Who Will Use This Collection and How? All About Use Cases

August 15, 2019/in Custom Software, Digital Collections, Preservation, Special Projects /by Anderson Archival

Use cases. It’s simply a term for capturing the functional requirements of a digital library. Each use case is written from the user’s perspective, defining who they are and how they want and expect to use the digital collection.

Understanding use cases is essential for determining how a collection will be best delivered, and what functionality needs to be built in.

Let’s imagine a collector owns a Sears, Roebuck, and Co. personal library of catalogues* that spans nearly 75 years, and they want to digitize it. Right now, they’re the only person using it in their study of American history to provide the cultural context of what people were buying, using, and interested in at particular points in time.

Currently, the magazines in the collection are physically arranged by date—this is how the collector imagines they will organize the collection digitally. They have already done a lot of physical work to categorize the collection, including making notes of what is in which volume.

The collector wants to make their collection of catalogues available to other historians, schools, and individuals, so they decide to employ a technical archival company to help develop the digitized collection and figure out the best way to showcase it.

When the collector talks to an archival company, one of the questions a digital archivist asks is, “What are your use cases?”

In other words, who will use this collection? In this imagined case of a digitized Sears catalogue collection, the collector works with the archival company to make estimations of these categories of users:

Historians and collectors
Students
Librarians and researchers
Historical Fiction Writers

Next, a sample of potential users should be interviewed about how they would like to use this collection. It’s important to talk to users directly because the quality of requirements will be better if they come directly from the users. Assuming how a group would utilize the collection could mean missing something crucial.

Read more about how Anderson Archival builds digital collections!

Discovering the use cases for these specific groups will help determine how the collection will operate, how it will appear, and how it will be accessed.

The first interview is with a researcher of Western Expansion. She wants to do specific research on the homes available for purchase in the catalogue. She plans to compare the results found in this collection to others she has found in scholarly work. She mentions that she would like to use search to narrow results by date, model number or name of the house, and price range. She wants to be able to search for exact phrases found in scholarly work, to verify that it appears in the collection.

The second interview is with a university student. He informs the interviewer that he does much of his electronic research on his phone. He mentions that he usually sends interesting articles or pictures to himself to later reference.

And the interview process continues.

The collection will need to accommodate the needs of all of these interviewees. Some key points of the interview findings might look something like this:

Historians and collectors	Need a way to save pertinent documents or quotes easily. Want the ability to print historically accurate pages.
Students	Want a fast, accurate search of keywords, mobile access, and the ability to share pages electronically.
Librarians and researchers	Know what they are looking for and expect to be able to search dates, volumes, and issues. Want to search exact phrases and verify what they know is in the collection.
Historical fiction writers	Want to page through issues to get a sense of the era and need to search by date, category, or item type.

Once interviews have concluded and use case scenarios have been compiled, a technical archival company can then recommend the best tools, and in some cases, a custom software solution for the collection.

For Anderson Archival, this step is utilized in the development process. Knowing the current and potential users of a collection helps to determine how best the digital library should be delivered. Options can be as simple as using a PDF viewer to access a private library for only a few users, to as complex as custom online software with logins.

Technology is constantly evolving. If the collector wants to invest in digitizing right the first time, the collection should be optimized for cutting-edge technology so it will easily adapt to the new and better software and hardware developed every year.

Of course, each collection will be different and have specific needs for digitization, tagging, and its interface, but the goal for anyone digitizing their collection and defining use cases is to make their collection accessible and functional for as many types of users as possible.

Here are a few more tips for building your use cases:

Consider how your collection is different from others. What features could this collection offer that others do not?
As you think about use cases, focus on users’ functional needs and not software design.
Often, collectors think they know how users will use the collection, but actually interviewing potential users will uncover needs for critical functionality that otherwise is likely to be lost.
Developing detailed use cases, taking the time to learn from users, will make the final product of your digital collection much better!

Whether you’re developing use cases for a private collection or because you want to share your collection with the world, once your collection is digitized, you’ll have peace of mind. Your digital library will be preserved for generations to come and now others will be able to interact with it easily and share it.

If you want help developing a use case for your collection, contact Anderson Archival at 314.259.1900 or email us today!

*This theoretical collection is used purely for example purposes. Sears has a portion of their catalogue available online here.

How Do You Build Effective Search? (Hint: Metadata and Tagging!)

