Digitization

There are many great reasons to digitize departmental and organizational records. Digitization may consolidate disparate files, improve discoverability, (e. g. searches), and mitigate loss of information due to deteriorating physical originals. This page includes guidance on best practices before, during, and after any digitization effort.

The archivists within Archives and Special Collections are experts at digitization and preservation of materials. Before the onset of any digitization project, please take the opportunity to discuss your plans with an archival staff member. Below are functional aspects to consider when undertaking any digitization project.

Considerations prior to beginning any digitization project

  1. Have I documented a digitization project plan for present use and future reference?
  2. Do I have a good inventory of the items I want to digitize?
  3. Do I have appropriate resources (staff, time, equipment) to digitize these items?
  4. How do I want to organize the digital files? Do I have a good naming system, metadata, and organizational structure that anyone could understand?
  5. Where will I store the digital files? Do I have a long-term plan for storing the files? Do I have a plan for back-ups and digital preservation?
  6. Destruction of originals is not best practice. Where will I store my originals once they are scanned? Do I want to donate them to Archives and Special Collections?

Summary

Before beginning any digitization activities, review and prepare the physical arrangement of the materials. A good file arrangement often translates into a useful starting point for creating digital file structures and unique file names and identifiers.

Digitization takes time and resources. The total volume, formats, equipment, and metadata all influence the length of any digitization project.

It is important to ensure the metadata, digital file, and physical original can all be related to one another; to do so, use the file name or another unique identifier to maintain that relationship.

Consult with the University Archives and Special Collections before destroying any records regardless of digitization plans or completion. The Archives is happy to answer any questions and help preserve the history of the university.