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d g tal drive @ the jewish general hospital arch ves

D g tal [email protected] the Jewish General Hospital Arch ves

Linda Lei, Archives ConsultantPresented to The Association of Jewish Libraries, Montreal Chapter, at the Harvesting the fruits of history: A user\'s guide to displaying, digitizing, and creating an online database for a historical collection Conference, November 20, 2009

&

at the School of Information Studies, McGill University

February 17, 2010

d g tal drive @ the jgh arch ves before the digitization
D g tal Drive @ the JGH Arch ves Before the digitization
  • Sybil Cadloff
    • Librarian,

Volunteer Archivist

    • c. 1984 – c. 2003
  • Nature of the JGH Archives
    • 1929 to beginning of the 21st century
    • Holdings
      • 30 feet of textual materials (A/R, minutes, correspondence, news clippings, legal documents, etc.)
      • Approx. 5 feet of photographs; 3 boxes from PA&C
      • 2.5 inches of negatives
      • 5 VHS tapes and 20 research tapes for the history book of JGH
      • 2 boxes of 35mm slides, donated by PA&C
      • 2 boxes of hospital brick pledges, donated by Foundation
    • Original finding tools
      • 1 box of catalog cards
      • 2-page section list compiled in the 1980s.
d g tal drive @ the jgh arch ves launch of digitization 1 2
D g tal Drive @ the JGH Arch ves Launch of Digitization (1/2)
  • Preliminary works, 2006
    • Inventory hierarchy
    • Project proposal
  • Back in the business, 2007
    • Submission of formal business plan
  • Planning and database selection, 2008
    • Prioritization: images first
    • Digitization begins
    • Database installation
    • Resubmission of business plan
  • Major undertakings, 2009
    • 75th anniversary – traveling exhibit
    • Database-driven website in progress
d g tal drive @ the jgh arch ves launch of digitization 2 2 timeline
D g tal Drive @ the JGH Arch ves Launch of Digitization (2/2) - Timeline

Event 1

Scan of photos and brick cards

Event 8

JGH Legacy Lectures

Event 6

Exhibit: Text preparation;

Display system design

Event 10

French translation

Event 3

Cataloging starts;

Watermarking

2008 Apr. Jul. Oct. 2009 Apr. Jul. Oct. 2010

Event 11

Website design ongoing

Event 4

Database Customiza-tion;

French cataloging

Event 7

Exhibit: Graphic design; Liaisons

Event 2

Database installation; Intropage design

Event 5

Exhibit: photo selection

Event 9

Finding aids for smaller collections

d g tal drive @ the jgh arch ves digitization 1 3 scanning 1 2
D g tal Drive @ the JGH Arch ves Digitization (1/3) – Scanning (1/2)
  • Equipment
    • Flatbed scanner HP ScanJet 5590 with TMA for scanning 35mm negatives and slides
      • Pros: easy to use, economic, searchable PDF output format
      • Cons: slow when higher resolution is selected, limited working area
  • Objects: photo prints, 35mm negatives, slides, and brick cards
  • Scanning specifications:
    • Resolution (Dots per inch (dpi)) : 300 dpi
    • Default color depth (also called Bit Depth): 24 bit, millions of colors
    • Default image size: original size. N.B. 6 X 4 inch for 35mm negatives and slides
  • Common output formats:
    • Images
      • .tiff for archival storage
      • .jpeg for web-deliverable images
        • Full-size images: portrait-oriented: 650 px on short side with a proportionally scaled long side; landscape-oriented: 1000 px on long side with a proportionally scaled short side
        • Midsize images (for individual record display)
        • Thumbnails (for record group display)
    • Documents: searchable PDF for documents (Tribute book), more research is needed
d g tal drive @ the jgh arch ves digitization 1 3 scanning 2 2
D g tal Drive @ the JGH Arch ves Digitization (1/3) – Scanning (2/2)
  • Watermarking: Adobe Fireworks
  • Storage media:
    • Hospital’s server, DVD-R, DVD-RW and external hard drive
    • CD-R for delivery
  • Collaboration with other departments: A/V (photographing, VHS tape digital conversion, Photoshop retouch, etc. ) and Medical Records
  • Useful resources:
    • Kalfatovic, Martin R., 1961-   Creating a winning online exhibition : a guide for libraries, archives, and museums / Martin R. Kalfatovic.    Chicago :   American Library Association,   2002.
    • Stielow, Frederick J., 1946-   Building digital archives, descriptions, and displays : a how-to-do-it manual for archivists and librarians / Frederick Stielow.    New York ;   London :   Neal-Schuman Publishers,   c2003.
d g tal drive @ the jgh arch ves digitization 2 3 database 1 4
D g tal Drive @ the JGH Arch ves Digitization (2/3) – Database (1/4)
  • Database: Archives Online (AO)
    • Add-on application to the existing Inmagic CS/Textworks for archival accessions and descriptions
    • City of Richmond Archives, 1995, further enhanced and developed by Andornot
    • Customization with more French fields
    • Demo of searching in AO
      • Special features: Inventory (images), Inventory (hierarchy)
  • Thesauri for cataloging:
      • In use: Getty AAT and MeSH by NLM
      • Others: LCSH and British Columbia Thesaurus
  • Useful resources:
    • Review of archives management software by Council of Nova Scotia Archives
    • Archivist’s Toolkit by AABC
d g tal drive @ the jgh arch ves digitization 3 3 we bsite online search interface in progress
D g tal Drive @ the JGH Arch ves Digitization (3/3) – Website & Online search interface (in progress)
  • Demo the JGH Archives
    • Intropage
    • Keyword search
    • Search by collection
    • Finding aids: hierarchical display of finding aids for 3 collections with series descriptions
    • Electronic reference book: Your Tribute Everlasting
  • To integrate: intropage, online version of the traveling exhibit, links to other archives
  • Photograph reproduction
    • e-Delivery: FTP solution
    • Online shopping cart: TBD
d g tal drive @ the jgh arch ves le ssons learned
D g tal Drive @ the JGH Arch ves Lessons Learned
  • Funding
  • Time management
    • Delays caused by unforeseen circumstances
  • Budget
    • Revision, revision and revision, until after the deadline of submission.
  • Staff recruitment
d g tal drive @ the jgh arch ves after launching the jgh archives website
D g tal Drive @ the JGH Arch vesAfter launching the JGH Archives website
  • Continuing with larger collections
  • Arrangement and preservation
  • Digitization of textual materials and artefacts
  • Themed displays
  • More outreach
d g tal drive @ the jgh arch ves
D g tal Drive @ the JGH Arch ves

Contact:

Linda (Da) Lei, MLIS

Archives Consultant

Jewish General Hospital 514-340-8222 Health Sciences Library Local: 3277 Pavilion A, room 200 [email protected]

5750 Côte-des-Neiges Montréal, Québec H3T 1E2

www.jgh.ca

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