Creating and Keeping your Digital Treasures
Contents
1. P p ts State Library ee os OF WESTERN AUSTRALIA To a Creating and keeping your DIGITAL TREASURES a user guide Updated December 2010 Copyright Cre a o T ial share alike http creativ e es by nc sa 2 5 au OLSE Creating and Keeping your Digital Treasures A User Guide This document provides an overview of standards for users who wish to create or convert digital objects The standards described in this document are provided as a guide and focus on long term access and preservation of objects It is anticipated that where required you will conduct your own research A number of links have been included in Appendix 2 as a starting point for your research The State Library of Western Australia is committed to expanding its collection and documenting Western Australian culture In the modern digital environment an increasing proportion of objects being collected are born digital which means that they are digital at the point of creation The prevalence of affordable recording technologies are increasing the ability for a large proportion of Western Australians to create capture and store objects in digital formats Reformatting hardware scanners etc is also prevalent allowing users to easily reformat non digital objects e g convert print photographs to digital format Storage for digital objects is also becoming increasingly accessible hard drives external and internal are relatively cheap and easily co2. If you intend to scan photographic negatives prints or transparencies to create digital objects we suggest you use the following settings on your scanner The scan should be e Anuncompressed TIFF file e Transparency amp negative 35mm with an output resolution of 3000 ppi pixels per inch e Transparency negative and prints larger than 35mm with an output resolution of 2000 ppi pixels per inch e 48 bit RGB for colour photographic images e 16 bit Greyscale for black and white photographic images The above output resolutions relate to the scanner s optical resolution output If your scanner cannot meet these output resolutions go to the maximum optical resolution of the scanner do not use interpolated resolution Note e You may have to refer to your scanner User manual to configure the settings above Image manipulation Where possible avoid changing the master image Once you have a copy of the master image as is high resolution you can then create a copy of this for manipulation The master image should include all original imperfections such as scratches red eye creases dust spots etc This will help keep the authentic feel of the picture Any tidying up of the image should be done on a copy Refer to the section below on Describing Your Objects for hints on how to help you identify if an object is a copy or a master Analogue to digital conversion by State Library In general the State Library will produce a
3. and playback of music on digital audio players MP3 in Wikipedia the free encyclopedia Retrieved 12 December 2008 from http en wikipedia org wiki MP3 MPEG 1 Layer 3 MP3 in Wikipedia the free encyclopedia Retrieved 12 December 2008 from see MP3 http en wikipedia org wiki MP3 MPEG2 MPEG 2 is a standard for the generic coding of moving pictures and associated audio information 1 It describes a combination of lossy video compression and lossy audio compression audio data compression methods which permit storage and transmission of movies using currently available storage media and transmission bandwidth MPEG 2 in Wikipedia the free encyclopedia Retrieved 12 December 2008 from http en wikipedia org wiki MPEG 2 Native format The format which is created by the recording device generally these are proprietary which means you need special software to view the files in this format Native formats often hold data which is not accessible in other formats OCR Optical character recognition usually abbreviated to OCR is the mechanical or electronic translation of images of handwritten typewritten or printed text usually captured by a scanner into machine editable text Optical Character Recognition 20 11 08 in Wikipedia the free encyclopedia Retrieved 12 December 2008 from http en wikipedia org wiki Optical_character_recognition 20 11 08 For an example of Open Source OCR softwa
4. digital object This may include the date the image was taken the date the image was copied and image corrected or the range of dates the oral history was taken e g an oral history recording with your great aunt that was made over 3 days The nature or genre of your digital object e g Collection Image Moving Image Sound Still image Text The file format physical medium or size and duration dimensions of the resource If your object is not born digital the source from which your digital object is derived e g the original hard copy cookbook scanned and turned into a digital object The space and or time subject of the object The space may be the geographic location e g a place name or GPS coordinates the time may be a date or range of dates covered by the object e g an oral history interview about your father s experiences during the Vietnam war A related resource to your digital object e g the hard copy transcript of the digitally recorded interview The language of the resource e g an interview conducted in Polish and English an image of my grandmother s cookbook with annotations in Greek The person or organisation who published the object if it is published A unique reference to the resource within a given context This may be the name you give to your file There are not many limitations to including detailed metadata the most common of which is time required and following a standar
