Scanning and Processing Tips
- This document addresses digitization via flatbed scanning. Audio and Video items may be scanned at ASU Library. Email Library Systems Support for assistance with audiovisual materials.
- Please scan documents with Optical Character Recognition (OCR) to create a text-searchable document.
- Caution: very old photographic materials (e.g., glass plate photographs, journals) and materials with rough edges should be digitized using photography.
- Email Library Systems Support for assistance with fragile items, very large works or audiovisual materials.
Plan to Scan
- Review and discard anything you don’t want to keep, and separate items that will not be scanned in advance.
- Organize the items for digitization by series: you may have governing or legal documents, meeting notes, photographs, videos, etc.
- Plan a “scanning party” and schedule your volunteers.
- Collect the items for scanning in one place with plenty of room for a “processing table”.
- The processing table is at least two people – one to remove staples and prepare items for scanning, and one to perform the scanning.
- One person on a computer will place the digital items into folders by series that you decided in step 2.
- The person on the computer will also describe each digital item in a spreadsheet (more information is better), including:
- Descriptive title.
- Digital file title (e.g., image4356.tiff).
- Brief description.
- Date the physical item was created.
- Size dimensions of the physical item, e.g., height and width.
- Who created the physical item (can be more than one person).
- Series (determined in step 2).
- Subjects or keywords.
- For videos, note where the video was recorded (e.g., Sun Devil Stadium, Gammage Auditorium).
- The person on the computer will also copy/back-up all the digital items to another location, including the final spreadsheet. Storing multiple copies in different locations is a preservation best-practice.
- Quality assurance: periodically open the digital files to ensure that the scanning was successful.
- Contact the ASU Digital Repository team to open the collection and begin depositing the digital items: https://repository.asu.edu/deposit.