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Beginning an Imaging Program: Achieving Success and Avoiding the Pitfalls – Archivists Edition
Raymond K. Cunningham, Jr. CRM, CA, MITManager of Records Services
University of Illinois Foundationhttp://www.staff.uiuc.edu/~rcunning/imaga.ppt
Parts of this Presentation
• I. Thinking about Document Imaging• II. Elements of Document Imaging• III. Internet Distribution • IV. Avoiding the Pitfalls• V. A Tour of a Document Imaging
Operation• VI. Imaging and Document Distribution
Projects
Part I
Thinking about Document Imaging – Developing an Overview
Document Imaging
• Success or Failure depends on factors that you can control
Document Imaging
• Success or Failure depends on factors that you can control
• Do not think of Document Imaging in isolation - imaging is a part of an overall document management program that includes electronic records, microforms and paper
Document Imaging is for Document Distribution
• Document imaging is not for long term archival storage
Document Imaging is for Document Distribution
• Document imaging is not for long term archival storage
• Document imaging must enhance workflow, not impede it
Document Imaging is for Document Distribution
• Document imaging is not for long term archival storage
• Document imaging must enhance workflow, not impede it
• Document imaging is not the electronic equivalent of microfilm
Implementation of a Document Imaging Program
• Begin by Defining your Audience
Define your Audience
• Who are you distributing images to???
Define your Audience
• Who are you distributing images to???• Genealogists, researchers, students,
alumni, perhaps internally to your organization
Define your Audience
• Who are you distributing images to???• Genealogists, researchers, students,
alumni, perhaps internally to your organization
• What are the technical limitations of that audience?
Define your Audience
• Who are you distributing images to???• Genealogists, researchers, students,
alumni, perhaps internally to your organization
• What are the technical limitations of that audience?
• Will your audience view the images via the Internet, within your archives or within the organization?
Define your Audience
• Who are you distributing images to???• Genealogists, researchers, students, alumni,
perhaps internally to your organization• What are the technical limitations of that
audience?• Will they view the images via the Internet,
within your archives or within the organization?
• How complex do you want your presentation
Implementation of a Document Imaging Program
• Start by Defining your Audience• Target a record and think small
Target a Record and Think Small
• Choose a record that will be used and impact your request load.
• Look for something that is simple• If you are distributing on the Internet, think
visibility• Consider photographs or significant small
manuscripts collections
Implementation of a Document Imaging Program
• Begin by Defining your Audience• Target a record and think small• Create a document imaging plan
Document Imaging Plan
• Create a document imaging plan for management
• Chart the process that you will use, including the disposition of the original documents or photographs
• Explain to management why you will image the records
Implementation of a Document Imaging Program
• Begin by Defining your Audience• Target a record and think small• Create a document imaging plan• Get support from upper management
and partner with your IT department
Support and Partnership
• Gain support for the project with your plan
• Meet with your IT department – make friends, gain web space and assistance
• Obtain the education you need on the technical side of document imaging
Implementation of a Document Imaging Program
• Begin by Defining your Audience• Target a record and think small• Create a document imaging plan• Get support from upper management
and partner with your IT department• Start a small pilot project
Start a Small Pilot Project
• Image a few documents and index them• Distribute them to your audience and view
them with your users. • Take criticism and use it to improve• Learn to distribute documents via the
Internet when called those documents are called upon
Build upon Success
• When your audience sees what you have done you will probably be called upon to do more