5. set of five digital objects when capturing images from paper and photographic media This includes published and manuscript material transparencies negatives and photographic prints The five digital objects are Preservation Master uncompressed TIFF Access Copy uncompressed TIFF Thumbnail Image PNG file embedded for display in the online catalogue Thumbnails maximum of 150 pixels on the longest side Viewing Image JPEG file for a larger view on the web 760 pixels longest side XENA xml file National Library of Australia preservation format Audio Making a digital audio recording When using a digital recorder we recommend you make the recording using an uncompressed Broadcast Wave Format BWF wav file in 48 kHz 24 bit The BWF format is like the standard digital audio WAV file but carries extra metadata If your recording device cannot capture at this quality the following lists the files and formats we suggest in order of preference e WAV AIFF or FLAC file 48 kHz 24 bit e MP3 if this is the only option The master file should be the unedited born digital file from the recorder It should be 128kb sec or higher Digital Conversion As per the previous section if you wish to convert your analogue audio tapes to a digital format we recommend you record the object as a Broadcast Wave Format BWF WAV file in 48 kHz 24 bit If it is not possible to create BWF files an uncompressed WAV AIFF or FL
6. the object is the master version or a copy indicated by an M or C in the names below 20081023_M_MandurahHoliday_GrandmaGrandadJoe tiff Note the M indicating that this is the Master Copy 20081023_C_MandurahHoliday_GrandmaGrandadJoe tiff Note the C indicating that this is a Copy of the Master and can be edited Location identification Used for identifying the Location where the object was created and for Providing Contextual information notes e g This was the first holiday the kids had with Grandma and Grandpa Sam s first swim in the ocean etc Some of this metadata may be held in the folder name e g 20081208_Birthday_Aunty_Wilma_North_St Even more detailed descriptions In addition to distinct and consistent file names as outlined above you may also wish to develop more detailed descriptions of your digital objects More detailed metadata can help you to search for and identify objects remember the significance of the event recorded in a digital image and record information about the conditions of use of the digital object This metadata though ideally stored as part of the object may be held in a separate file to the object for example in a text document saved in the same directory as a group of pictures Did you know e Anexample of Open Source software that can read and edit metadata embedded in files can be found here http Awww sno phy queensu ca phil exiftool There are many met
7. you backup to this can be an expensive process Add to your backups incrementally January file 1 gt file 500 Feb file 501 gt file 600 files created in January March file 601 gt 700 files created in Feb A combination of the two Every January take a complete backup of your files Monthly after that increment your backups The question to ask yourself is When the hard drive that am keeping my data on fails and it will fail it s just a question of when how much data can afford to lose A real life example Sarah regularly records movie files of her 3year old child She stores these files on the hard drive of her home PC She has two external hard drives for backing up data to she has named them HD A and HD B Sarah has decided that she should back up her files every month Every month on the 1st of the month she backs up all her files to HD A She then takes that hard drive to her mother s house She brings home HD B which has been at her mum s since last month and repeats the backup process onto this other drive When she s done she has three complete copies of her movie files one on her PC one on HD B and one on HD A now at her mum s Remember this process takes commitment Keeping a regular backup schedule will make this easier and you re less likely to forget The cost of not doing this could be that you lose everything Appendix 1 Glossary of terms AIFF Audio Int
8. AC file 48 kHz 24bit is recommended Analogue to digital conversion by State Library The State Library converts analogue to digital recordings using BWF wav for the master copy and MPEG 1 Layer 3 MP3 for the access copy As with all digital objects the master will not be enhanced through editing e g to remove clicks hum and buzz noise The access copy presented on the Web may be edited to remove clicks hum and buzz etc This web copy will be an MP3 The Library is currently investigating other derivative formats to suit various client needs For now we believe that the MP3 file format is easily downloadable via the internet and has an acceptable sound quality Did you know e Anexample of Open Source audio capture conversion software is available at http audacity sourceforge net Moving Images Making a digital video recording Video footage can be created in any one of a complex and evolving range of different formats Since introduction in the 1950s there have been around 70 different tape formats developed and utilised There are also at least that many variations in digital video flavours This wide range of available formats makes the selection of a long term preservation format very difficult Each format requires evaluation for the best way to preserve the images and make them accessible For best results choose the highest quality setting on the video camera If there is a native format or camera RAW
