D g tal drive @ the jewish general hospital arch ves
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D g tal drive @ the jewish general hospital arch ves

D g tal Drive@ 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 2 3 database 2 4

    D g tal Drive @ the JGH Arch ves Digitization (2/3) – Database (2/4)


    D g tal drive @ the jgh arch ves digitization 2 3 database 3 4

    D g tal Drive @ the JGH Arch ves Digitization (2/3) – Database (3/4)


    D g tal drive @ the jgh arch ves digitization 2 3 database 4 4

    D g tal Drive @ the JGH Arch ves Digitization (2/3) – Database (4/4)


    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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