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AgNIC Pre-conference 2009
“If It’s Digital and in Google – Then They Will Come”
Presented at the National Agricultural Library
By
Dr. Rob McGeachin
Texas A&M University Libraries
April 21, 2009
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Digitization Basics
Overview•What is digital preservation•Scanners•Digitization standards•Planning a project•Mechanics / Demo of scanning
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Why Digitize ?
• Make an archival preserved copy
• Make material accessible to the world
• More usage of materials• Make Metadata Records
Harvestable to Other Indexing and Search Sites
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Desire a More Accessible Preserved Format than Microfilm
• TAES Bulletin started in 1888 so early volumes are becoming very brittle
• TAES Bulletin was first preserved by 1980-82 microfilming project
• Microfilm in only a few library locations
• Customers don’t like to use microfilm!
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Digitization Concepts
• Digital image – representation of a two dimensional image in digital bits of ones and zeroes
• AKA Raster image -- raster graphics image or bitmap, is a data structure representing a rectangular grid of pixels
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Digitization Concepts – Image Quality
• Resolution– Resolution in dots per inch (dpi)– The higher the resolution the more
dpi– Examples of commonly used
resolutions: 200, 300, 400, 600 dpi– Film photograph or printed page
resolution is up to 30,000 dpi
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Digitization Concepts -- Image Quality
• Bit depth or color depth– number of bits used to
represent the color of a single pixel in a bitmapped image
– 1 bit monochrome (bi-tonal black and white)
– 8 bit greyscale– 24 bit color
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Digitization Concepts -- Image Quality
• Uncompressed raw image files– Bitmap (.bmp)– Tagged Image File Format (TIFF)
(.tif)
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Digitization Concepts -- Image Quality
• Compressed derivative files– Used for easier transmission over
the web due to smaller size– Joint Photographic Experts Group
(JPEG) (.jpg) – Portable Network Graphics (.png) – Graphics Interchange Format
(.gif) – Portable Document Format (.pdf)
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Types of Scanners
• Flat bed (may have sheet feeder)
• Book– Book edge– Book cradle
• Microform– Microfilm– Microfiche
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Flatbed Scanner ($500 to $10K)
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Flatbed Scanner with Document Feeder
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Book Edge Scanners
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Book Edge Scanners ($300 to $5K)
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Book Edge Scanner
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Book Cradle Scanner ($6K to $25K)
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Book Cradle Scannerwith page turning ($35K)
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Book Cradle Scanner with page turning - Kirtas' APT BookScan 1200 ($500K)
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Project (Collection) Design
• Have a well thought out plan before doing anything!
• However realize you will still need to be flexible once operational
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Example Project: Design of Texas A&M University Libraries’ Digitization of the Bulletin of the Texas Agricultural Experiment Station
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Workforce RequirementsWorkforce Requirements1 Librarian – 20% time2 Student Workers – ½ time at
$8.00 per hour
Digital Repository minimum◦2 Librarians (head and metadata
cataloger)◦2 Programmers
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Project Design – Equipment and Project Design – Equipment and SoftwareSoftware
Computer Workstation500 GB External Hard DrivePlustek OpticBook 3600 Book Edge
Scanner and SoftwareAdobe Acrobat Ver. 7.0D-Space SoftwareLots of IR File Storage – about 600
GB
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Project Design – TIFF Image FilesProject Design – TIFF Image Files
One image file per page, including blank pages
Scan at 400 dpi for text pages
Scan at 600 dpi for illustration pages
Scan as grayscale unless color illustration
Text pages = 6 MB, illustrations = 14 MB
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Project Design – File NamingProject Design – File NamingName folders by Publication and Publication YearEx: TAES Bulletin
1888 1889
Filename: Bulletin Number, Page NumberEx: b0001 0001.tif …. b0001 0004.tif;
Filename: Bulletin Number ex: Bull0001.pdf …. Bull1400.pdf
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Project Design – PDF FilesProject Design – PDF FilesAdd each page image file to document
Perform OCR on all pages to generate text
Rotate illustration & chart pages 90 degrees
Save as fully searchable PDF file
Full Bulletin text searchable in Repository
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Project Design -- MetadataProject Design -- MetadataNAL modified Dublin Core
Include author, title, keywords, date, series
Include NAL Thesaurus Subject Terms
Initial Records in Excel Spreadsheet
Entry part of DSpace workflow
Metadata OAI harvestable
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Spreadsheet of MetadataSpreadsheet of Metadata
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Digitization Workflow Digitization Workflow SpreadsheetSpreadsheet
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Scanner SetupScanner Setup
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Scan Settings – Grayscale Scan Settings – Grayscale
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Rotate 180 on Even ScansRotate 180 on Even Scans
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Select File Folder Path to Select File Folder Path to Save ImagesSave Images
