass Plate option NOTES • Able to scan in color, grey-scale or black & white • Optical Resolution from 300 dpi to 600 dpi depending on model of scanner • Only very few brands of scanner has Color Profile Management Software. • Most brands & models have only simple mechanical & manual Book Cradle – unable to handle old & fragile bound books which cannot open more than 90 degrees for scanning, otherwise the spine of the book will be damaged • Uses LED Lights – very low illumination level & will not be harmful to the documents especially old & fragile documents • Scanner selected MUST have a Glass Plate to hold the document flat during scanning 13

14. Bound Volume Document & Rare Book Scanning • Special care is required to handle the Rare Book • A 90 degrees Book Holder& Motorized Book Cradle must be use to hold the book • Document should be scanned in color, 600 dpi optical resolution, uncompressed file format & with ICC Color Profile for long term preservation of the digital images • Area of Book to scanned must be pressed flatly on the Glass Plate during scanning • Glass Plate must be cleaned regularly & free from dust Bound & Rare Books Scanning Notes : - Books may be very old & fragile, need special handling Cannot open more than 90 degrees otherwise spine will break Some of the text are very near to the gutter & spine Documents to scan in Color, 600 dpi, Uncompressed Tiff format if long term preservation is required Documents MUST be scanned with ICC Color Profile for long term preservation copy - this is critical to scan the “True Color” of the document and to have “True Color” reproduction in future Scanned images require detailed post-scan processing & QC checks to ensure that the expected image quality is met An experienced operator with good knowledge, understanding & training in Color Management skill is necessary to handle the scanning & post-scan quality control A second copy in other format, e.g pdf, 300 dpi can be created for easy retrieval, access and viewing purposes. 14

15. A1 Face-Up Scanner • Most A1 Scanners come with Motorized Book Cradle or 90 degrees Book Handling Kit • Most A2 Scanners has Color Profile Management Software • An A1 Scanner is recommended for scanning Bound Books Rare Books where the Book CANNOT open more than 90 degrees Zeutschel OS 10000 A1 Scanner Zeutschel OS 14000 A1 Scanner Notes : • An A1 Face Up Scanner with Motorized Book Cradle & Glass Plate is required to handle the Bound Volume Books gently even for Heritage Books & Bounded Documents of A4 & A3 sizes. • A 90 degrees Special Book Handling Kit must be used to prevent the spine of the bound volume to be damaged. • Able to scan in color, grey-scale or black & white • Optical Resolution from 400 dpi to 600 dpi depending on model of scanner • Scanner MUST have ICC Color Profile Management Software. • Uses LED Lights – very low illumination level & will not be harmful to the documents especially old & fragile documents 15

16. Large Document Scanning • A Motorized Book Cradle is required to hold the large document FLAT to the • Glass Plate • Document should be pressed & iron to flatten the crease • Document should be scanned in color, 600 dpi optical resolution, uncompressed file format & with ICC Color Profile for long term preservation of the digital images • Glass Plate must be cleaned regularly & free from dust Large DocumentScanning Pressing ofDocument Notes : Usually A1 or A0 sizes, some documents may be old & fragile Texts & lines may be very detailed & in color Documents to scan in Color, 400dpi to 600 dpi and Uncompressed Tiff format for long term preservation copy. Documents MUST be scanned with ICC Color Profile for long term preservation copy - this is critical to scan the “True Color” of the document and to have “True Color” reproduction in future For AO sized documents, can only scan in 300 dpi to 400 dpi due to the very large file size of about 500MB or more Scanned image file size is very large, thus a very high end PC Workstation with a fast processor, large RAM memory & large capacity Hard Disk is required Scanned images require very detailed post-scan processing & QC to ensure that the expected image quality is met. Scanning and QC productivity will be low 16

17. A0 Face-Up Scanner • All A0 Scanners come with Motorized Book Cradle, Glass Plate & 90 degrees Book Handling Kit • All A0 Scanners has Color Profile Management Software SMA 6650 A0 Scanner Zeutschel OS 11000 A0 Scanner Zeutschel OS 14000 A0 Scanner Notes: • An A0 Face Up Scanner with Motorized Book Cradle & Glass Plate is required to handle the large sized documents gently • A 90 degrees Special Book Handling Kit must be used to handle bound volume large documents • Able to scan in color, grey-scale or black & white • Optical Resolution from 400 dpi to 600 dpi depending on model of scanner • Scanner MUST have ICC Color Profile Management Software. • Uses LED Lights – very low illumination level & will not be harmful to the documents especially old & fragile documents 17

