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USLT LIBRARIES: DIGITAL ARCHIVES

Digitization Room

Introduction to Digital Archives
'''Nobody really knows how much information there is in the world. According to one extremely rough estimate, if you took every book, newspaper, magazine, TV and radio programme, every music album, every handwritten letter, every filled-away document and every other piece of recorded data in existence, and you stored them all on computer hard drives, the amount of disk space you would need would be somewhere in the region.'''

Digital Preservation
'''Digital Preservation is a phrase that is thrown about frequently in the archives and library world. And responsibility for saving our era from being known as the “Digital Dark Age” has fallen to us. But, do you really understand what it means?''' '''Digital preservation can be understood as the series of managed activities necessary to ensure continued access to digital materials for as long as necessary It combines policies, strategies and actions to ensure access to reformatted and born digital content regardless of the challenges of media failure and technological change. The goal of digital preservation is the accurate rendering of authenticated content over time'''

Need and Purpose

 * To digitize institutional documents to preserve them both printed digital format
 * Containing primary sources of information (typically letters and papers directly produced by an individual or organization) rather than the secondary sources found in a library(books, periodicals, etc.).
 * Having their contents organized in groups rather than individual items.
 * Having unique contents.

Staff Background
http://www.youtube.com/watch?v=zbfFP5tXrRQ&feature=youtu.be (the interview)

'''The Director of Digital Archives is Mr. Michael Angelo Barsabal. He lives in Lecaros Extension, Ugac Sur, Tuguegarao City. He graduated in University of Saint Louis Tuguegarao and he took Bachelor of Science in Information and Technology. He started working in USLT as a Technical Section Staff in September 2010. He promoted as a Technical Section Staff to Digital Archives last June 2011.'''

Objectives

 * Integrating different content providers
 * Developing digital preservation mechanism

Purpose
'''An IT system and its supporting organization established for the digital preservation of information and data assets over extended periods of time, generally greater than 10 years. A digital archive is not a tier of storage or a special class of storage. Rather, what distinguishes a digital archive is that it is a policy-based system with content management, policy management, and preservation services that define and control the supporting ingestion, database, infrastructure, storage, auditing, migration, and access mechanisms, operating within an organization supporting these practices.'''

Policies

 * Digital Collection Development Policy: This document is modeled after the original policy document. It describes types of digitization projects, defines a “digitization advisory group” that decides what projects to do and who will be part of the projects, as well as project selection criteria.
 * Digital Project Life Cycle: This document describes the process of identifying and implementing a digital project. Team roles are described, as well as technical and metadata specs (still in development).
 * Digitization Project Proposal: This is a very short form that groups can fill out to propose a digital project to the “digitization advisory group.”
 * Project Proposal Checklist: This is the checklist that the “digitization advisory group” would use to help the group decide on and prioritize digitization projects. Adapted from Syracuse University Library’s “Digital Library Project Proposal Checklist.”

Patron
'''NOTE: Before you will borrow books or yearbooks in Digital Archives, you need an approval to the person who are assigned in the office of Digital Archives. Only those person inside the University who can use it.'''
 * Registrar Office(Special Order of Forms and TOR)
 * Library Database Administration
 * Sir Michael Pinto (Director of Libraries)

Digital Archives Tools

 * Software Editing (Photoshop)
 * Multi Feed/Document Scanner
 * Flatbed Scanner
 * Scissor
 * Ruler
 * Cutter

FlatBed Scanner
'''A flatbed is a type of scanner or copier that uses a flat, glass surface for scanning documents or other objects. Most flatbed scanners have an adjustable lid that can be raised to allow magazines, books, and other thick objects to be scanned. This is a significant benefit over sheet-fed scanners or copiers (sometimes referred to as automatic document feeders, which can only accept paper documents.'''

'''Flatbed scanners and copy machines range in size from standard letter size (8.5"x11") to legal size and beyond. For example, a scanner used to scan architectural blueprints may be the size of several letter-size scanners. Because of their large size capacity and ability to scan thick objects, flatbed scanners are more versatile than sheet-fed scanners. However, they cannot automatically feed pages into the scanner, which means scanning multiple pages can be a time-consuming process. For this reason, some scanners and copy machines include both a flatbed scanning surface for large or thick objects, and an ADF for feeding multiple pages at once.'''



MultiFeed/Document Scanner
'''Scanning jobs differ from batch to batch or from day to day, especially in a production environment where 50,000 documents and more need to be captured every day. Commonly, actual scanning processes need to cope with envelopes, sticky notes, affixed photo images and alike. This scanner features an intelligent multi-feed ignore function that allows the operator to easily adjust the scanners multi-feed detection properties on demand. This function provides three convenient modes to be selected. Manual mode will prompt the user to check the document status every time a multi-feed is detected. Two automatic detection modes will let the operator store either a detected attachment pattern or a maximum length of attachments upon detecting the first incident of such documents. Subsequent documents with similar attachments will then no longer unintentionally interrupt the scanning process. Both automatic modes support continuous processing of even documents with multiple attachments. Sheets causing multi-feed alerts are transported to the stacker zone.'''

Steps in Digitizing the material

 * Scan-	to read (data) for use by a computer or computerized device, especially using an optical scanner.
 * Resize- modify the size of a print advertisement to conform to the space units of different publications; also called rescale.
 * Edit- to select, correct, arrange, etc.
 * Upload- it is sending a file from your computer to another system.

External Resources:

http://libraries.usl.edu.ph

http://www.youtube.com/watch?v=zbfFP5tXrRQ&feature=youtu.be