Transcript Digital Workflow Management - South Central Regional

Scanning Made Real
Apply your skills &
implement your workflow!
Course Overview
• Project Planning
– Guiding Principles & Strategies
– Phase 1- Setting the Stage
– Phase 2- Scoping the Project
– Phase 3- Implementing the Workflow
• Hand’s On Session
– Color Management
– Photoshop Tools
– Sample Workflow for Preservation Scanning
• Online Resources
Plan
Update
Select
Copyright
Archive
Store
Prepare
Project
Overview
DRM
Digitize
Publicize
Process
Assess
Metadata
Deliver
Interface
System
Guiding Principles
• A well-planned project will have a significant
impact on the efficiency of your workflow and
operation
• Document all aspects of the project in central
space accessible to all
• Be realistic in your estimates for timeline &
budget
• Establish clear lines of communication
• Define roles & responsibilities, but avoid single
points of failure
• Secure institutional support for preservation
projects before starting
Phase I- Set the Stage
 Define Goals, including
Desired outcomes for source material
Functional requirements for digital assets
 Determine selection criteria
 Assess copyright
 Assess physical characteristics of material
 Define audience; establish use cases
 Determine preservation plan
 Secure funding
Define Goals of Project
– What are the benefits to having the
material digitally available?
– Is your main goal to make the material
more widely available (access) ?
– Are you looking to replace or
supplement originals (preservation)?
– Are you looking for both access &
preservation?
Define outcomes
Desired outcomes for the source materials
• Do you want to limit future access to source
materials?
• Do the objects need conservation treatment?
Functional requirements for the digital
reproductions
• What kind of access do you need to provide to
the material?
• How will the material be used?
– Different goals/outcomes determine
scope of digitization project, for
example:
• Access-only digitization
• may lower scanning requirements
• require less long-term planning (depending on
project)
• lower overall costs of project
• Preservation digitization
• will require a robust archiving system
• may require conservation treatment
• may increase your scanning requirements (higher
dpi, etc)
• will require institutional support
Determine Selection Criteria
• Support learning,
teaching, and research
• Increased accessibility
• Exhibitions/publications
• Space savings
• Promoting collections
• Support new forms of
use
• Preservation
– Reduce wear and tear
– Reformatting tool
Assess Copyright
• Copyright can derail digitization
• Investigate public domain status and
calculate ROI on seeking permissions
Copyright
• Copyright Term and the Public Domain in the
U.S.
– http://www.copyright.cornell.edu/training/Hirtl
e_Public_Domain.htm
• Copyright Office
– http://www.copyright.gov/records/
• Copyright Renewal Records
– http://www.scils.rutgers.edu/~lesk/copyrenew
.html
• WATCH File
– http://tyler.hrc.utexas.edu/
Assess physical characteristics
– Assess physical collection;
handling requirements;
conservation requirements
– Determine format (slides/
negatives/monographs, etc)
– Color
– Size
– Quality (will influence dpi)
Assess collection metadata
• Any existing metadata that can be
utilized?
• Collection or item level data?
• What are the discovery and search
requirements?
• What schema will you use?
Define audience
– Consider possible use cases
– Explore delivery options based on user
needs
– Explore metadata options based on
user needs
Determine preservation strategy
–
Long-term preservation - Continued access to digital
materials, or at least to the information contained in
them, indefinitely.
–
Medium-term preservation - Continued access to
digital materials beyond changes in technology for a
defined period of time but not indefinitely.
–
Short-term preservation - Access to digital materials
either for a defined period of time while use is
predicted but which does not extend beyond the
foreseeable future and/or until it becomes inaccessible
because of changes in technology.
Secure Funding
– Possible sources: grants, foundations,
special interest groups
– Consider long-term maintenance costs
– Establish institutional commitment
beforehand
Phase 1 Documentation
Goals / Outcomes
Selection Criteria
Rights
Physical condition (assessment)
Metadata assessment
Audience / Use cases
Preservation Strategy
Funding
Phase 2: Scope the Project









Determine material requirements,
including conservation needs
Set Imaging Parameters
Define Master vs. Access Images
Determine Quality Control Metrics
Determine Storage Requirements
Set Metadata Requirements
Determine Delivery Method
Establish Preservation Plan
Project Assessment
Preparation
•
•
•
•
Conservation
Disbinding
Tagging
Organizing physical volumes, slides,
etc.
• Safe handling and storage directions
• Metadata analysis
Digitization
Benchmark image requirements–
align technical requirements to project goals
–
–
–
–
–
–
–
Resolution / PPI-DPI
Bit-depth
Threshold
Color Space / Color Profiles
File Formats
Compression Techniques
Filenaming
Image Processing
– Master vs Access Files
• Dpi
• Color space
• File formats
– OCR
– Derivative creation
• Static or multi-resolution formats
• On-the-fly conversion
• Batching
Scanning methodology
– Capture device
• One size doesn’t fit all- flatbed, overhead,
bound book, slide/film scanner
– Scanner settings
• Document type
• Exposure (auto exposure or no?)
• Quality
• ICE or ROC?
