Having a defined workflow for collection digitisation increases the efficiency and volume of digitisation, and decreases the risk to items while in transit, handling and during digitisation.
Your workflow will vary depending on the availability of volunteers, space and equipment, so use this information sheet as a guide.
In the Victorian Collections CMS, image files generated through digitisation are uploaded to and documented via the Media section.
In a collection care context, 'digitisation' refers to the process of photographing or scanning collection items.
BEFORE YOU BEGIN
This information is designed to be read following the Collection Digitisation – Project Planning information sheet. As part of the planning process, you have scoped, prepared for and documented your project. There are a few final considerations before you start digitising:
CHOOSE THE RIGHT SPACE
Select a large dedicated and uncluttered space with easy access to your collection store, and sufficient power points to plug in your digitisation equipment
IDENTIFY YOUR TEAM
Have a clear understanding of the roles that each team member will play during this process. You will need:
- a dedicated photographer or scanner
- an ‘courier’ for collection items
- a documenter who will record relevant details of the items being digitised
Depending on the items you are digitising you may need further roles, for example an additional courier if you are digitising large objects, or someone to hold open doors.
SEQUENCE YOUR DIGITISATION
The nature of the item will dictate the most appropriate digitisation method and set-up, so work strategically. This means identifying a series of items which have common requirements. By photographing and scanning like items in one session, you can avoid excessive equipment change or adjustment and save time.
START DIGITISING
Your courier should bring items to the digitisation space one at a time, using support trays or card backing where necessary. Your documenter should follow behind to record where the item was collected from and ensure it returns to that location.
Your documenter should also keep a list of items in the order they were digitised.
Ensure that as you digitise each item, you assess the lighting, colour, composition and focus of the image. Refer to the Collection Digitisation – Capturing Images and Collection Digitisation – Photography Set-ups and Lighting information sheets for more.
Once satisfied that the image capture is accurate, return the item to the store and repeat for remaining items.
MORE LIKE THIS
- Collection Digitisation - Project Planning
- Collection Digitisation - Workflow
- Collection Digitisation - Capturing Images
- Collection Digitisation - Photography Setups and Lighting
- Collection Digitisation - Post-production
FURTHER RESOURCES