18. Quality Check For Digital Images • Quality checks for all scanned images required, especially those required for conversion to microfilm Quality check of scanned images Notes : Ensure that all digital images are sharp, clear Background should be “clean” with minimal speckles & “noise” All scanned image are organized in the same orientation Ensure that there are no “black lines” along or across the scanned images. Instruct scanner operator to clean the Imaging Guides & Glass Plate regularly & replace them if scratched All scanned images should have just a 1mm to 2mm border. This is to indicate the actual size of the original document All the scanned images has straight edges without any waviness. Ensure that the scanned images are in the correct sequence as the original documents 18

19. The best protection for information & records for long term preservation is to store them on MICROFILM The life expectation for microfilm is 500 years if processed & stored in a proper environment 19

20. Conversion Of Digital Images to Microfilm Conversion of A3 & A4 sized Digital Image to 16mm Microfilm Conversion of Large Format Digital Images t to 35mm Microfilm All digital images and records intended for long term preservation should be convert to microfilm. A4 & A3 sized images from record files are to be converted to 16mm microfilm rolls A2 to A0 Large Format images are to be converted to 35mm microfilm rolls 20

21. 16mm & 35mm Archive Writer 2 Types of Archive Writer available - 16mm Archive Writer for converting A4 & A3 images to 16mm microfilm - 35mm Archive Writer for converting A2 & A0 images to 35mm microfilm 16mm Archive Writer 35mm Archive Writer Notes : For 16mm Archive Writer All digital images are A3 size & below, black & white & in tiff format Need to convert all other formats’ images to black & white, tiff format Ensure that the maximum file size per image is limited to 1.2MB Check the exposure of the equipment is set correctly before starting to write the digital images onto the microfilm Check that the resolution & density of the equipment meet the required specification Do the necessary housekeeping to maintain the equipment in good working condition For 35mm Archive Writer Check all images are in the correct formats acceptable by the Archive Writer Convert all other un-accepted formats to an accepted format, e.g pdf or tiff Ensure that the maximum file size per image is limited to 200MB Check that the exposure of the equipment is set correctly before starting to write the digital images onto the microfilm Check that the resolution & density of the equipment meet the required specification Do the necessary housekeeping to maintain the equipment in good working condition 21

22. Protection For Silver Halide Master Microfilm The Life Expectation for Microfilm Will Be Drastically Shorten & Microfilm Will Be Damaged if: • NOT processed properly & has HIGH Residual Thisulphide level • Stored in Non 24 hours Air-Conditioned, High Temperature & Humidity area Damaged Microfilm Rolls Notes : Microfilm can be damaged if : They are not properly processed & has HIGH Residual Thiosulphide level - failed Methylene Test No Brown Toning is done to the processed microfilms to protect them from REDOX deterioration Poor storage room with high temperature & humidity No 24 hours air-conditioning – moisture & condensation present Defective or poorly maintained air-condition system for the storage room Door to Storage Room open too frequently for unnecessary access Temperature & Humidity of storage room fluctuates too much Microfilm Storage Boxes not covered tightly & attracts moisture, dust, chemicals etc Storage room wrongly designed & near to areas where heat, water, moisture, dust, chemicals, etc are present e.g near toilets or pantry areas 22

23. Quality Assurance & Protection For Microfilm Storage For Microfilm Methylene Test For Microfilm Brown Toning For Microfilm Silver Halide Master Microfilm For Long Term Preservation Processed Silver Halide Master Microfilm must be tested for Residual Thiosulphide with Hypo or Methylene Blue Test Brown Toning is necessary & strongly recommended to protect the microfilm from Redox Deterioration All Silver Halide Master Microfilm for Long Term Preservation must be stored in Proper Controlled Storage Environment 23

24. Good Storage Environment For Silver Halide Microfilm The Life Expectation for Microfilm is 500 Years if store in a Proper Controlled Environment Proper Storage of Microfilm in a Controlled Environment Monitoring System For Temperature & Humidity Notes : Requirement for a Good Microfilm Storage Room Must be “Fire Proof” Vault or Storage Room 24 hours air-conditioned with controlled temperature & humidity Temperature must be below 19 degrees Celsius Humidity must be below 45% Special filter for air-condition system to filter off dust, fumes, chemical, moisture, etc Door must be closed & locked at all time except for personnel access Temperature & Humidity of storage room must be monitored & recorded at all time & immediate action must be taken for sudden fluctuation Microfilms must be kept in Acid Free Boxes, tightly covered & neatly placed in storage racks or in cabinets Storage room must be designed away from areas where , heat, water, moisture, dust, chemicals, etc are present 24