Planning Checklist

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1. Select a collection for digital conversion: Publications, field notes and photographs relating to the American Museum Congo Expedition 1909-1915.

1.1. Analyze Collection

1.1.1. Determine scope or extent of digitization.

1.1.1.1. Obtain accurate page count.
1.1.1.2. Calculate number of images that can be scanned based on personnel and timeframe. (Assume all field notes pages will be scanned; photographs and stereographs are second priority.)

1.1.2. Assess status of processing and housing of collections.

1.1.2.1. All negatives are numbered with AMNH numbers and original numbers and housed in old-style negative envelopes.
1.1.2.2. All stereographs are numbered with original numbers and housed in archival cardboard fastened with tape.
1.1.2.3. Field notes are housed in acid-free folders in Hollinger boxes. Barbara Rhodes must examine field notes prior to having them scanned.

1.1.3. Assess the status of access aids (degrees of completion, readiness, & format).

1.1.3.1. 1000 of the 9000 photographs are included in an Access database.
1.1.3.2. All publications are cataloged and in Nimidi and OCLC.

1.1.4. Assess best format, e.g. full text conversion, scanned page images.

1.1.4.1. Full text and page image will be available for all text materials.

1.1.5. Assess the physical condition and readiness for scanning.

1.1.5.1. Field notes (pending approval by Conservation) and photographic negatives are ready to be scanned. Publications will have to be sliced from their binding by the scanning contractor.

1.1.6. Assess restrictions and copyright.

1.1.6.1. AMNH holds copyright on all AMNH publications, field notes, photographs and stereographs. (Subject to review.)
1.1.6.2. Assess restrictions and copyright on non-AMNH materials.

2. Plan the approach to digitization

2.1. Develop method and resource plans for collection preparation & digitization

2.1.1. Develop plan for required processing by custodial division.

2.1.1.1. Publications
2.1.1.1. Publications 2.1.1.1.1. Scientific pubs will pull copies of each Bulletin and Novitates to be scanned and place them in a designated pre-staging area on the 7th floor.
2.1.1.1.2. Project staff will prepare and pack the publications to be digitized for shipment to the contractor in batches and will notify the contractor when the shipments are ready. Each batch will be accompanied by an inventory that lists each original publication by title along with the number of pages for each title.
2.1.1.2. Photographs and stereographs
2.1.1.2.1. Special Collections will determine the ranges of negative numbers corresponding to Congo Expedition negatives.
2.1.1.2.2. Project staff will bring batches of negatives from the 6th floor to the Digital Library area.
2.1.1.3. Field notes
2.1.1.3.1. Content Manager will obtain field notebooks from Museum departments.