July 10, 2019/in Custom Software, Digital Collections, Preservation /by Anderson Archival

Does your digitization partner know your collection?

Search results, whether too broad or broken, often reveal how well archivists know your material. Proper use of metadata and tagging, from general information to specific facets only relevant to your collection, make all the difference.

For a company like Anderson Archival, the digitization process is only the first part of your digital collection’s story. Before beginning each project, we sit down with the owners and have a series of discussions to determine why this collection needs to be preserved digitally and how researchers, readers, teachers, learners, and the casually curious will interact with the digital library.

What is a digital library?

We dig deep into use cases. Who wants to access this collection and who do you want to provide access to? How and when will the collection be accessed? Do the majority of potential users use browsers, or are they on the cutting edge of technology, wanting something to work seamlessly on desktop, tablet, and phone? Will you require a subscription for access, keeping some of the collection behind a paywall? And, most important to this step, what information should be included in metadata and tagging?

What is Tagging?

Metadata is data about the collection, such as author, date, title, section, topic, era, etc. Tagging is a technical means to mark up the collection with this metadata.

Advanced or faceted search is built upon tagging. Metadata tagging breaks documents into pieces of information that the search engine utilizes to allow the user to refine their results. For example, in a collection of periodicals, most of the metadata is already present in the text of the first pages.

If this New York Times page was part of a digital library, it would include at least three data layers:

The visible image.
Searchable text.
Helpful metadata tags.

Where HTML tags instruct a system how to display a certain document, XML metadata tagging tells a search engine what it is looking at, and where on the page search terms, topics, authors, and any other information can be found.

What is Faceted Search?

Generic, bulk search does a decent job finding exact text matches within documents and providing those documents as results. Advanced faceted search takes these results to another level.

If you’ve ever worked with a search page that looks something like the example above, you know the power of faceted search! Building the information and commands into the documents makes a search like this function.

Take the New York Times example above. This page, along with every article on it, would be tagged with the date, volume, and number of the particular issue. That way, if a user were to search for the word “armistice,” but limited the results to 1918, the main story on this page would appear in the results. If use cases indicated that users would benefit from being able to search by subject (WWI, Kaiser Wilhelm, etc.) even if the referenced term did not appear in the original text, tagging that information in the metadata would make sure that it appeared as a result of those searches.

The author is important to many collections. But what happens when that author is published under a married name, or a pseudonym? Most users would want complete results, regardless of how a name is printed on a page. This takes research, time, and care.

Read more about Anderson Archival’s approach to search!

The terms and searches themselves vary depending on the collection and the users accessing it. Identifying these categories takes ongoing discussion and collaboration between the collection owners and digitization team. Because of the flexibility of tagging, almost any value can be marked. For example, a collection of Shakespeare’s plays may benefit from tagging each line, and encoding it with the line number. A user could search Act 3, Scene 1, line 61 in Romeo and Juliet and get the same result, “Ay, ay, a scratch, a scratch,” regardless of printed version referenced. Tags can identify where a sentence starts and stops, or, for something like Romeo and Juliet, the start and stop of lines of text, or when characters start and stop speech.

Your digitization company needs to know your collection inside and out in order to create metadata that powers an effective and comprehensive search.

What Does This Process Look Like?

When working with a digitization company, the process of building metadata and tagging the collection is ongoing. Once the process has started, you and your archival team may need to go back to the beginning to review your goals and refocus based on new findings.

Common steps in the process are:

Define Use Cases. How is the digital collection going to be used, and by whom? Who is going to use the digital collection? How can search cater to the broadest number of potential users? What tags and information would benefit searchers and users?
Build Data Dictionary. Also known as a metadata repository, this living document will hold all of the potential tags that will be employed in the collection.
Accurate and Comprehensive Tagging. With the full knowledge of your collection, archivists spend time tagging and checking one another’s work for quality assurance.
Implementation of Search. Once tagging is complete, archivists conduct thorough testing on whatever platform you choose to house your collection, confirming the quality of the user experience.

At each stage, your digitization company should grow to know your collection better. In the end, the accurate search and clear display of your collection will be a testament to how dedicated your team has been, providing an incredible return on your investment in digitization.

Are you looking for an innovative search solution for your collection? Contact Anderson Archival by phone at 314-259-1900 or email (info@andersonarchival.com) today.