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Select File Type -- TIFSelect File Type -- TIF
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Enter Base File Name– Enter Base File Name– b####b####
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Preview ScanPreview Scan
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Adjust Scanning MarginsAdjust Scanning Margins
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Scan the Page ImageScan the Page Image
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Next Page (rotated 180) Next Page (rotated 180) PreviewPreview
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Scan Page (Auto-rotated Scan Page (Auto-rotated Image)Image)
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Resulting TIF Image of Resulting TIF Image of PagePage
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Demo of Problem ScansDemo of Problem ScansB&W scans too all or nothingImage too skewed, not straightToo much dark page gutter
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Adobe Acrobat Professional: Adobe Acrobat Professional: Create New PDF from Create New PDF from
Multiple FilesMultiple Files
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Browse to File FolderBrowse to File Folder
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Select Multiple Files Using Select Multiple Files Using Control Key Control Key
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Added File ListAdded File List
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Processing into PDF FileProcessing into PDF File
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Save New File as Save New File as Bull####.pdfBull####.pdf
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New PDF File New PDF File
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Do OCR on the FileDo OCR on the File
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Select -- On All PagesSelect -- On All Pages
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Makes PDF fully text Makes PDF fully text searchablesearchable
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PDF File with OCRed TextPDF File with OCRed TextAllows searching with in retrieved
documentsAlso allows full text indexing of
the item if the Repository is designed to include text of PDF, Word, TXT type files in the indexing it generates in addition to the Metadata in item records
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Questions on Digitization and Questions on Digitization and Scanning Basics?Scanning Basics?
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This Slide Blank in OriginalThis Slide Blank in Original
(Time for a break!)
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Digitization – In DepthDigitization – In DepthMetadata, Repositories, and Access
Outline:•Standards Initiatives•Metadata Standards•Repositories•Access to Repositories
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Standards InitiativesStandards InitiativesNational Digital Infrastructure
Preservation Program (NDIPP)◦http://www.digitalpreservation.gov/
Federal Agencies Digitization Guidelines Initiative◦http://www.digitizationguidelines.gov
/stillimages/documents/DigitizationStandards.pdf
◦http://www.digitizationguidelines.gov/stillimages/documents/Guidelines_Bibliography-DRAFT-2008-07-20-1.pdf
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NAL Scanning NAL Scanning SpecificationsSpecificationsHome / NAL Collections /
Preservation/ Scanning Specifications◦http://riley.nal.usda.gov/nal_display/i
ndex.php?info_center=8&tax_level=3&tax_subject=158&topic_id=2009&level3_id=6471
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NAL Scanning NAL Scanning SpecificationsSpecifications
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Metadata StandardsMetadata StandardsDublin Core Metadata Initiative
◦http://dublincore.org/usage/terms/dc/current-elements/
Example Digital Library Metadata Policy◦http://digital.library.tamu.edu/service
s/scholarly-communication/texas-a-m-repository-policies-and-procedures/metadata-policy
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Dublin Core Metadata Dublin Core Metadata InitiativeInitiative
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Texas A&M University Digital Texas A&M University Digital Library Metadata Policy Library Metadata Policy
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Metadata ElementsMetadata ElementsAuthors
◦dc.creatorTitle
◦dc.titleDate of Issue
◦dc.datePublisher
◦dc.publisherCitation
◦dc.bibliographicCitation
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Metadata ElementsMetadata ElementsSeries/Report Number
◦dc. relation.ispartofseriesIdentifiers
◦dc.identifierType
◦dc.typeLanguage
◦dc.language
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Describe Item with Describe Item with MetadataMetadataSubject Keywords
◦dc.subject◦dc.subject.nalt
Abstract◦dc.abstract
Sponsors◦dc. contributor.sponsor
Description◦dc.description
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Digital Repository BasicsDigital Repository Basics
Software – Commercial or Open Source
Just one “service” of a Digital Library◦Repository◦Peer Reviewed Open Access E-
Journals◦Blogs◦Wikis◦Scholarly communications website
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Digital Repository Digital Repository SoftwareSoftwareOpen Source
◦DSpace ◦Eprints◦Fedora◦Greenstone
Commercial◦CONTENTdm◦Digital Commons◦DigiTool
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Submitting Items to the Submitting Items to the RepositoryRepositoryComponents of a Submission
◦Item Metadata◦Archival Files◦Derivative files for viewing over the
webLicenseQuality Control Check Approval and “Publication” to go
livePost Publication Editing
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Repository Home Page Repository Home Page (DSpace)(DSpace)
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Login to Repository Login to Repository AccountAccount