9. RIC_Toolkit docs Metadata htm Rights Creative Commons http creativecommons org Appendix 3 Appendix 3 Standards for Digital Objects hudio File gt 4 A voice Oral History recording or music track Ps ee ae Video File ome movie ges S er File A poem manuscript newsletter letter etc oS wee Se Image File ra A picture negative painting etc Born Digital BWF WAV AIFF or FLAC 48kHz 24bit Converting to digital Same as above Born Digital RAW or uncompressed AVI Converting to digital Uncompressed AVI PN lis D A Storage and Backup Multiple copies in multiple places f A Born Digital Keep the Original Format Create a PDF A copy Create an Open Format version xena Converting to digital Use standards from Images Born Digital RAW TIFF JPEG Highest quality available Converting to digital Scan as uncompressed TIFF 300ppi output resolution longest side 4800 pixels 48 bit RGB for colour 16 Bit Greyscale for Black and White 18
10. adata schemas available and they range from simple to complex formats The choice of a schema depends on how and who will be using the schema The Dublin Core metadata schema is a simple standard that is easily applicable to personal collections and allows individuals to produce their own metadata with no extensive training Your metadata may include some or all of the following summarised Dublin Core elements Title The name or title given to your digital object Rights Information about rights held in and over the digital object If you own the rights to the digital object you may wish to apply a Creative Commons license to your digital object and record the conditions of that license in this field Subject The subject of your digital object Use keywords or a controlled vocabulary to represent the subject Description An explanation of your digital object The description may include an abstract or other summary Creator The person or organisation that created the digital object e g a digital copy of a photograph your grandmother took in 1926 Contributor A body responsible for having some input to the object Examples of a Contributor include a person an organization or a service e g your grandmother who took the original analogue image in 1926 that you ve now digitised Date Type Format Source Coverage Relation Language Publisher Identifier A date or period of time associated with the life cycle of the
11. alues of off or on respectively Because bits are so small you rarely work with information one bit at a time Bits are usually assembled into a group of eight to form a byte A byte contains enough information to store a single ASCII character like h Retrieved 10 February 2009 from http kb iu edu data ackw html Material that has originated in a digital form digital camera digital video digital recorder etc should be submitted in the original format produced by the device Details of the brand and model of device camera type and any special software required to view the images etc should also be documented or submitted with the material BWF Broadcast Wave Format BWF is an extension of the popular Microsoft IBM WAVE audio format and is the recording format of most file based non linear digital recorders used for motion picture and television production BWF in Wikipedia the free encyclopedia Retrieved 12 December 2008 from http en wikipedia org wiki BWF Creative Commons Licensing A free structured way creators can assign freedoms to their work http creativecommons org Data compression Data compression the process of encoding information using fewer bits See also Image compression Audio data compression and Video compression Derivative A copy of your digital object may be in a different format e g a print copy of your digital photograph Digital object An obje
12. ct in a digital form i e not a print File format The type of file examples include jpeg avi doc etc FLAC Free Lossless Audio Codec FLAC is a file format for lossless audio data compression Being lossless FLAC does not remove information from the audio stream as lossy compression formats such as MP3 AAC and Vorbis do Free Lossless Audio Codec in Wikipedia the free encyclopedia Retrieved 12 December 2008 from http en wikipedia org wiki Free_Lossless_Audio_Codec Image compression Interpolated resolution Image compression is the application of data compression on digital images In effect the objective is to reduce redundancy of the image data in order to be able to store or transmit data in an efficient form Image compression in Wikipedia the free encyclopedia Retrieved 12 December 2008 from http en wikipedia org wiki Image_compression An enhanced resolution of a scanning device that is computed using a software algorithm Also called the digital resolution it makes an image appear as if it were scanned at a higher resolution An interpolated resolution is considerably greater than the optical resolution which is the inherent physical resolution of the device Depending on the contents of the image and the scanning algorithm an interpolated or enhanced resolution can improve or degrade the original Interpolated resolution technology in Answers com Retrieved 12 December 2008 fro
