Digital Project
Introduction
Archival heritage is fragile. Many items, or a part of them, have already been exposed to the devastation of war or natural disasters. But the causes for the degradation of these assets may be situations that are much more commonplace, such as pollution, insects, environmental conditions and acts of vandalism. A policy of preventive conservation through the concept of Digital Archives is essential and welcomed in various Archival and Library institutions, making it possible to prolong the life of the documents.
Objectives
Several factors led the Madeira Regional Archives (ARM) to pursue its project to digitise its collections:
- Preserve and ensure the integrity of the archival heritage by substituting the support medium, preventing the progressive degradation of the archival materials;
- Possibility of creating indexed structures of information storage, which can be searched or to which new data can be added;
- Facilitate access to information (automatic search) by the users of the ARM, making simultaneous access possible through network distribution;
- Profit from the use of technology that makes it possible to create a digital image that is more legible than the original, facilitating the production of multiple copies with quality.
Definition of the groups to be scanned
The principal criterion used in selecting the documents to be scanned was based on the frequency of consultation, that is, priority for scanning was given to the most requested documents, in order to minimise their handling or even substitute access to the original.
The documents chosen for scanning in 2006 are:
- Parochial Records of the Sé Parish;
- Collection of Periodicals, especially the Diário de Notícias, as well as the first edition of all the periodicals that are part of the collection of the MRA;
- Monographs and magazines of the Madeira Regional Archive;
- Iconographic Collection (photographs, contact proofs, post cards, cartography).
Work Team
Design and planning of the Project (2006)
Dra. Fátima Barros, Dra. Margarida Ornelas and Eng. Lino Henriques
Co-ordination Digital Madeira Regional Archives
Dra. Fátima Barros, Dra. Margarida Ornelas and Eng. Lino Henriques
Co-ordination of the Madeira Regional Archives Digitisation Project
Dra. Margarida Ornelas
Information Systems
Eng. Lino Henriques
Scanning of images
Dra. Margarida Ornelas (coord.), Gilberto Sousa, Ana Santos, Vânia Pereira, Bernardo Santos.
Organisation of digital archives
Dra. Margarida Ornelas and Eng. Lino Henriques
Equipment
The choice of equipment to be used for each type of document is associated with the physical condition and characteristics of the original. Bound documents are scanned with scanners having a compensation for the spine of the book, to “spare” the bindings (Dual-Profi C). The iconographic collection (photographs and post cards) and simple documents (those not having any type of binding) are scanned using a flatbed scanner (Scanner Epson GT-15000; Scanner Epson Expression 10000 XL). Microfilms are scanned using a micofilm reader (Minolta - Microfilm scanner ms 7000).
Methodology
1. Calibration of the monitor and scanner equipment
2. Preparation of the originals to be scanned
3. Scanning of the documents using calibration wedges
4. Recording of matrix image in accordance with the established definitions
5. Insertion of metadata
6. Quality control of the image
7. Copying of matrix image files and recording on DVD
8. Affixing identification labels and packaging of DVDs
9. Processing of the digital image
10. Generating copies for the internet
11. Linking to the archival descriptions
12. Placing on Internet and Intranet
Rules and techniques to be applied
The production of digital images is carried out in accordance with scanning profiles defined by the Madeira Regional Archives, based on research/study and on the scanning tests carried out. A digital image (Matrix) is made for each document, which is stored on DVD without any processing. The Matrix is used to produce an image (Copy) of lower quality, which is used for processing. This copy is stored on the local server to allow users to access it quickly and easily. All the documents are scanned page by page, at their original size and saved to file at 100%.
Digital ARM Project presented to the public
Digital Arm project will be presented to the public during the year of 2007. The pages presently under construction will allow users to visualize Madeira Regional Archives’ digitalized documents.
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