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Forwarded: Scanning archive documents



The message below was posted to archives-nra. If you can provide assistance
please respond directly to Joanna Rae mailto:jrae@bas.ac.uk and not to the
list. She is not a subscriber to either A&A or recmgmt-l.

+++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++
Date sent:              Thu, 14 Dec 2000 16:14:08 +0000
From:                   "Joanna Rae" <JRAE@pcmail.nerc-bas.ac.uk>
To:                     <ARCHIVES-NRA-request@JISCMAIL.ac.uk>
Subject:                Scanning archive documents


Scanning archive documents

I have been asked to collaborate in a project whereby some of our written
archives are scanned and digitised and wonder if any one with experience of
a similar project would share their knowledge about standards and potential
pitfalls.

The records in question are generally typescript or carbon copy reports,
foolscap or A4 in size.  They include photographs and maps (sometimes very
large, generally coloured).  They vary in size from 1 to 50+ pages.  Some of
the older ones are fairly fragile and have discolouration and/or
puckering from use of sticky tape.

I would particularly welcome advice on:

1  Scanning standards
1.1  Recommended formats eg PIF, RTF
1.2  OCR & free-text searching/indexing
1.3  All the reports have been catalogued on a computer database and I would
like to be able to link the entry to the digital file, even if only by a
cross-reference
1.4  Methods of storage and retrieval
1.5  File naming conventions

2  The practicalities of the task
2.1  Using an outside bureau service - potential problems
2.2  Any companies you would recommend
2.3  How far one can go in checking data quality

This has all come about at rather short notice because one of our
department's has funds to use before the end of the financial year and
thought it would be a good idea.

All advice gratefully received.

Thanks,  Joanna

Joanna Rae

Acting Archivist
British Antarctic Survey
High Cross
Madingley Road
Cambridge CB3 0ET

Tel: 01223 221530
Email: jrae@bas.ac.uk
++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++

Peter A. Kurilecz CRM, CA
Manager, Records Management Group
Woodside Summit Group Inc
Midlothian, Virginia
Office: 804-744-1247 x23
Fax: 804-744-4947
mailto:peter.kurilecz@woodsidesummitgroup.com

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