Fires Rage, History Fades

May 14, 2019/in Backup and Storage, Digital Collections, Disaster Recovery, Preservation /by Anderson Archival

Physical structures may feel like safe, permanent homes for humanity’s history, but they are also fragile, vulnerable to human error and malice alike.” – Andrew Lapin, NPR

If you saw our recent article about the Karpeles Museum fire in St. Louis, you’re well aware of the dangers that threaten physical historical manuscripts. Flood, flame, and fallout can surprise archivists with a severity that has the potential to wipe out entire collections. The local incident we reported about did minimal damage to the Karpeles Manuscript Library’s collection, but this is not the case for all fires.

It can be easy to dismiss natural disasters as a threat of days past. You might think the infamous burning of the Library of Alexandria or other world-altering events can’t happen in this age of technological advancements. However, in the past year alone, two major institutions of cultural history experienced significant fire damage.

Brazil’s Museu Nacional

Museu Nacional (or the National Museum of Brazil), located in the country’s capital Rio de Janiero, housed artifacts of Brazil’s natural and cultural history since the founding of the Royal Museum by King João VI in 1818. Since its establishment as the crown jewel of Brazil’s cultural and economic progress, it was adopted by the Federal University of Rio de Janiero as a research center and hosted a variety of natural history exhibits from around the globe.

On September 2, 2018, a fire began in the Museu Nacional main facility, which held most of the museum’s exhibits. Onlookers spent the night watching as flames consumed the core of the building and threatened its approximately 20 million artifacts—including the first fossil found in the region, the oldest human skull found in the Americas, and a one-of-a-kind collection of historical indigenous works that “included audio recordings of indigenous leaders who died several years ago, and writings about languages that have long become extinct.”

Because of the construction of the building and lack of public awareness and funding, the fire spread quickly. The New York Times reports:

Chronic underfunding left its halls with jury-rigged wiring, infiltrated ceilings and bat droppings along walls and shelves. A termite attack forced the closing of a dinosaur exhibit in late 2017. At one point there was not enough money to pay the cleaning crew — much less to install a fire suppression system.”

Investigation into the fire and recovery efforts are ongoing. Some 2,000 artifacts have been saved, but an estimated 92.5% of the museum’s total collection was lost to the blaze. Thankfully, a small part of the museum’s experience has been preserved through the Google Arts & Culture app, which creates photo galleries and virtual walkthroughs of museum exhibits around the world.

Notre-Dame de Paris

In very recent world news, on April 15th fire destroyed much of the roof and interior of the 850-year-old Notre Dame cathedral in Paris, France.

Notre Dame was home to many relics of French and Catholic history, such as treasured stained glass windows, a Medieval-era organ, and the iconic gothic spire. The cathedral has stood in the center of Paris since 1345, and its construction took an astounding 182 years to complete. The cathedral has been a character in the backdrop of France’s history for most of the country’s cultural history.

Read more about preserving collections through cloud backup and storage through Anderson Archival!

Thankfully, many of the artifacts housed inside the building had been removed the previous week for the building’s renovation, a project that sought to restore some of the building’s wooden structure and spire that were a known fire hazard. Nearly $700 million of privatized funding has been pledged to future rebuilding efforts, though the total damage and cause of the fire is still being investigated.

More Than Ashes

Unfortunately, comparing these two tragedies highlights how important communities, funding, and other proactive measures are to protecting preservable culture. Notre Dame is a global household name, as the landmark’s fame has been highlighted in many pop culture and artistic works for centuries—Victor Hugo’s classic novel The Hunchback of Notre-Dame and the 1996 Disney adaptation being some of the most noteworthy.

Museu Nacional, on the other hand, isn’t a location many people around the world have heard of. Even Brazil’s government struggled at times to assert the significance of the cultural institution. Before the fire, Museu Nacional curators had just received a grant of a meager $5 million from the government, part of which was dedicated to fire prevention efforts and training:

“The staff had just gone through fire training and arranged for flammable items, such as animals kept in bottles with alcohol and formaldehyde, to be removed from the building. ‘The most terrible irony,’ [Vice director Luiz] Duarte reportedly said.

He also told the newspaper that the fire destroyed frescoes of Pompeii, language collections and the entire collection of the Empress Tereza Cristina, who was nicknamed ‘the Mother of the Brazilians.’”

