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Project Plan
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Shipping and Tracking
The first and most important step in any digitization project that requires returning materials in the same condition as they were received is a detailed shipping and tracking protocol. We assume that the the organization curatorial staff will oversee the proper packing and shipping of materials for either delivery by private courier or direct pick-up by our staff. Note that if special packaging materials are used, we will return volumes using that same packaging (assuming nominal wear and tear on that packaging) or new packaging material as good or superior in quality. We shall pack volumes for return in the same way they were received (e.g., if individual volumes were received “bubbled-wrapped,” that is how volumes will be returned).
Organization staff must mark each box of volumes in black marker on one of the sides as follows: “1 of [x] boxes,” “2 of [x] boxes,” and so forth. A printed packing list of each box’s contents must be enclosed in that box, and the organization curatorial staff should forward by email a packing list that indicates each volume and its box. If sent by courier, staff should forward by email the tracking or airbill number for each box, with the date sent and the anticipated date of arrival.
Our staff will unpack all materials, review their contents against the packing list in each box before starting the project, and bring any discrepancies to the attention of the source institution. The return of materials will follow the same arrangement.
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Handling
We will exercise the utmost care in the handling of your materials. All of our personnel have experience handling bound materials from libraries and follow a rigorous protocol. As a general point, we will not disbind any volumes without express authorization from the organization. If a volume is not authorized for disbinding and cannot be imaged without either loss of information or damage to the original, imaging of the title will halt, and we shall communicate immediately with the organization to determine how work shall proceed. Fortunately, we own v-cradle digital imaging equipment, allowing us the option to scan images without having to flatten page spreads.
After careful unpacking of the volumes from their shipping boxes, we scrupulously observe the following guidelines for handling bound works:
- Bound materials will always be handled with clean hands and in a clean work space.
- Eating and drinking are not allowed in areas where the volumes are imaged or stored. Smoking is prohibited within our building.
- Bound works will be shelved upright with the spine facing out, using bookends, if required. Oversize volumes will be placed flat.
- Volumes placed on book carts upright or flat shall be securely positioned so they will not fall or be knocked off. Volumes will not be placed on the top edge of other volumes.
- All volumes will be shelved at least four inches above the floor to avoid water damage.
- Personnel shall gently remove volumes from shelves and book carts and will not “pull” volumes by tugging on the top of the spine.
- For fragile volumes, personnel shall turn pages carefully to avoid breaking within the gutter.
- If volume pages stick together owing to water damage, mold, or some other cause, personnel shall notify the organization to await further instructions on how to proceed. Personnel themselves may not separate stuck (or uncut) pages without express authorization from the library.
- The loosening of bindings through such procedures as cutting strings may not be exercised without express authorization from the library.
- print positives to the organization.
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Imaging Process
- After we receive the yearbooks, we will review their condition and then conduct a loop test (see Loop Test below) with the organization curatorial staff. Upon approval of the loop test version, the project will begin in earnest.
- Imaging shall be done on flatbed, (with beveled edge to protect book bindings) full-color scanners capable of producing either 24-bit RGB color images and/or 8-bit grayscale images. The scanners utilized can switch between modes on a per page basis, if required (see Enclosed Samples below for further comments).
- We will review TIFF images for quality, crop them, and set them for right read. Inadequate images will be reimaged. If required, we may in consultation with the organization staff also color correct images in batch modes.
- Upon completion of the imaging of any one volume, we will gather TIFF files for that yearbook together into a multipage PDF. Text deskewing and application of Abbyy Reader for acquisition of the unformatted OCRed text shall be applied at this phase.
- We shall finally produce digitally watermarked versions of the PDFs and transfer all of the files, as specified, to hard drives and CDs/DVDs, as specified.
- TIFF files at this time shall also be aggregated for conversion through electron beam digital-to-microfilm image writers to 35-millimeter, silver halide microfilm. We will supply, at a minimum, a first-generation archival negative to the organization and can supply, upon request, second-generation print negatives and/or second- or third-generation print positives to the organization.
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Retakes
- IDI will check all images for compliance with specifications.
- We assume full responsibility for any errors and will correct any errors at no additional charge. The cost of changes to the specifications following award or during the imaging process shall be borne by the organization. We will offer a good faith re-estimate on any such changes.
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Loop Tests
- Before starting the project, and regardless of acceptance of the sample, we will conduct a “loop test” of one or more volumes. The project formally begins with acceptance of the results of this loop test. Retakes for the loop test phase shall not be charged.
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Microfilm Imaging
Upon completion of the digital phase of the project, we will product quality preservation from the digital masters using electron-beam digital-to-microfilm writers. Unlike other digital-to-microfilm technologies, electron-beam writers produce the finest grain images on silver-halide, 35-millimeter, archival microfilm. Electron-beam technology is the most highly recommended digital-to-microfilm technology where the content in question requires a level of quality that conforms to the standards outlined by ANSI /AIIM MS23-1998.
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