13. d method of describing your collections The more information you can provide the easier it will be for yourself and others to find specific objects and has the added benefit of making it easier to recall details about events Data security In brief where you can back up your data and keep a copy separately to your main storage For example if you keep your digital pictures on your home computer make a copy of them and keep that copy elsewhere a family member s house in your office at work etc By keeping a separate copy if there is a disaster at your primary storage site e g your house floods and the home PC with all your digital recordings of your music is damaged you have a copy that you can recover your data from You may also wish to consider backing up your data on a different media e g keeping a printed copy of your pictures If you decide to use a different softcopy media e g burn your pictures on to CD make sure you periodically check the disc to ensure the files are still accessible There are many options to simplify this process for example one touch or automated backup devices or software which can be configured to back up a directory or incrementally add backups as required or to CD DVD or external hard drive Regularly backup your collection There are a couple of methods to do this Make a complete backup of your data i e file 1 through to file 1000 every time Depending on the media that
14. digital pictures Many compact digital cameras capture images in JPEG format only These JPEG images should be retained unedited as the master copy For cameras with a choice of formats the following settings are recommended in order of preference RAW TIFF JPEG If possible set your digital camera to capture the image in the native or raw format for example Canon uses the file extension crw or cr2 Olympus uses orf Kodak uses dcr or drf and so on If you are not able to set this on your camera the next best option is to capture the image in an uncompressed TIFF format If the raw format or TIFF is not a setting available on your camera the JPEG standard is recommended If possible select an uncompressed format using the highest resolution setting This may reduce the number of images you can take on your camera but will allow these images to be of the highest quality You may have to refer to the User Manual which came with your camera on how or if it is possible to select these settings for your camera Note e f you use the native or camera raw format for your camera original images ensure you do not misplace the conversion software which comes with the camera You will need it to convert the RAW files into viewable TIFF or JPEG images Native or camera raw formats are usually brand specific so it is advisable to create a preservation set of your raw files in an open format such as uncompressed TIFF format to ensure that yo
15. erchange File Format AIFF is an audio file format standard used for storing sound data for personal computers and other electronic audio devices The format was co developed by Apple Computer in 1988 1 based on Electronic Arts Interchange File Format IFF widely used on Amiga systems and is most commonly used on Apple Macintosh computer systems Audio Interchange File Format in Wikipedia the free encyclopedia Retrieved 12 December 2008 from http en wikipedia org wiki Audio_Interchange_File_Format Analogue A non digital item Examples include printed materials photographic negatives audio cassette tapes etc Audio data compression Audio compression is a form of data compression designed to reduce the size of audio files Audio compression data in Wikipedia the free encyclopedia Retrieved 12 December 2008 from http en wikipedia org wiki Audio_data_compression AVI Audio Video Interleave is a multimedia container format introduced by Microsoft in November 1992 as part of its Video for Windows technology AVI files can contain both audio and video data in a file container that allows synchronous audio with video playback AVI in Wikipedia the free encyclopedia Retrieved 12 December 2008 from http en wikipedia org wiki AVI Bit Born Digital A bit is a binary digit the smallest increment of data on a computer A bit can hold only one of two values 0 or 1 corresponding to the electrical v
16. format select that It is vital that when you record or copy your vision to hard drive you consider what it may take to play back to future generations To maintain ultimate quality then the camera s RAW or native format is going to be best However it is often not possible to share this with friends without specialist software or install CDs that may have come with the camera It is highly recommended you look at widespread and fairly standardised formats such as DV MPEG2 MPEG4 or old fashioned standards such as photojpeg quicktime or animation quicktime along with storing your native footage Digital conversion When converting analogue moving picture recordings we recommend your output master copy is in AVI format and is uncompressed Analogue to digital conversion by State Library When converting analogue moving picture recordings to digital format the State Library creates a Master copy in AVI uncompressed format and Access copies in MPEG2 DVD format Did you know e Anexample of Open Source video capture conversion software is available at http www virtualdub org Describing Your Objects creating Metadata Metadata helps you describe and access an object and is essentially data about data objects Metadata can include the technical information stored on your digital camera such as the date and time an image was taken distinct keywords and conventions used in the naming of digital files or more detailed descrip