Funding will soon be granted in small chunks by various government and nonprofit organizations for the repair of the museum.

An entire language died in the Museu Nacional fire. While your collection probably doesn’t contain the last recorded utterings of a dead language, there’s no telling how its contents can have a profound effect on the world. If disaster struck before you could safely digitize or otherwise preserve your historical materials, it is unlikely that restoration could bring them back to public use and knowledge.

Anderson Archival is dedicated to digitally preserving historical documents and manuscripts. Call 314.259.1900 today or sign up for a free consultation to protect your collection before it’s too late. More information on how to help the Museu recover is located at this blog.

The Path to Funding Your Archival Project

April 30, 2019/in Digital Collections, Document Scanning, General, Preservation, Special Projects /by Anderson Archival

You have big dreams and your organization has a big impact on communities, but sometimes you run into big roadblocks when funding your projects. Some of your projects include protecting and preserving documented history, which is our mission as well, so we know how important it is to be able to fund those projects. Asking for money can be hard, and can be a daunting task, especially when you need to raise a substantial amount.

However, you aren’t alone in this process! When you partner with a trusted archival company, they will be with you every step of the way. Here’s the three-step path we recommend for funding your archival projects.

Tell Your Story

This is the single-most important foundational factor when funding your project. Telling your story establishes who you are and why you exist. What problems are you solving in your community, and why can’t it thrive without you? What resources do you make available? What collections are you preserving for historical research and future generations?

Don’t just tell your story. Share it in such a compelling way that your readers will want to jump on your band wagon, hail their friends, and enthusiastically dive into the work you’re doing. For this, social media can be incredibly productive. Creating videos, online events, groups, and pages will help capture interest and followers. Many archival companies can also assist in creating a web presence that matches the upcoming project or archive!

Part of telling your story is listing your goals for the future. When you ask for funding, make sure you explain why you need money and how it will be used, which is something your archival company can help you with. Be specific. Why do you need it to impact the community? And don’t forget to tell why your partnership is important.

Ask for Donations from Private Donors

Whether it’s time or money, people are more likely to give when asked directly. Review your donor list and identify a handful of friends or donors who align best with the goals of the project. These are the donors who are moved by your mission and purpose. Use the old-fashioned method of mailing personal letters. Call potential donors on the phone and set up a meeting. Tell your story, explain your need and tell them why you thought of them, how their values align with yours, how they can help, and that they will directly impact a need.

People want to be needed. If you can outline exactly how a prospective donor can help, they will be more likely to invest, and personally asking people and being prepared to answer their questions will establish a foundation of trust.

Historic works are always at risk of damage due to accidents or simply handling the documents, which makes digital library preservation imperative. Explaining that preserving these documents is of utmost importance, and laying out exactly what will be lost if these documents aren’t preserved digitally will paint an honest picture of why you need the help of donors.

Partner with a trusted archival company who will help you communicate with those outside of your organization. They will help educate and energize your key donors on the possibilities and benefits of your digital archiving project.

You are not alone in this process. Your archival partner can provide demonstrations, presentations, and education. They will explain the importance of archival quality and doing your project right the first time.

Apply for Grants

Did you know that both the private sector and the government have grants available for library preservation?

Applying for grants might be a little intimidating. A grant proposal is involved, and there are so many, many grants to apply for. Where should you start? How does receiving funds from foundations work?

Applying for grants takes more specialized expertise than marketing. In fact, it might be helpful to hire a grant writer. Again, you may have to spend money to make money. Charitable requests, whether government or not, aren’t just for giving away free money. Your mission must be aligned with their mission, and a grant writer will help you apply in a way that appeals to this connection. If you still want to go through the process yourself, you can find many guides, including this simple step-by-step guide.

Grants can be worth incredibly large sums, and there are a surprising number of grants available for nonprofits and libraries.

Don’t stop there!

You can use any or all of these strategies. Some build on each other, and each compliments the rest. Now all you have to do is continue to build your relationships. Make sure you thank your donors and invest in working relationships with them. This will remain important for future projects. You want your donor to take ownership of projects and be just as dedicated as you are. Don’t just use their money. Show them how they’re directly helping, which can be as simple as sending out regular newsletters or taking time to have personal conversations.

