OVERVIEW OF CURRENT DIGITIZATION PRACTICES - U.S. Environmental ...
OVERVIEW OF CURRENT DIGITIZATION
PRACTICES
A W H I T E PA P E R F O R T H E E N V I R O N M E N TA L
PROTECTION AGENCY
Amy R. Berman
D o n a l d F. E g a n
Alan S. Linden
JULY 2007
Overview of Current Digitization Practices 1
JULY 2007
INTRODUCTION
This paper reviews digitization practices in use today, and emphasizes factors that
may be applicable to library digitization efforts at the Environmental Protection
Agency (EPA). The Stratus team identified these practices through market research of digital library practices used by various government agencies and universities and through reviews of our collective experience with comparable efforts
in both the public and private sectors. This paper includes recommendations regarding technique, cost, and quality of work for digitization of hard-copy library
materials, taking into account the various document types that may be digitized,
including printed text, rare or damaged text, book illustrations, manuscripts, maps
and other oversized items, photographic prints, transparencies, and microfilm.
The paper addresses the following topics:
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Document preparation¡ªthe scanning process
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Processing requirements for scanning, including the types of scanners and
scanning capture software
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Indexing, including assigning and capturing bibliographic data such as
subject terms for cataloging and Online Computer Library Center (OCLC)
services
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Storage and archiving
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Imaging and library standards and policies, including those established by
the American National Standards Institute (ANSI), Association for Information and Image Management (AIIM), American Library Association
(ALA), and Library of Congress
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Industry performance metrics
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Document enhancement software
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Staffing and training requirements.
1
Notice: The views, opinions, and findings contained in this report are those of LMI and
should not be construed as an official agency position, policy, or decision, unless so designated by
other official documentation.
LMI ? 2007. All rights reserved.
DRAFT¡ª3/26/08
1
DOCUMENT PREPARATION
Taking time to properly prepare documents for scanning saves time and money in
the digitization process. When preparing any type of paper document, such as reports or manuscripts for scanning, the following manual steps are typically taken:
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Remove the document from its binder or folder, or separate it from its
binding (to avoid removing the binding from a valuable document, a book
scanner can be used)
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Flatten dog-eared pages and ensure the proper orientation of all pages
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Remove paperclips, staples, sticky notes, and other items attached to the
document
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Insert separator sheets with bar codes between document sections for indexing purposes.
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For document collections containing multiple sizes, grouping by size can
lessen time needed to recalibrate scanners and cameras.
Standard: ANSI/AIIM TR15-1997, Planning Considerations Addressing Preparation of Documents for Image Capture Systems, should be followed when preparing documents for scanning.
PROCESSING REQUIREMENTS
Processing requirements address the choices of software and hardware, such as
scanners, computers and monitors, resolution, speed, single- or double-sided scan,
document delimiters, level of color accuracy, image quality, corrections criteria
and procedures, type of character recognition, format, indexing, and standards regarding metadata.
Standards: ANSI/AIIM TR19-1993, Electronic Imaging Display Devices should
be followed when selecting imaging devices and ANSI/AIIM TR34-1996, Sampling Procedures for Inspection by Attributes of Images in Electronic Image
Management (EIM) should be followed when for sampling rules and quality assurance sampling rules on image quality control.
Scanners
In any digital imaging lab it is essential that the correct scanner be chosen to meet
imaging needs. Several types of scanners¡ªsuch as flatbed, drum, and film scanners¡ªare available. High speed scanners are used for standard paper sizes typically batching documents to optimize scanner use. Libraries that have digitized
library collection materials have found that there is no single scanner that solves
2
all digitization needs and that a variety of scanners are needed to complete digitization tasks spanning multiple formats. The type and condition of a document
drives the scanner selection. For example, a flatbed scanner may be used for fragile, unbound documents or for rescanning, but for non-fragile, unbound items, a
high-speed duplex scanner is optimal. Specialty scanners for bound books are
available though usually at a greater cost.
Scanner selection is based on a number of criteria, including the following:
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Volume (average number of pages and images to be scanned)
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Scanner duty cycle (average number of scans recommended for a scanner
model)
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Need for color, black and white, or gray scale scans
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Resolution and format
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Document size
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Single or double sided (also referred to as simplex or duplex)
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Scanner warranty
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Maintenance requirements.
Table 1 summarizes recommended resolutions and bit depths for various document types. Resolution is measured by dots per inch (dpi). The information in the
table is based on studies published by a few university libraries and government
organizations. 2 The following subsections address three key scanner features in
more detail.
Table 1. Recommended Imaging Requirements
Document type
Resolution
Books (text pages) 400 or 600 dpi (access
quality)
Bit depth
1 bit (black and white bitonal)
24 bit (color)
600 dpi (preservation
quality)
Rare/damaged
printed text
300¨C600 dpi
8 bit (gray scale)
24 bit (color)
2
Digital Library Federation, Benchmark for Faithful Digital Reproductions of Monographs
and Serials, December 2002, Government Printing Office (GPO) Specifications and Metrics for
Quality Control of Converted Content, March 2006, University of Virginia Library, University of
Virginia Community Digitization Guidelines, March 6, 2006, and Western States Digital Standards
Group, Digital Imaging Working Group, Western States Digital Imaging Best Practices, Version
1.0, January 2003.
3
Book illustrations
or figures
Manuscripts
400 dpi (access quality) 8 bit (gray scale)
600 dpi (preservation
quality)
24 bit (color)
300 (larger pages) or
400 dpi
8 bit (gray scale)
300 dpi (with text)
24 bit (color)
300¨C600 dpi
8 bit (gray scale)
24 bit (color, if color present in original)
Maps and other
oversized items
400 dpi
8 bit (gray scale)
24 bit (color)
Standard: ANSI/AIIM MS44-1998, Recommended Practice for Quality Control
of Image Scanners, should be followed to ensure scanner quality control and continued maintenance of an established level of quality.
COLOR, BLACK AND WHITE, AND GRAY-SCALE SCANNERS
Most scanners offer color features because the cost of color scanning has been
radically reduced. In addition, storage costs per gigabytes (GB) have declined rapidly so storage capacity is less of a cost issue than in the past. Color gives a truer
rendition of the document if colors are present in the original. Gray scale can be
used to improve the scanned quality of low-contrast images.
RESOLUTION
Resolution is the ¡°density of pixels captured in the digitization of an image¡± when
digitized. 3 Images of library materials can be captured at anywhere from 300 dpi
to 600 dpi, depending on the nature of the documents. The resolution should be
determined according to the type of document being scanned, with quality of the
image taking precedence. The Library of Congress¡¯s standard is 300 dpi.4 This
resolution is also recommended by AIIM and should be considered as the minimum resolution for EPA scanning.
Bit depth refers to the number of colors that can be displayed. The higher the bit
depth, the more color variation that can be captured and displayed.
FORMAT
Documents are typically stored as Tagged Image File Format (TIFF), Portable
Document Format (PDF), Portable Document Format for archiving (PDF/A), or
Joint Photographic Experts Group (JPEG) files. The preferred format depends on
3
University of Virginia Library, Internal Production Digitization Standards, March 6, 2006.
Fleischhauer, Carl. Digital Formats for Content Reproductions. The Library of Congress.
July 13, 1998.
4
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