digitization basics: organize, preserve, and share your family memories

DIGITIZATION BASICSOrganize, preserve, and share your family memories

Orientation to training (internal for facilitator)

• 1.5 hour training• Digitization packet includes the same information

Goals of training

• Understand of the importance of digitization

• Familiarity with tools and concepts

• Identify what to digitize and how to do it

• Methods of storage• Copyright basics to protect

yourself and others• Ways to share!

What is digitization?

Digitization is the process of converting information into a digital format.

We use scanners to digitize “analog” objects including• Photographs• Musical scores• Legal & organizational documents• Ephemera

• Greeting cards, correspondence, small posters

Why is digitization important?

• Preservation• Materials deteriorate and fade

• Digital materials also deteriorate, but not at the same rate

• Storage and organization• Attics get crowded. So do sock drawers.

• Sharing!• Family history should be shared

What should I digitize first?

• Start with materials that are in the worst condition.• Not always the oldest!

• Newspaper and magazines, ephemera, some photographs• Stored in unstable conditions (wet or humid; very bright; cramped)

Ideal! Cool, Dry, Dark, and Constant

Examples of photo damage

Audio-visual & born digital materials

These are not covered in training. Handled on case-by-case basis at Center.

• Types of a/v materials• VHS, ¾ Umatic, Betamax, cassettes, microcassettes, records

• Deterioration and obsolescence are real!• Saved on DVD with web backup on Center’s YouTube

• Types of born digital materials• Digital camera photos, Mp3 and Mp4 files

• Much slower deterioration, but requires re-formatting• Saved to cloud with hard drive backup

Organize your memories

Organizing files on our computer is different than organizing paper in a drawer.

Organizing a digital photo album is different than organizing a paper one.

File formats

Name your files

• Use only letters from the Latin alphabet (A-Z, a-z) and numbers (0-9)

• Do not use spaces, punctuation, or symbols• Use hyphens (-) and underscores ( _ ) instead of spaces• Add basic data (or “metadata”) to files that helps identify

files later.• Who, What, Where, When

Examples of naming conventions

Who First initial Last Name: DTanoury

What Keyword summary: First swim

Where Location: Galveston

WhenYYYYMMDD: 20160623YYYY_MM_DD: 2016_06_23

20160623_DTanoury_firstswim_galveston

Examples of poor file names

Storage and sharing

Preserving color, preserving integrity, interpretation, and content

• Bitonal • Black & white photographs and documents; newer materials on laser or inkjet printer

• 300-600 ppi (300 recommended for old photos; 600 for new)

• Gray scale • Carbon copies, thermofax, documents w/ marginalia, halftone illustrations and

photographs, minimize fading/staining (if that’s your goal)• 300-400 ppi (400 is recommended)

• Color• Multiple colors

• 300-400 ppi (400 is recommended)• Color mode on scanner

ppi = pixels per inch dpi = dots per inch

Scanning Basics

Featured du jour: Epson Perfection V19 Flatbed Scanner

• Lid ensures the material is flattened against the glass and that light doesn’t escape or enter

• Scanner bed should be clean and dry to ensure the best image with least damage to original

• Set scanning parameters with a test scan to ensure that the file format and location on computer are correct

Let’s share

You’ve accomplished so much!

Identified materials to scanScanned to correct ppiProperly named your fileSaved to a stable file formatClearly labeled folder on

computerDecided on storage methodFamiliar with copyright rules

Go forth and…

• Attach image/s to email• Upload to your favorite social

media platform• Embed in an article or public

blog• Start your own blog or

website• Upload a family album to

the Center’s archive!

What is copyright? ©

Copyright protects a literary, musical, dramatic, choreographic, pictorial or graphic audiovisual, or architectural work, or a sound

recording from being reproduced without the permission of the copyright owner.

Source: https://www.lib.ncsu.edu/cdsc/copyright/instruction

Copyright guidelines

Make your usage restrictions clear• “All images 2003-2016. The Khayrallah Center.”• “For use of this or any photograph on this website, please contact

the site’s owner.”• “Use of the images on the website are restricted to educational,

not-for-profit usage.”

Make sure you’re aware of others’ usage restrictions• Check the bottom of the homepage of a webpage or contact site

administrator.• Email or call the copyright owner for more information.

Example of copyright email

Stay connected!

Caroline Muglia cmuglia@gmail.com

SLIDES FOR PRACTICE SESSION

Digitization Instructions

EXTRA SLIDES IF NEEDED

Other ways to scan

• Some community members use their phones to scan!• TurboScan (for iPhone)• CamScanner (for iPhone & Android)

The Center does not use these apps.

Fair Use (copyright)

“Fair use is an exception to copyright that permits unauthorized use in cases where the

value of the use to society is greater than the harm done to the rightholder.”

Purpose & character of useNature of the workAmount & sustainability of useEffect of your use on the market for the original

Source: https://www.lib.ncsu.edu/cdsc/resources/faqs/fairuse

Scanning lingo

ppi = pixels per inch• This refers to the input or the number of pixels in an image when

creating the image

dpi = dots per inch• This refers to the output or the number of dots in an image when

printing an image in a printer or image center.

What about the originals?

Scanning your family memories organizes and preserves memories that are easier to share, but do not discard the originals.

• Store them in a cool, dark, and dry place.• Return them to the family historian or custodian of the materials• Frame them or put them on display• Keep the photos organized!