2.1.2. Develop preservation treatment plan.

2.1.2.1. This will be done on a case-by-case basis, primarily for the field notes.

2.1.3. Determine formats for capture, archiving and presentation.

2.1.3.1. Mandatory image types: Each original image item shall be reproduced as a set of five or more digital images, depending on their envisioned use:
2.1.3.1.1. An uncompressed archival image (up to 6000 pixels wide on the long axis).
2.1.3.1.1.1. Spatial resolution of up to 6000 pixels on the image's long side - with the short side falling where it may. This resolution shall be the actual optical resolution of the capture (or a reduction therefrom) and shall not represent values achieved by interpolation.
2.1.3.1.1.2. No sharpening or other enhancement.
2.1.3.1.1.3. Uncompressed.
2.1.3.1.1.4. "Intel" TIFF, with version 5.0 or 6.0 headers.
2.1.3.1.1.5. Must work in IBM-compatible environment.
2.1.3.1.1.6. Mandatory tonal resolution: Color: 24 bits-per-pixel; b/w: 8 bits-per-pixel.
2.1.3.1.1.7. Desirable tonal resolution: Color: 14 or more bits-per-pixel; b/w: 12 or more bits-per-pixel.
2.1.3.1.2. A compressed service image.
2.1.3.1.2.1. Spatial resolution shall be determined by cropping the margins from the archival image to no more than 1/8 inch beyond the physical item captured. In no case shall any part of the original item be cropped. This resolution shall be the actual optical resolution of the capture (or a reduction therefrom) and shall not represent values achieved by interpolation.
2.1.3.1.2.2. Tonal resolution: Color: 12 bits-per-pixel; b/w: 8 bits-per-pixel.
2.1.3.1.2.3. Unsharp mask, sharpening or other enhancements, such as enhanced tonal distribution using curves, levels, britemess and/or contrast shall be at a level as defined and determined during the contract startup and test activity.
2.1.3.1.2.4. JPEG compression to yield average compression of 8:1 for grayscale and 12:1 for color.
2.1.3.1.2.5. JFIF format/headers.
2.1.3.1.2.6. Must work in IBM-compatible environment.
2.1.3.1.3. A display reference image
2.1.3.1.3.1. Spatial resolution approximately 640 pixels on the image's long side - with the short side falling where it may. This resolution shall be the actual optical resolution of the capture (or a reduction therefrom) and shall not represent values achieved by interpolation.
2.1.3.1.3.2. Tonal resolution: Color: 12 bits-per-pixel; b/w: 8 bits-per-pixel.
2.1.3.1.3.3. Unsharp mask, sharpen or other enhancement shall be at a level as defined and determined during the contract startup and test activity.
2.1.3.1.3.4. JPEG compression to yield average compression of 10:1 for grayscale and 15:1 for color.
2.1.3.1.3.5. JFIF format/headers.
2.1.3.1.3.6. Must work in IBM-compatible environment.
2.1.3.1.4 An inspection reference image
2.1.3.1.4.1 Spatial resolution approximately 1024 pixels on the image's long side - with the short side falling where it may.
2.1.3.1.3.2. Tonal resolution: Color: 12 bits-per-pixel; b/w: 8 bits-per-pixel.
2.1.3.1.4.3 Unsharp mask, sharpen or other enhancements shall be a level as defined and determined during the contract startup and test activity.
2.1.3.1.4.4 JPEG compression to yield average compression of 10:1 for grayscale and 15:1 for color.
2.1.3.1.4.5 JFIF format/headers
2.1.3.1.4.6 Must work in IMB-compatible environment. 2.1.3.1.5 A thumbnail image
2.1.3.1.5.1 Spatial resolution approximately 150 pixels on the image's long side - with the short side falling where it may.
2.1.3.1.5.2 Tonal resolution: 8 bits-per-pixel.
2.1.3.1.5.3 Palettes optimized (adaptive palettes) for each image.
2.1.3.1.5.4 Sharpen or other enhancement shall be at a level as defined and determined during the contract startup and test activity.
2.1.3.1.5.5 Uncompressed
2.1.3.1.5.6 "Intel" TIFF, with version 5.0 or 6.0 headers.
2.1.3.1.5.7 Must work in IBM-compatible environment.
2.1.3.1.6 Interactive images
Based on an understanding that more of the information in an original item will be captured in a digital file with extended resolution and tonal range, the Library has a two-part desirable requirement that involves the creation of interactive images instead of the reference and inspection reference image files. The first part of the desirable requirement is for the creation of a wavelet compressed image files that are compliant with the forthcoming JPEG 2000 specification, and/or with third party image delivery software such as Lizardtech's ™ MrSID. This image shall serve end users who, after viewing a thumbnail or compressed reference image, wish to view a higher resolution version of the picture. The second part of the desirable requirement is designed for viewing objects or three-dimensional items. This requires the creation of Apple QuickTimeVR ™ or other viewer-enabled files that permit multiple views of a given object.

2.2. Text file formats

2.2.1.1. Determine physical size (number of characters, images) & special production requirements
2.2.1.1.1 Determine repository requirements
2.2.1.2. Determine scheme for file name assignment
2.2.1.3. Determine aggregate name for collection
2.2.1.4. Estimate required storage space for digital collection
2.2.1.5. Evaluate existing finding aids or bib records and develop plan for access aid
2.2.1.6. Develop plan for framework
2.2.1.7. Develop restriction plan & implementation (copyright, terms of gift, publicity and privacy)
2.2.1.8. Find and record restriction facts at collection level
2.2.1.8.1. Search collection files, copyright records, exchange and gift records...
2.2.1.8.2. Create a narrative "findings" statement
2.2.1.9. Find and record restriction facts at the item level
2.2.1.9.1. Search item files, copyright records, exchange and gift records...
2.2.1.9.2. Create fielded/tagged note in access aid
2.2.1.10. Draft proposal for actions to be taken prior to and at the "release" time
2.2.1.10.1. Pre-release: seek required permissions
2.2.1.10.2. Pre-release: Add notices to all restricted items
2.2.1.10.3. Release-time: provide only local or licensed-site access for restricted items
2.2.1.10.4. Release-time: provide no access to items restricted until a given date
2.2.1.11. Draft restriction statement to accompany online collection
2.2.1.12. Review copyright restrictions
2.2.1.12.1. Review facts
2.2.1.12.2. Draft proposal for actions
2.2.1.12.3. Draft restriction statements with advisors in Copyright Office
2.2.1.12.4. Forward findings, action proposal and draft restriction statements to General Counsel for approval
2.2.1.12.5. Revise action proposal and restriction statements after General Counsel review
2.2.3.1 Implement action plans
2.2.3.1.4 Implement pre-release actions, e. g. , seek & obtain permissions
2.2.3.1.5 Implement release-time actions; provide access to collection