• Use the press as an outreach tool• Enhance your documents with imaging,
linking with other archives with related materials
Part II
Elements of Document Imaging
Elements of Document Imaging
• Scanning• Storage• Indexing• Retrieval• Access
Elements of Document Imaging Scanning
• Scanner specifications – scanner speed and the pitfalls of vendor demos
• Faster is better – but the real speed depends on document prep
• Faster is better but you are only as fast as your indexing speed
Methods of Input
• High Resolution Scanner• Batch Processing Scanner• Camera Scanner• Microfilm to Image• Photocopier• Capture at Creation• Data Entry to Database
Elements of Document Imaging Scanning
• Resolution DPI• Simplex, Duplex scanning• Bi-tonal, grayscale, color• Bit Depth
Resolution – Bit Depth
• 1 bit bitonal black or white• 8 bit – 256 color or grayscale• 24 bit – 16 million + color• 32 bit and 36 bit• With increase in bit depth, you increase the
size of the image • Viewing is only as good as your monitor
Resolution Horizontal dpi Vertical dpi Total Dots per
Square Inch
200 200 40,000
300 300 90,000
400 400 160,000
This is for bi-tonal scanning. For grayscale documents this increases. For color document scanning can increase as much as 16 or 32 times
Elements of Document Imaging Resolution - Text
• OhioLINK Digital Media Center – 300 dpi for text• Colorado Digitization Program– 300 dpi for text • Library of Congress – 200 to 400 dpi depending
on document size• Indiana University Digital Library Program – 300
dpi for text• All of these are for MASTER file, not for the
ACCESS file
Digital Library FederationMonographs and Serials Standards
Black and WhiteFor text, line drawings and halftones
GrayscaleFor covers and illustrations printed in B&W
ColorFor covers, and meaningful text or illustrations printed
600 dpi bitonal Tiff imagesimages must be saved at 1:1 scale
300 dpi8 bit grayscale uncompressed Tiff images – images must be saved at 1:1 scale
300 dpi24 bit color Images must be saved at 1:1 scale
http://www.diglib.org/standards/bmarkfin.htm
Elements of Document Imaging Resolution - Photographs
• Photographs are very different from documents and require high resolution scanning – above 300 dpi
• Photo standards vary depending on the original media – negative, print, slide
• Seek standards from your institution, NARA etc.
Imaging Photographs
• Master copy vs. Distributed copy
Imaging Photographs
• Master copy vs. Distributed copy• Monochrome and Color
Imaging Photographs• Master copy vs. Distributed copy• Monochrome and Color• Revenue potential
Elements of Document Imaging Storage
• MO platters• CD-R & DVD• RAID – Redundant Array of
Inexpensive Disks• Tape Back up – Disaster Recovery
Elements of Document ImagingIndexing
• Indexing can be the single most costly item in a document imaging program
• Indexing is usually the issue that will determine the success or failure of a program
• Indexing must include input from the end users
Elements of Document Imaging - Indexing
• Do not over index• Be sure to budget the staffing required for
any imaging project – or outsource• QC - Quality Control• Scalability – the system works fine with
50,000 images but crashes when loaded with 1,000,000 images
Elements of Document ImagingRetrieval
• Retrieval - documents should be retrieved fast
• Three Clicks Rule• Printing
Elements of Document ImagingAccess
• Authorization levels and security• Audience needs – office, on the road
etc.• Access to documents via a distribution
system
Methods of Document Distribution
• Photocopy/Printing
Methods of Document Distribution
• Photocopy/Printing• Fax
Methods of Document Distribution
• Photocopy/Printing• Fax• E-mail
Methods of Document Distribution
• Photocopy/Printing• Fax• E-mail• Microform
Methods of Document Distribution
• Photocopy/Printing• Fax• E-mail• Microform• Internet – various formats
Part III
Internet DistributionThe Basics
Imaging – Software Profile
Operating System Windows 95/98/2000/NT Linux or MacOS Browser Internet Explorer Netscape,Opera Browser Plug-ins for image viewing Adobe Acrobat for PDF
Web Standards
• HTML 4.0• The use of Frames• JAVA• Plug-ins for document imaging
Browser Plug-ins
• Adobe Acrobat Reader – PDF• RealAudio – Audio and Video• TMSSequoia – TIFF• MrSid by LizardTech
What is MrSid?
