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DIGIDOC Project: Digitisation of Belgian Parliamentary Documents

The DIGIDOC Project involves the digitisation of historical parliamentary documents in the Belgian Parliament. It aims to create a digital library from 1831-1995, rationalise printing and distribution, and prioritise documents of legal and historic significance. The project encompasses three sections for archiving, retrieval, digitisation, and reproduction, utilizing a hybrid approach combining microfilm preservation and digital conversion. Operational realisation includes cooperation between departments, outsourcing microfilming, and digitisation processes. While facing challenges, the project's focus remains on accessibility to the public.

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DIGIDOC Project: Digitisation of Belgian Parliamentary Documents

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  1. THE DIGIDOC-PROJECTDIGITISATION OF PARLIAMENTARY DOCUMENTS IN THE BELGIAN PARLIAMENTPAUL SARENS ECPRD seminar in Brussels

  2. P.O.D. - DIGIDOC-PROJECT • P.O.D. : Printing on demandrationalisation of printing and distribution of parliamentary publicationsselective distribution of documents“digitally born” documents from 1995 • Digidoc : digitisation of documentscreation of a “digital library”historical documents (1831-1995)logical complement to the P.O.D.-project ECPRD seminar in Brussels - Paul Sarens

  3. DIGITAL CHOICES TOMAKE • Publications with greatest legal and historic importance : Documents and Records of the House of Representatives and the Senate • Priority to the period 1945-1995 ECPRD seminar in Brussels - Paul Sarens

  4. DIGIDOC : 3 sections • Digidoc 1 : Documents and Records of the House of Representatives (1831-1995) – 1.370.000 pages • Digidoc 2 : Documents and Records of the Senate (1831-1995) – 627.000 pages • Digidoc 3 : Moniteur belge (Statute Book) (1831-1997) – 1.400.000 pages – Cooperation with the Justice Department ECPRD seminar in Brussels - Paul Sarens

  5. DIGIDOC: 4objectives • Archiving • Retrieval • Digitisation • Reproduction ECPRD seminar in Brussels - Paul Sarens

  6. FILM FIRST APPROACH • Recommended in 1992 by the Commission on Preservation and Access • Standard in the world of preservation • Microfilm as preservation tool for the long term • Digitisation of microfilm as access tool ECPRD seminar in Brussels - Paul Sarens

  7. BENEFITS OF THE HYBRID APPROACH • Microfilm captures content in an integral and authentic way • Microfilm as analogue back-up for restoration • No considerable higher cost price • Microfilming is safer for damaged paper • Scanning of microfilm : no quality loss ECPRD seminar in Brussels - Paul Sarens

  8. LONG TERM PRESERVATION • “Digitally born” documents converted to microfilm COM-computer output to microfilm • Two copies of every digitised document printed on permanent paper and stored on different locations ECPRD seminar in Brussels - Paul Sarens

  9. OPERATIONAL REALISATION OF THE PROJECT • Cooperation between 3 Departments : General Affairs, Computer Department, Library • Library : Studio for micrographic & electronic archivingtwo operators, two clerkstwo microfilmscanners Bell & Howell 3000 Dscanning at 400 dpiTIFF CITT group 4, conversion to PDFImage capture software : Powerfilm 4.1.2 (Infocap) • Guidance committee to monitor the project ECPRD seminar in Brussels - Paul Sarens

  10. OUTSOURCING MICROFILMING • 3.400.000 pages to microfilm • General call for proposals • Dutch film Microformat systems • Reliable quality • Masterfilms : panchromatic halogensilverfilm (neg. pol.) • Usercopies : negative diazofilm ECPRD seminar in Brussels - Paul Sarens

  11. OUTSOURCING DIGITISATION MICROFILMS • Decision of College of Quaestors • Documents House of Representatives 1832-1974 • Limited request for proposals • 6 candidatures, 1 company remained • Test : digitisation of images and introduction metadata • Margin of error widely exceeded : tender invalid • Conclusion : private companies have no practice with parliamentary documents (scanning OK, metadata problematic) ECPRD seminar in Brussels - Paul Sarens

  12. QUO VADIS DIGIDOC ? • Insuccessful outsourcing : loss of time, but instructive experience • Some parts of the project can better be done “in house” • Priority to the Documents and Records (1945-1995) of the House and the Senate • Introduction of keywords and Optical CharacterRecognition need further consideration • Objective : make this important parliamentary information accessible to the general public ECPRD seminar in Brussels - Paul Sarens

  13. Thank you for your attention Paul SARENS ECPRD seminar in Brussels

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