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Project Guidelines

Scanning Procedures

All scans are to be scanned as TIFFs and saved to the external hard drive. TIFFs are then burned to DVDs and stored in cool dark cabinet. Once back-ups are created, the TIFFs are then deleted from the hard drive of the computers to save memory.

Variable scanning resolutions are described below. The primary purpose is to have approximately 4000 pixels across the top of the image for images smaller than 8 x 10, and 6000 pixels for images 8 x 10 and greater.

Manuscripts/Documents:

  • 8 ½ X 11 paper - 300 dpi
  • Pieces of paper smaller than 5 x 7 are scanned at 600 dpi
Photographs, Slides & Negatives:

  • All photographs are scanned in color
  • 8 x 10 and up scan at 300 dpi
  • Images between 5 x 7 to 8 x 10 scan at 300 dpi
  • 5 x 7 down to 3 x 5 scan at 600 dpi
  • Smaller than 3 x 5 scan at 1200 dpi
3D objects:

  • All 3D objects are photographed at 300 dpi
  • When possible photograph various sides of the object
  • Photograph a close up of significant details on the object that add to its value
Overhead Scanner:

  • Scan everything at 400 dpi and at grayscale

Metadata Guidelines

Since we are using CONTENTdm database access management system Dublin Core Metadata Initiative (DCMI) is the primary source.

Secondary sources are the BCRs CDP Digital Imaging Best Practices (2.0), AACR2 and DACs (Describing Archives Current Standards), CDL Guidelines for Digital Libraries by the California Digital Library.

Metadata is created using Microsoft Excel 2007 and loaded to CONTENTdm using a Tab delimited text file. The metadata is then exported to an XML file from CONTENTdm and both the excel file and XML file are stored with the TIFF images for preservation.