2.2.4 Workplan for digitization and access aid completed

3 Produce digital collection and access aid

3.1 Process and house collection
3.2 Implement preservation treatment plan
3.3 Item Capture

3.3.3 Preparation

3.3.3.1 Prepare targets
3.3.3.2 Prepare scanning instructions specific to collection

3.3.4 Image Capture

3.3.4.1 Scan collection
3.3.4.2 Process scanned images
3.3.4.3 Review images for quality
3.3.4.4 Coordinate rework
3.3.4.5 Notify contractor of acceptance of images

3.3.5 Archive images in repository
3.3.6 Text Capture

3.3.6.1 Prepare keying instructions specific to collection or batch
3.3.6.2 Mark up and key text
3.3.6.3 Review completed text for quality
3.3.6.4 Coordinate rework
3.3.6.5 Process text into final form

3.3.7 Archive text in repository
3.3.8 Audio Capture

3.3.8.1 Create preservation and working copy
3.3.8.2 Determine sample rate and resolution
3.3.8.3 Select digital audio file format
3.3.8.4 Analyze storage requirements
3.3.8.5 Acquire temporary storage space
3.3.8.6 Perform analog to digital conversion
3.3.8.7 Edit digital files removing "dead air" at cue-up points
3.3.8.8 Perform quality review
3.3.8.9 Inspect graphic waveforms for truncation and peak
3.3.8.10 Audition percentage of sound files

3.3.9 Video capture

3.4 Access Aid Development

3.4.3 Modify existing finding aid

3.4.3.1 Develop keying instructions
3.4.3.2 Photocopy and mark up existing printed aid
3.4.3.3 Coordinate off-site keying
3.4.3.4 Mark up according to EAD
3.4.3.5 Review finding aid for accuracy and completeness

3.4.4 Create new finding aid

3.4.4.1 Verify final processing and arrangement of collection
3.4.4.2 Draft finding aid
3.4.4.3 Mark up according to EAD
3.4.4.4 Review finding aid for accuracy and completeness

3.4.5 Item-level finding aid (Bib record-style)

3.4.5.1 Set up Minaret database and import item-level records
3.4.5.2 Upgrade preMARC or MARC records
3.4.5.3 Download available preMARC or MARC records
3.4.5.4 Add supplementary notes into Minaret records

3.4.6 Incorporate basic-level links
3.4.7 Add enhanced-access links or subject terms
3.4.8 Prepare collection-level MARC record for future inclusion in MUMS

3.5 Access Aid Complete

4 Store in digital archive

4.1 Store files in directories as specified by naming scheme
4.2 Register items in URN handle-server (when in use)
4.3 Deposit items in digital repository (when in use)
4.4 All items stored

5 Create Framework

5.1 Draft framework components
5.2 Review completed framework components
5.3 Create mockup of HTML document
5.4 HTML mockup approved
5.5 Develop and insert hypertext links
5.6 Coordinate search engine link with ITS
5.7 Insert final links
5.8 Add graphic enhancements to HTML pages
5.9 Mount HTML pages on LCWEB server
5.10 Review framework for accuracy and completeness
5.11 Framework completed

6 Assemble digital collection

6.1 Store access aids in directories as specified by naming scheme
6.2 Register document-style access aids in URN handle-server(when in use)
6.3 Deposit document-style access aids in digital repository(when in use)
6.4 Generate indexes for related MARC records
6.5 Generate indexes for textual items in collection
6.6 Prepare customized scripts associated with searching indexes and displaying results
6.7 Add relevant viewers to supported configuration for WWW access in reading rooms
6.8 Assembly completed

7 Test and refine

7.1 A. Review assembled collection for accuracy and completeness
7.2 B. Test links
7.3 C. Make any necessary changes
7.4 D. Testing completed

8 Release Collection

8.1 Move HTML pages to production area of LCWEB server
8.2 Provide links to new collection from appropriate points in LCWEB structure
8.3 Add collection-level MARC record with pointer in 856 field to MUMS
8.4 Release digital collection to public

9 Update

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