17. m http www answers com topic interpolated resolution technology JPEG In computing JPEG a commonly used method of compression for photographic images The degree of compression can be adjusted allowing a selectable trade off between storage size and image quality JPEG typically achieves 10 to 1 compression with little perceptible loss in image quality JPEG in Wikipedia the free encyclopedia Retrieved 12 December 2008 from http en wikipedia org wiki JPEG Master The original object unedited in its original format Metadata Metadata meta data or sometimes metainformation is data about data of any sort in any media An item of metadata may describe an individual datum or content item or a collection of data including multiple content items and hierarchical levels for example a database schema In data processing metadata is definitional data that provides information about or documentation of other data managed within an application or environment The term should be used with caution as all data is about something and is therefore metadata Metadata in Wikipedia the free encyclopedia Retrieved 12 December 2008 from http en wikipedia org wiki Metadata MP3 MPEG 1 Audio Layer 3 more commonly referred to as MP3 is a digital audio encoding format using a form of lossy data compression It is a common audio format for consumer audio storage as well as a de facto standard encoding for the transfer
18. n 1993 for document exchange PDF is used for representing two dimensional documents in a manner independent of the application software hardware and operating system Portable Document Format 20 11 08 in Wikipedia the free encyclopedia Retrieved 12 December 2008 from http en wikipedia org wiki Portable_Document_Format_ _ 20 11 08 PDF A This standard defines a format PDF A for the long term archiving of electronic documents and is based on the PDF Reference Version 1 4 from Adobe Systems Inc implemented in Adobe Acrobat 5 PDF A is in fact a subset of PDF leaving out PDF features not suited to long term archiving PDF A 20 11 08 in Wikipedia the free encyclopedia Retrieved 12 December 2008 from http en wikipedia org wiki PDF A 20 11 08 Pixel In digital imaging a pixel picture element is the smallest piece of information in an image Pixels are normally arranged in a regular 2 dimensional grid and are often represented using dots squares or rectangles Each pixel is a sample of an original image where more samples typically provide a more accurate representation of the original Pixel in Wikipedia the free encyclopedia Retrieved 12 December 2008 from http en wikipedia org wiki Pixel PNG Portable Network Graphics PNG is a bitmapped image format that employs lossless data compression PNG was created to improve upon and replace GIF Graphics Interchange Format as an image file format
19. nfigured In this document there are general guidelines for users on how to take advantage of these storage options for backup purposes With the increasing take up of user friendly digital technologies the number and size of digital objects is growing exponentially So too is the opportunity for the Library to collect and preserve these objects A guide to describing your objects creating metadata is included in this document with the aim to provide an introduction to the importance of describing objects Your descriptions will help you locate your digital objects and provide information about their creation and content for future generations This section aims to provide some helpful hints for you to describe your collection General Rules and Guides This document has been created to provide a guide for content creators The standards for digital capture and or reformatting throughout this document are presented as a minimum standard and where possible higher resolutions bit rates pixels per inch etc should be employed The Library strongly advises you do not reformat your original digital objects into the standards below For example you should not directly convert a 640x480 pixels JPEG image into a TIFF file If you want to make changes to an object do it to a copy and keep the master in its original format The Library is investigating the use of XENA a freely available Open Source piece of software produced by the National Archives
