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D g tal Drive @ the Jewish General Hospital Arch ves

D g tal Drive @ the Jewish General Hospital Arch ves. Linda Lei, Archives Consultant for the GLIS 642 Preservation Management at the School of Information Studies, McGill University February 17, 2010. D g tal Drive @ the JGH Arch ves Before the digitization. Sybil Cadloff

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D g tal Drive @ the Jewish General Hospital Arch ves

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  1. D g tal Drive@ the Jewish General Hospital Arch ves Linda Lei, Archives Consultant for the GLIS 642 Preservation Management at the School of Information Studies, McGill University February 17, 2010

  2. D g tal Drive @ the JGH Arch ves Before the digitization • Sybil Cadloff • Librarian, Volunteer Archivist • c. 1984 – c. 2003 • Nature of the JGH Archives • 1929 to beginning of the 21st century • Holdings • 30 feet of textual materials (A/R, minutes, correspondence, news clippings, legal documents, etc.) • Approx. 5 feet of photographs; 3 boxes from PA&C • 2.5 inches of negatives • 5 VHS tapes and 20 research tapes for the history book of JGH • 2 boxes of 35mm slides, donated by PA&C • 2 boxes of hospital brick pledges, donated by Foundation • Original finding tools • 1 box of catalog cards • 2-page section list compiled in the 1980s.

  3. D g tal Drive @ the JGH Arch ves Launch of Digitization (1/2) • Preliminary works, 2006 • Inventory hierarchy • Project proposal • Back in the business, 2007 • Submission of formal business plan • Planning and database selection, 2008 • Prioritization: images first • Digitization begins • Database installation • Resubmission of business plan • Major undertakings, 2009 • 75th anniversary – traveling exhibit • Database-driven website in progress

  4. D g tal Drive @ the JGH Arch ves Launch of Digitization (2/2) - Timeline Event 1 Scan of photos and brick cards Event 8 JGH Legacy Lectures Event 6 Exhibit: Text preparation; Display system design Event 10 French translation Event 3 Cataloging starts; Watermarking 2008 Apr. Jul. Oct. 2009 Apr. Jul. Oct. 2010 Event 11 Website design ongoing Event 4 Database Customiza-tion; French cataloging Event 7 Exhibit: Graphic design; Liaisons Event 2 Database installation; Intropage design Event 5 Exhibit: photo selection Event 9 Finding aids for smaller collections

  5. D g tal Drive @ the JGH Arch ves Digitization (1/3) – Scanning (1/2) • Equipment • Flatbed scanner HP ScanJet 5590 with TMA for scanning 35mm negatives and slides • Pros: easy to use, economic, searchable PDF output format • Cons: slow when higher resolution is selected, limited working area • Objects: photo prints, 35mm negatives, slides, and brick cards • Scanning specifications: • Resolution (Dots per inch (dpi)) : 300 dpi • Default color depth (also called Bit Depth): 24 bit, millions of colors • Default image size: original size. N.B. 6 X 4 inch for 35mm negatives and slides • Common output formats: • Images • .tiff for archival storage • .jpeg for web-deliverable images • Full-size images: portrait-oriented: 650 px on short side with a proportionally scaled long side; landscape-oriented: 1000 px on long side with a proportionally scaled short side • Midsize images (for individual record display) • Thumbnails (for record group display) • Documents: searchable PDF for documents (Tribute book), more research is needed

  6. D g tal Drive @ the JGH Arch ves Digitization (1/3) – Scanning (2/2) • Watermarking: Adobe Fireworks • Storage media: • Hospital’s server, DVD-R, DVD-RW and external hard drive • CD-R for delivery • Collaboration with other departments: A/V (photographing, VHS tape digital conversion, Photoshop retouch, etc. ) and Medical Records • Useful resources: • Kalfatovic, Martin R., 1961-   Creating a winning online exhibition : a guide for libraries, archives, and museums / Martin R. Kalfatovic.    Chicago :   American Library Association,   2002. • Stielow, Frederick J., 1946-   Building digital archives, descriptions, and displays : a how-to-do-it manual for archivists and librarians / Frederick Stielow.    New York ;   London :   Neal-Schuman Publishers,   c2003.

  7. D g tal Drive @ the JGH Arch ves Digitization (2/3) – Database (1/4) • Database: Archives Online (AO) • Add-on application to the existing Inmagic CS/Textworks for archival accessions and descriptions • City of Richmond Archives, 1995, further enhanced and developed by Andornot • Customization with more French fields • Demo of searching in AO • Special features: Inventory (images), Inventory (hierarchy) • Thesauri for cataloging: • In use: Getty AAT and MeSH by NLM • Others: LCSH and British Columbia Thesaurus • Useful resources: • Review of archives management software by Council of Nova Scotia Archives • Archivist’s Toolkit by AABC

  8. D g tal Drive @ the JGH Arch ves Digitization (2/3) – Database (2/4)

  9. D g tal Drive @ the JGH Arch ves Digitization (2/3) – Database (3/4)

  10. D g tal Drive @ the JGH Arch ves Digitization (2/3) – Database (4/4)

  11. D g tal Drive @ the JGH Arch ves Digitization (3/3) – Website & Online search interface (in progress) • Demo the JGH Archives • Intropage • Keyword search • Search by collection • Finding aids: hierarchical display of finding aids for 3 collections with series descriptions • Electronic reference book: Your Tribute Everlasting • To integrate: intropage, online version of the traveling exhibit, links to other archives • Photograph reproduction • e-Delivery: FTP solution • Online shopping cart: TBD

  12. D g tal Drive @ the JGH Arch ves Lessons Learned • Funding • Time management • Delays caused by unforeseen circumstances • Budget • Revision, revision and revision, until after the deadline of submission. • Staff recruitment

  13. D g tal Drive @ the JGH Arch vesAfter launching the JGH Archives website • Continuing with larger collections • Arrangement and preservation • Digitization of textual materials and artefacts • Themed displays • More outreach

  14. D g tal Drive @ the JGH Arch ves Contact: Linda (Da) Lei, MLIS Archives Consultant Jewish General Hospital 514-340-8222 Health Sciences Library Local: 3277 Pavilion A, room 200 dlei@jgh.mcgill.ca 5750 Côte-des-Neiges Montréal, Québec H3T 1E2 www.jgh.ca 14

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