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RECMGMT-L  August 2014, Week 5

RECMGMT-L August 2014, Week 5

Subject:

Re: Instituting Archiving from existing paper archives to digital (on shoe string budget)

From:

Dean DeBolt <[log in to unmask]>

Reply-To:

Records Management Program <[log in to unmask]>

Date:

Fri, 29 Aug 2014 15:38:14 -0500

Content-Type:

text/plain

Parts/Attachments:

Parts/Attachments

text/plain (85 lines)

My first step in such a laborious project would be to ask if everything
really needed to be scanned, or prioritize in terms of scanning the ones
you want to scan and are in the worst condition. With the changing
technology, I know of companies who did scanning only to find a few years
later that the data could no longer be read as operating systems, software,
and the original scanning software was proprietary for a company that went
out of existence.

Dean


Dean DeBolt, University Librarian (Professor)/University Archivist
University Archives and West Florida History Center
University of West Florida Library
11000 University Parkway
Pensacola, FL 32514-5750
[log in to unmask]; 850-474-2213

West Florida History Center is the largest and most comprehensive
history collection about Pensacola and the West Florida region.
http://libguides.uwf.edu/universityarchives

Digital collections can be found at: http://archives.uwf.edu/Archon/
<http://143.88.66.76/Archon/>



On Fri, Aug 29, 2014 at 3:23 PM, Sam Smith <[log in to unmask]>
wrote:

> We are an engineering firm whose form of archiving has been for 40 yrs
> wrapping blueprints up in brown paper, labeling them and sticking in huge
> shelving of bins.
> For files – we have some 200 banker boxes of files for the past 40 yrs -
> 80% are 8.5”x11” papers but some folded up larger size (plans or 11x17).
> Being an engineering company not much money to spend on projects billed
> out.
>
> We started to try to scan some which were needed for reference as we
> went.
> Our Process for FILES we used so far:
> - Remove all bindings (very labor intensive).
> - We scanned at 400-600dpi in color to PDF no compression (using
> copiers 50ppm).
> - Acrobat no “A”.
> - We scan every bit of material, covers, front and back if required
> and
> if in binding scan back cover to show entire piece of material was scanned.
> - OCR the docs.
> - We add all the meta data we can to the files – project name,
> location,
> contract number, structure type, material type, etc…..
> - We title the PDF files best possible name and also in parenthesis
> after
> name the binding type they were found in.
> - We then secure the PDF within Abode with password and allow
> nothing.
> - All scanned data is then placed onto a read only protected network
> drive for access by select people who require access for reference.
>
> PLANS - We have not started scanning blueprints next but getting closer to
> requiring. Especially with the paper types from years past fading and
> bleeding into others.
>
> Is our process and protection fair to good = any comments to improve or
> let me know where we are going wrong would be greatly appreciated.
>
> Or anyone else undertaking an existing archive to digital migration with no
> money – their approach?
>
> Thanks
> Sam
>
> List archives at http://lists.ufl.edu/archives/recmgmt-l.html
> Contact [log in to unmask] for assistance
> To unsubscribe from this list, click the below link. If not already
> present, place UNSUBSCRIBE RECMGMT-L or UNSUB RECMGMT-L in the body of the
> message.
> mailto:[log in to unmask]
>

List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance
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