MrSID is an acronym for Multi-resolution Seamless Image Database, a powerful wavelet-based image compressor, viewer and file format for massive raster images that enables instantaneous viewing and manipulation of images locally and over networks while maintaining maximum image quality. Features include unprecedented compression ratios while maintaining highest image quality, true multiple resolutions, selective decompression, seamless mosaicking and browsing.
Browser Compliant Imaging
• GIF, JPEG and BMP are HTML compliant• TIFF, PDF are not HTML compliant• TXT files are browser compliant
Image Formats
• TIFF - Tagged Image Format File• PDF – Portable Document Format• GIF or JPEG – should I convert??
Hardware Considerations
• Monitors – 17” minimum for input – consider dual monitor schemes
• Retrieval 15” is usable but not preferable• Flat screens• The workstation is not as important as the
servers and the network wiring• Retrieval times are important• Operating system upgrades
Software Configurations
• Standard Models for Imaging Systems – Database retrieval - search capabilities
• Simplified Model – HTML links – HTML search capabilities
Part IV
Avoiding the Pitfalls
Image what you want Retrieved
• Find out exactly what information is to be retrieved within the record series
Image what you want Retrieved
• Find out exactly what information is to be retrieved within the record series
• Do not image documents that are not necessary
Signal To Noise Ratio
• Consider the Internet as a model• If you image “Everything” and your actual
retrieval rate is low, how efficient is your imaging system?
• Imaging large files - retrieval• Know what is being retrieved by your end
users
Image what you want Retrieved
• Find out exactly what information is to be retrieved within the record series
• Do not image documents that are not necessary
• Remember – the idea is to avoid information overload
Image what you want Retrieved
• Find out exactly what information is to be retrieved within the record series
• Do not image documents that are not necessary
• Remember – the idea is to avoid information overload
• Just because we have the technology to image everything does not mean we must
Avoiding the Pitfalls
• Develop a Strategy• Plan Ahead • Stick to the Basics• Questions for the Vendors
Strategies for Document Imaging• Day forward imaging• Scan on demand• Backfile conversion• Outsourcing as an option• Input centrally vs. Distributed input• Integrate Document imaging with your
photocopying• Web based distribution of images
Plan Ahead – Lifecycle Management
• Where do you see your imaging system in five years?
• What will your paper load be in five years?• How will you be integrating EDMS into
your overall document management system?
• Plan today to evolve away from imaging – think Native formats
Long Term Storage
• Data Migration issues• Retention Schedules• Microfilm – Dual Scanning/Filming
products Canon DR—5060-F• Output to Microform
Questions for the Vendors
• Is this software ODBC and SQL compatible?• What format will my images/documents be stored
in?• Can I export the indexes of my images?• Can I use web base distribution for my images? • Can I add or delete columns in the database?• Can I use any device for image input?• Can I migrate these images to another storage
media? (portability)
Document Management
• Document Imaging is one part of the entire document management realm – paper, images, electronic records
• 98% of all information is created electronically
• Capture and store electronic documents in their native format
Moving to EDMS
• Capture at creation• Web based retrieval• Limit available formats• Migration issues• Have a Strategy for Long Term Storage
Part V
A Tour of a Document Imaging Operation
A Tour of a Document Imaging Shop
University of Illinois Foundation Document Imaging System
Who is our Audience?
• Three campus system – Champaign-Urbana, Chicago and Springfield
• Primary – University of Illinois Foundation, Alumni Association
• Secondary – University development officers
• Tertiary – Administration, Archives
Part VI
Imaging and Document Distribution Projects
Image a Book
Town of Hanover New Hampshire Project 1996
Document ImagingOn the Cheap
• Scanning from a photocopier or small scanner
• Using HTML, linking to the image• Distribute via the Internet or CDR
Distributing Photographs and Newspaper Articles
• 3000 photographs• News Articles continually
researched• Maps, manuscripts• Make the data searchable