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Go To Submissions PageGo To Submissions Page
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Start A New SubmissionStart A New Submission
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Or Start New Submission Or Start New Submission from a Collection Pagefrom a Collection Page
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Go To Submit New Item in My Go To Submit New Item in My CollectionCollection
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Robert McGeachin Robert McGeachin CollectionCollection
https://repository.tamu.edu/handle/1969.1/4120
Demo of Submitting This Presentation to the Digital Repository
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Initial QuestionsInitial QuestionsPreviously Published and Multiple
Titles
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Describe Item with Describe Item with MetadataMetadataAuthorsTitleDate of IssuePublisherCitationSeries/Report NumberIdentifiersTypeLanguage
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Describe Item with Describe Item with MetadataMetadataSubject KeywordsAbstractSponsorsDescription
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Item Metadata in Item Metadata in Spreadsheet – Copy and Spreadsheet – Copy and Paste into SubmissionPaste into Submission
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Describe Item with Describe Item with MetadataMetadata
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Describe Item with Describe Item with MetadataMetadata
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Upload Files to RepositoryUpload Files to Repository
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Browse to File Locations & Browse to File Locations & Add File Description Add File Description
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Review ItemReview Item
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Grant Distribution LicenseGrant Distribution License
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Complete SubmissionComplete Submission
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Quality Control Check Quality Control Check
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Editor Examines Item Editor Examines Item SubmissionSubmission
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Editor Examines Item Editor Examines Item SubmissionSubmissionCheck MetadataCheck for all image filesExamine PDF version
◦Check for all pages in order and proper orientation
◦Check images cover full page of content
◦Check quality of page images◦Check full text in “background” from
OCR
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Editor Examines Item Editor Examines Item Submission – PDF Submission – PDF
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Editor Examines Item Editor Examines Item Submission – PDF IndexingSubmission – PDF Indexing
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Check Page OrientationCheck Page Orientation
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Editor OptionsEditor OptionsApprove ItemReject Item (removes Item from
Repository)Edit Metadata (to correct errors)Return Task to Pool of
Submissions
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Editor OptionsEditor Options
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Publishes Item in Publishes Item in RepositoryRepository
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Item in RepositoryItem in Repository
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Post Publication EditingPost Publication Editing
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Edit MetadataEdit Metadata
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Add NALT SubjectsAdd NALT Subjects
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Final Item with MetadataFinal Item with Metadata
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Access to Items in Access to Items in RepositoryRepositoryOpen Archives Initiative (OAI)
Harvestable MetadataMakes item records harvestable
by web crawlersItems indexed by many search
engines◦Commercial – Google, Yahoo, etc.◦Specialized searches – AgOAI, NDLA,
etc.
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Commercial Search Commercial Search EnginesEnginesGoogle
◦Search -- site:repository.tamu.edu "agricultural experiment station“
Yahoo◦Advanced Search – limit to only
search in this domain/site
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Google Search Results Google Search Results ExampleExample
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Yahoo Search Results Yahoo Search Results ExampleExample
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Agriculture OAI SearchesAgriculture OAI SearchesAgOAI
◦http://www.agnic.org/agoai
National Digital Library for Agriculture◦http://www.nal.usda.gov/ndla/
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AgOAI ExampleAgOAI Example
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National Digital Library for National Digital Library for Agriculture ExampleAgriculture Example
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Access to Items in Access to Items in RepositoryRepository
Repository search and browse◦Title◦Collection◦Date◦Author◦Subjects
Repository assigns a unique URI for perpetual access◦http://repository.tamu.edu/handle/196
9.1/2829
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Full Text Search in a Full Text Search in a RepositoryRepository
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Advanced Search of Advanced Search of RepositoryRepository
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Summary PointsSummary PointsMany libraries are becoming
“publishers” of their public domain and archival materials in digital repositories.
Knowledge of techniques to scan, digitize, preserve, and provide digital access to our materials is becoming a part of “information literacy” for librarians.
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Questions about Repositories Questions about Repositories or Digitization?or Digitization?