• Color management (on or off?)
Quality Control
Key factors in image quality assessment:
– resolution
– color and tone
– overall appearance
Procedures
– Consistent approach
– Defined scope and methodology
– Control QC environment
– Automated & Manual
– Early detection important
Define Metadata Parameters
• Metadata types
– Descriptive, structural, administrative,
preservation, technical
• Metadata standards
– e.g., Dublin Core (DC), Open Archives
Initiative (OAI), Persistent URL (PURL),
Encoded Archival Description (EAD), etc.
• Capitalize on existing metadata!
Determine Access
Mechanism
– Delivery options
•
Luna Insight, DLXS, DPubS, DSpace, Greenstone
– Levels of permission and access
– Search mechanism
– Out-of-the-box vs. customized
platforms
Preservation
• Technical strategies
–
–
–
–
Bit preservation
Refreshing
Migration
Emulation, technology preservation, digital
archeology
• Organization strategies
–
–
–
–
–
Policies and best practices
Technical and organizational infrastructure
Funding and staffing
Technology forecasting and risk assessment
Securing institutional support!!
Determine Budget
–
–
Conservation requirements
Digitization costs
•
Equipment/Software
•
Collating/ organizing material
•
Scanning
•
QC
•
Post-processing
•
Storage
– Metadata
•
•
–
Project Management
•
•
–
Staff
Software
Staff
Software
Consider long-term maintenance costs
Determine Budget, cont.
• On average*
– One third of the effort will be project planning,
preservation preparation, management, and oversight
– One third of the effort will be archival description and
indexing
– One third of the effort will be the actual digitization
– The actual percentages of time spent on various
activities will vary depending on the project
* From Federal Agencies Digitization Guideline, Digitization Activities, Project Planning & Management Outline
Project Assessment
• Evaluation
– Plan for outcomes assessment
– Conduct usability and functional testing
– Conduct interface and robustness
evaluation
– Refer back to original project goals
Phase 2 Documentation
Material Preparation
Digitization Settings
Image Processing
Quality Control Metrics & Methods
Metadata
Access
Preservation
Budget
Assessment
Phase 3: Implement Workflow
 Coordinate Overlapping Processes for conservation,
digitization, and metadata
 Assign roles & responsibilities
 Hardware & space considerations
 Establish digitization workflow
 Scanner settings
 Color Management
 Archiving
 Post-processing
 Quality Control
 Write training guides
 Scanning & Post-processing
 Quality Control
Workflow Coordination
• Not necessarily a linear process
• Allow for overlapping workflows for
conservation, digitization, and metadata
creation
• Determine rough flow of events
(conservation-digitization-metadata), but
allow for flexibility
• Establish contingency plans
Roles & Responsibilities
• Provide clear guidance to staff
– Defined job parameters
– Expectations for deliverables (time and
quality)
• Avoid single points of failure
– Have back-ups for staff
Hardware Considerations
– Capture device
• One size doesn’t fit all- flatbed, overhead, bound
book, slide/film scanner
• Quality
• ICE or ROC?
• Color management devices
– Computer
• Memory & Speed
• Back-up for local drives
• Archiving
– Network
• Gigabit line
Space Considerations
• Temperature/humidity requirements
• Space for multiple devices allows for multitasking
• No windows near overhead devices (mixed
lighting)
• Ability to turn off overhead lights
Establishing Digitization Workflow
•
•
•
•
Set Scanner Settings
Filenames
Archiving methodology
Color management
• Characterize scanners
• Calibrate monitors
• Photoshop
•
•
•
•
Assign device profile/ Convert to working space
Image adjustment (levels, curves)
Image repair (clone tool, selection, layers)
Batch processing
Archive
Derivatives
Prepare
Material
Determine
& Document
Benchmarks
Determine
Filenames
Quality
Control 2
Apply
Photoshop
Adj
Convert
to Working
Space
Calibrate/
Characterize
Devices
Digitization
Workflow
Scan
Assign
Device
Profile
Archive
Masters &
CM target
Quality
Control 1
Create training guides
• Scanning guides should include:
– Capture device settings (auto-exposure,color
management on/off, etc?)
– Dpi
– Color space
– Processing specs for master & derivative
images
– Calibration methods
– Filenames
• Quality control
– Methodology/ frequency
– Image settings
Digitization strategies
• Batch / Automate as often as
possible
• Quality Control early and often
• Benchmark for project goals
• Write effective training guides and
keep them located next to scanning
devices
Phase 3 Documentation
Overall workflow plan with
contingencies
Roles & responsibilities
Hardware & space requirements
Digitization workflow & parameters
Scanning & QC Guides
Sample Project Scenario
• Digitize collection of 2000 early 20th
century, fragile photographs from
Rare Library for patron & faculty use
in ARTstor
Sample Project Scenario
Phase 1
Phase 2
Phase 3
Goals:
Source Material:
Reduce handling /Preserve
Functional Requirements:
Zoom; Search; Export; Print
Selection Criteria:
Collection based
Preservation-worthy
Established faculty-need
Copyright:
Cleared (pre-1923)
Material Assessment:
Fragile/Special handling req.
