How can you create digital surrogates of fragile archival materials?

1 Assess the condition and suitability of the materials

Before you start digitizing, you need to evaluate the physical condition and the intellectual property rights of the materials you want to create digital surrogates of. Some materials may be too fragile, damaged, or sensitive to be scanned or photographed, and may require conservation treatment or special handling. Others may have copyright or privacy restrictions that limit their reproduction and dissemination. You should consult with the owners, donors, or creators of the materials, as well as with professional guidelines and codes of ethics, to determine the feasibility and legality of creating digital surrogates.

2 Choose the appropriate equipment and software

The next step is to select the equipment and software that will best capture the quality and characteristics of the materials. Depending on the format, size, and condition of the materials, you may need different types of scanners, cameras, lighting, and accessories. You should also choose the software that will allow you to edit, enhance, and convert the images or files into suitable formats for online delivery. You should follow the best practices and standards for digital imaging and preservation, such as resolution, color management, compression, and metadata.

3 Prepare the materials and the workspace

Before you start digitizing, you should prepare the materials and the workspace to ensure a smooth and safe process. You should clean the materials gently and remove any dust, dirt, or debris that may affect the image quality or damage the equipment. You should also organize the materials in a logical order and label them clearly. You should set up the workspace in a clean, dry, and secure area, with adequate ventilation, lighting, and power supply. You should also protect the materials and the equipment from environmental hazards, such as heat, humidity, dust, or sunlight.

4 Digitize the materials

The digitization process involves capturing the images or files of the materials using the equipment and software you have chosen. You should follow the instructions and settings of the equipment and software carefully, and check the quality and accuracy of the images or files as you go. You should also handle the materials gently and carefully, and avoid any actions that may cause stress, damage, or distortion to them. You should keep track of the progress and any issues or errors that may occur during the digitization process.

5 Process and store the digital surrogates

After you have digitized the materials, you need to process and store the digital surrogates in a way that ensures their long-term preservation and accessibility. You should edit and enhance the images or files using the software you have chosen, and apply any corrections, adjustments, or filters that may improve their quality or usability. You should also convert the images or files into formats that are compatible with the online platform or system you will use to deliver the digital surrogates. You should also create and attach metadata to the digital surrogates, which are descriptive and technical information that help identify, organize, and manage them. You should store the digital surrogates in a secure and reliable location, such as a server, a cloud, or a digital repository, and back them up regularly.

6 Deliver and promote the digital surrogates

The final step is to deliver and promote the digital surrogates to the intended users and audiences. You should upload the digital surrogates to the online platform or system you have chosen, and make sure they are accessible and functional. You should also provide adequate information and guidance to the users, such as catalog records, finding aids, user manuals, or tutorials. You should also promote the digital surrogates through various channels, such as websites, social media, newsletters, or events, and encourage feedback and engagement from the users. You should also monitor and evaluate the use and impact of the digital surrogates, and make any improvements or updates as needed.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?