20. ng obsolescence e periodically checking that they can still access the information in the digital files e checking that they will still be able to access their digital files when planning an upgrade to new computer equipment and or software Standards for Digital Capture and Reformatting Text Creating a digital text For born digital objects the Library will collect the master document in its unaltered format and aim to create a primary preservation object in PDF A Portable Document Format for Archiving and an additional object in OpenDocument format To help ensure long term access it is strongly suggested when you create a text document that you save a copy in a preservation format This will allow you to minimise software migration issues For example if you are using Microsoft Word 2000 use a PDF converter or other format converter to create an archival copy This archival copy should not rely on proprietary software to open it Even when you have this copy you should keep the original object in its original file format PDF A is the current suggested file format for preservation PDF A is designed for the long term preservation of text documents and is the first part of the standard documented in ISO 19005 1 2005 E PDF A is a subset of PDF leaving out PDF features not suited to long term archiving The OpenDocument format is an alternate option Itis an international standard ISO IEC26300 2006 Open Document Format for Office Ap
21. not requiring a patent license http en wikipedia org wiki Portable_Network_Graphics Raw A raw image file contains minimally processed data from the image sensor of a digital camera or image scanner Raw files are so named because they are not yet processed and ready to be used with a bitmap graphics editor or printed http en wikipedia org wiki RAW_image_format 20 11 08 TIFF Video compression Tagged Image File Format abbreviated TIFF is a file format for storing images including photographs and line art It is now under the control of Adobe Systems Tagged Image File Format TIFF is a variable resolution bitmapped image format developed by Aldus now part of Adobe in 1986 TIFF is very common for transporting colour or grey scale images into page layout applications but is less suited to delivering web content TIFF in Wikipedia the free encyclopedia Retrieved 12 December 2008 from http en wikipedia org wiki TIFF Video compression refers to reducing the quantity of data used to represent digital video images and is a straightforward combination of image compression and motion compensation Video compression in Wikipedia the free encyclopedia Retrieved 12 December 2008 from http en wikipedia org wiki Video_compression WAV WAV or WAVE short for Waveform audio format is a Microsoft and IBM audio file format standard for storing an audio bitstream on PCs WAV in Wikipedia the f
22. of Australia to convert files to an OpenDocument format This document is subject to periodic review As technologies change the Library believes it should remain flexible to adapt to standards Always adhere to Copyright restrictions when digitising objects Some General Hints for Preserving Digital Objects Digital hardware software file formats and media are constantly being updated by manufacturers This eventually causes superseded systems to become obsolete Examples are the word processing software Wordstar and also 5 25 floppy disks People who wish to preserve their digital files for themselves and future generations should be vigilant in e retaining the manufacturers software needed to read original digital files e maintaining systematic metadata e ensuring that preservation copies are made of original digital files in formats which are recognizable by open source software i e are not brand specific e running a regular backup regime so that copies exist of the preservation archive of digital files e keeping several copies of the preservation archive in separate locations as a guard against loss through disaster e periodically checking that their file formats such as tiff and PDF A and storage media are still current e copying their preservation files to new formats when current formats are approaching obsolescence e copying their preservation archive to new storage media when their current storage media such as CDs are approachi
23. plications v1 0 that was developed for long term preservation of electronic office documents Did you know e Open Office v2 4 a free open source office suite allows users to save files in both suggested archival formats Details about Open Office and where to download it are included in Appendix Two e Microsoft Word 2007 also has an Add in that allows documents to be saved in PDF A format Information on downloading this Add in can be found in Appendix Two Creating searchable text If you intend to scan a text document for example if you wanted to digitise your Grandmother s cookbook use the scanning standards specified for Images below You may also want to investigate Optical Character Recognition OCR OCR is the mechanical or electronic translation of images of handwritten typewritten or printed text usually captured by a scanner into machine editable text Further information is included in Appendix Two OCR is most effective on printed typed materials Manual transcription of material is an additional option for hard to read non OCR friendly text By providing OCR ed text you make the object searchable and more easily readable Did you know e The Microsoft Office Document Scanning software that regularly comes bundled with a Microsoft Suite has an OCR option see Appendix Two Images Taking a digital photograph We believe that a digital camera with a resolution of at least 6 megapixels is best for capturing