Conservation clearance
Cyanotypes; Silver Gelatin
Metadata Assessment:
Collection-level metadata
EAD finding aid
Descriptions on back of photo
Audience:
Scholars; library patrons
Use Cases:
Slide Lectures
Possible Faculty Publications
Preservation:
Long-term plan–
library assets in need of
preservation combined with
enduring access
Assessment:
Should involve faculty
feedback & user testing
Funding:
Internal grants
Conservation:
Treatment required
Personnel:
Conservation specialist
Scanning Tech
Metadata specialist
QC tech
Project Manager
Image Parameters:
High resolution, 24 bit images
TIFF masters with JP2 derivatives
Color managed workflow
Metadata requirements:
Migration of existing data to
VRA 4.0 w/ full search capabilities
Quality Control:
100% QC
Delivery:
ARTstor
Preservation needs:
Storage with triple redundancy plan
Premis metadata
administrative/descriptive/technical
Institutional policy
Institutional support
Software/ Hardware:
Flatbed scanner
High Speed Computer
High end monitors (x 2)
Storage with back-up
Adobe CS4 Suite
Color management software
Space considerations:
Temperature/humidity
controlled
Workflow plan
Conservation-imaging-meta
Digitization workflow:
Filenames: Collection prefix
followed by sequential #
Color management:
Calibrate monitor
Characterize scanner
Workflow guides:
QC
Digitization
Metadata
Conservation
Part II- Hand’s On
Archive
Derivatives
Prepare
Material
Determine
& Document
Benchmarks
Determine
Filenames
Quality
Control 2
Apply
Photoshop
Adj
Convert
to Working
Space
Calibrate/
Characterize
Devices
Digitization
Workflow
Scan
Assign
Device
Profile
Archive
Masters &
CM target
Quality
Control 1
Color Management Basics
• In digital imaging systems, color
management is the controlled conversion
between the color representations of
various devices, such as scanners, digital
cameras, monitors, and computer
printers.
• Necessary to ensure accurate color fidelity
Color management terms*
• Calibrate: The process of adjusting a device to known color
conditions. Commonly done with devices that change color
frequently, such as monitors (phosphors lose brightness
over time) and printers (proofers and other digital printing
devices can change output when colorant or paper stock is
changed).
• Characterize- Measurement of device in relation to standard
color target. This process creates a profile that describes
the unique color conditions found on a particular device.
• ICC Device Profile- A file that describes how a particular
device (e.g., monitor, scanner, printer, or proofer)
reproduces color (i.e., its specific color space). Profiles can
be either generic or custom.
*From Adobe Solutions Tech Note
Implementing a Color
Management System
Color Targets
• MacBeth - best for manuscript material and silver gelatin
prints
• Kodak Q13 - ideal when not utilizing color management
system
• Kodak IT8 - best for contemporary photographs (color
glossy paper)
Software
– InCamera software for characterizing scanners
– Color Eyes Display Pro Device for monitor calibration
Creating a scanner profile
• You will need the following:
– Color target
– Installed Color Calibration Software, preferably
InCamera Plug-In for Photoshop
• Scan Target in Photoshop
–
–
–
–
–
–
Clean Scanner glass
Turn off all automated color adjustment
Place chart face down, handling only the edges
Crop to edge of target
Scan at high-resolution (600 dpi)
Save as Targetname_date (macbeth_11_22_09.tif)
Creating a scanner profile, cont.
• Create the profile
–
–
–
–
Open scanned target in Photoshop
Clean image, removing any dust, etc
Open InCamera in Photoshop : Filter/Picto/InCamera4.5
Adjust as necessary to fit squares in the middle of color
patches.
– Click Ok
– Save file as Device_MB_Date.icc
• Using the profile
– Scan without any auto color adjustment
– Archive Master file with profile & target scan
– Assign profile & convert to working space for derivative
images (See scanning manual for more information)
Photoshop Tools
• Tools to use:
– Levels & Curves (especially curves)
– Clone Stamp
– Unsharp mask
– Profile assignment/conversion
– Batch Processing
• Tools to avoid:
– Automated levels
– Brightness/contrast
– Sharpening
Sample Workflow for Preservation Master
• Turn off automated exposure, automated color,
etc
• Capture “raw” file
• Can either capture with a kodak color chart or
archive with profile & macbeth target
• Check white/gray/black values for consistency
across channels (if scanning RGB) and tonal
range
• Archive raw file; make adjustments in PS;
archive adjusted file as well.
Online Resources
• Federal Agencies Digital Guideline:
– Excellent overview of digitization process &
workflow
– http://www.digitizationguidelines.gov/stillimag
es/documents/DigActivities-FADGI-v120091104.pdf
• Jisc Digital Media Guides
– Cross-media advice to the creation of digital
resources
– http://www.jiscdigitalmedia.ac.uk/crossmedia/
Listservs
• ImageLib Listserv
– http://listserv.arizona.edu/archives/ima
gelib.html
• Museum Computer Network Listserv
– http://toronto.mediatrope.com/mailman
/listinfo/mcn-l