- Planning and Preparation
- Define Objectives: Decide what materials to digitize (books, journals, theses, manuscripts, etc.) and why (preservation, accessibility, etc.) Select Materials: Prioritize rare, fragile, or frequently used documents. Obtain Permissions: Ensure copyright and legal clearances for digitization and online access.
Infrastructure Setup:
- High-quality scanners (flatbed, overhead, or book scanners)
- Computers with image editing and metadata software
- Storage devices and backup systems
2. Material Handling:
- Condition Assessment: Check the physical condition of each document.
- Cleaning and Repair: Dust or repair fragile items before scanning.
- Labeling: Assign a unique ID or Barcode to each item for tracking.
3. Scanning / Image Capture:
Scanning Equipment: Use a flatbed or overhead scanner depending on the item type.
Resolution & Format: Scan at 300–600 DPI (depending on document type); save in TIFF or PDF format.
File Naming Convention: Use standardized names (e.g., BookID_PageNo).
Quality Control: Check each scanned image for clarity, alignment, and completeness.
4. Image Processing:
- Editing: Crop, deskew, and enhance contrast for readability.
- OCR (Optical Character Recognition): Convert images to searchable text if applicable.
- File Conversion: Create multiple formats (PDF, JPEG, ePub, etc.) for accessibility.
5 Metadata Creation
- Cataloguing: Add bibliographic details — title, author, subject, publication year, etc.
Technical Metadata: Include scanning settings, file type, and date
Descriptive Metadata: Summary, keywords, and access rights.
6. Storage and Backup
Primary Storage: Save master files on secure servers.
Backup: Maintain at least two backups (external drive and cloud).
File Management: Organize using folder structures and indexing.
6. Storage and Backup
Primary Storage: Save master files on secure servers.
Backup: Maintain at least two backups (external drive and cloud).
File Management: Organize using folder structures and indexing.
- Access and Retrieval
Digital Repository Setup: Upload to an institutional repository, library website, or digital library platform (like D Space or Greenstone).
User Interface: Provide search, browse, and download features.
Access Control: Set permissions (open access, restricted access, etc.).
8. Quality Assurance and Review
Periodic Audits: Regularly verify file integrity and metadata accuracy.
User Feedback: Collect and act on feedback for improvements.
System Updates: Upgrade storage and software as needed.
8. Quality Assurance and Review
Periodic Audits: Regularly verify file integrity and metadata accuracy.
User Feedback: Collect and act on feedback for improvements.
System Updates: Upgrade storage and software as needed.
9. Maintenance and Preservation
Digital Preservation: Use formats and media suitable for long-term access.
Migration Strategy: Plan to migrate data to new formats over time.
Regular Backups: Schedule automated backups and integrity checks.