24. re see http code google com p tesseract ocr Retrieved 16 December 2008 Open format An open format is a published specification for storing digital data usually maintained by a standards organization which basically can be used and implemented by anyone For example an open format can be implementable by both proprietary and free and open source software using the typical licences used by each In contrast to open formats proprietary formats are controlled and defined by private interests Open format in Wikipedia the free encyclopedia Retrieved 12 December 2008 from http en wikipedia org wiki Open_format Optical resolution Optical resolution describes the ability of an imaging system to resolve detail in the object that is being imaged Optical resolution in Wikipedia the free encyclopedia Retrieved 12 December 2008 from http en wikipedia org wiki Optical_resolution Open Source software Generally free to use software that allows users to improve and change the source code Output resolution PDF Output resolution refers to the number of image pixels in each linear inch of the picture Printing resolving resolution reprinted from PCPhoto Magazine April 2001 in University of Wisconsin Platteville Retrieved 12 December 2008 from http Awww uwplatt edu covert Newsletter printing ResolvingResolution htm Portable Document Format PDF is a file format created by Adobe Systems i
25. ree encyclopedia Retrieved 12 December 2008 from http en wikipedia org wiki WAV Appendix 2 Links to other sites with good digitisation information Storage and Preservation National Archives of Australia http www naa gov au Xena http xena sourceforge net Microsoft Add in to convert to PDF http www microsoft com downloads details aspx Familyld F1FC413C 6D89 4F 15 991B 63B07BA5F2E5 displaylang en Open Office Details and Download location http download openoffice org OCR Microsoft Office Document Scanning http office microsoft com en us help HP010771031033 aspx Start gt Programs gt Microsoft Office gt Office Tools gt Microsoft Office Document Scanning Optical Character Recognition http en wikipedia org wiki Optical_character_recognition Creating RAW images http www tasi ac uk advice creating raw format html Uncompressed TIFF http www dpreview com learn key TIFF Output resolution http www bowhaus com news inputoutput php4 Resolution http graphicssoft about com od glossary q resolution htm 16 bit greyscale http www imaging components com Imaging Components Image Processing bits per pixel shtm Introduction to Metadata http www getty edu research conducting_research standards intrometadata Dublin Core metadata schema Dublin Core Metadata Element Set Version 1 1 http dublincore org documents dces Toolkit to select a metadata schema http www rubric edu au packages RUB
26. tions about the context and content of the digital object Metadata provides a way of indexing accessing preserving and discovering digital resources Naming Convention You should use a standard way of naming your objects Though digital files include a date stamp you may want to consider adding this to the name of the object as the date stamp on a digital object is the date that the object is created or modified which introduces issues if you ve scanned an analogue photograph into a digital format Some examples are 20081023_Mandurah_Holiday date of creation YYYYMMDD _ location _ subject By putting the date first you can easily sort objects by date You may also find it helpful to add detail to your file names 20081023_MandurahHoliday_Kids 20081023 _MandurahHoliday_ViewFromHotel 20081023_MandurahHoliday_MyFirstFish 20081023 _MandurahHoliday_GrandmaGrandadJoe date of creation YYYYMMDD _ location _ subject _ detail The effort you spend at this stage of the process will make it much easier for you to accurately find a specific image from your collection Consider the above example as opposed to 0001 jpeg 0002 jpeg 0003 jpeg 0004 jpeg Which one was that picture of me catching my first fish More detailed descriptions You may wish to include more detailed metadata about your images Some examples of more detailed information you may want to provide are Version control Indicators in object names to identify if
27. u have a viewable set of images should the conversion software become obsolete It is important to remember that whatever file format you use to take pictures you should not convert the master file to fit the above recommendations i e if your camera only takes pictures in the JPEG format retain the JPEG as the master even if you make a duplicate TIFF file There is information held in the original file technical metadata which may be lost in the conversion process Of course you may convert a copy of the image for re use e g if you wish to duplicate a TIFF file as a compressed JPEG format to email it to a friend Refer to the section below on Describing Your Objects for hints on how to help you identify if an object is a copy or a master To summarise we recommend your camera resolution is at least 6 megapixels your file format should be native format or Camera RAW files if native format or RAW is unavailable use TIFF if JPEG is the only option you should select the maximum quality setting you should take your pictures at the Maximum quality finest or best quality setting with no compression e you should retain your conversion software the software that came with your camera if making native format or Camera RAW files and make a backup set of images in TIFF format e you retain your original camera images as masters and make duplicates for editing and conversion Digital conversion scanning
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