At Anderson Archival, we know how important preserving historical collections is for future generations, and we want to help you create the best digital collection possible. On occasion, our customers ask us to meet with significant donors to explain the benefits of creating a digital library and we have found this to be effective. Call us today at 314.259.1900 or email us at info@andersonarchival.com for more information on ways to fund your archival project and how to build a digital library!

Anderson Technologies

How It All Began: The Start of Anderson Archival

April 16, 2019/in Custom Software, Digital Collections, Document Scanning, Preservation /by Anderson Archival

Before Anderson Archival, there was Anderson Technologies. It might seem strange that an IT company would branch into digital archiving, but the story behind this expansion showcases what clients of both firms know about us: integrity, dedication, and client focus are core values at the heart of all we do. Our hallmarks include expertise and quality service because your satisfaction is how we define our success.

Anderson Archival came to fruition because we learned the hard way that sometimes to do a job right, you really must do it yourself.

The First Project

As Anderson Technologies, we provide far more than managed IT services support. When a client approached us years ago to digitize a large collection of documents for research purposes, we utilized our technical management capabilities to facilitate the project.

Identifying appropriate partners in the required disciplines to properly execute the project was harder than we anticipated. We eventually teamed with a local vendor to scan and restore the images and handle the optical character recognition (OCR) to convert pictures to text before we performed the document data tagging, software engineering, and quality assurance.

As the vendor delivered data to us, we identified numerous quality issues. They produced work that was not up to the high standards we needed for the collection. Missing pages, poor scan quality, and inaccurate conversion to digital text caused us to double check everything and send a great deal back to be redone. As the project continued, we realized we could have done things correctly the first time by bringing the tasks in-house.

The Problem

The experience taught us a great deal about digitization services, and we learned it takes more than technology to create a quality digital library. Anyone can get the best scanners or software on the market, but without dedicated employees, efficient systematization, the proper work environment, and an unflagging commitment to quality, the end result suffers.

For example, we later discovered the vendor only required a high school education for its staff. The goal of these workers, who were crammed together elbow-to-elbow in a conference room, wasn’t to produce the best product they could, but to push pages out the door as quickly as possible.

We also learned they didn’t have the necessary tools to facilitate the detailed quality control needed for the images. Though their scanners and software were excellent, their monitors were too small to display the entire page without being zoomed out so far that the image became useless for a quality check.

By the time the project was complete, we learned many lessons on how not to digitize historical documents for quality search results. When another client approached us with a project to digitize historical documents, we knew using traditional scanning vendors would produce inaccurate results. This time, we were going to do it ourselves and do it right.

More Than Just Scans

There is far more to digitizing a precious collection than simply scanning the pages. Our clients want extremely accurate search results, which means the images must be converted to text via OCR and labels (or tags) need to be inserted to guide the search engine to produce relevant feedback. This requires not only the correct software, but a great deal of time and attention to detail by those transforming the data. It is important to select a firm who will treat your collection with the same focus and enthusiasm you do. Working with a third party who doesn’t cherish the opportunity to preserve your documents causes the end result to suffer dramatically.

Keep an eye on our blog to see how we applied these lessons and expanded into the business of historical document digitization. If you want to turn your collection into a quality digital library with the most accurate search results, contact Anderson Archival today at info@andersonarchival.com or by phone at 314.529.1900.

More Than Bitcoin: Taking Blockchain Technology to Preservation

March 26, 2019/in Backup and Storage, Digital Collections, Preservation /by Anderson Archival

What do Bitcoin and cryptocurrencies have to do with archiving? The technology cryptocurrencies are built on – the blockchain – is drawing attention from those who seek to innovate within all industries, including archival.

This is especially relevant for the future of the archival community, as blockchain holds a potential solution to problems of impermanence and authorship. Many institutions, such as the UK government’s National Archives and Civil newsrooms, are considering and advocating the merits of blockchain-based repositories. While these proposed repositories do not yet exist, in theory they could ensure continued, unalterable preservation through embedding full text or original image scans into the fabric of the blockchain.

As purveyors of archival collections know, there are potential problems that can plague digital and physical archives. Blockchain technology provides a theoretical answer for two of those problems: integrity of authorship and permanence.

What is the Blockchain?

The simplest explanation is that blockchain allows for the average person to trust the authenticity of the digital world.

The blockchain is a collection of transactions. “Each new block references every block before it—so changing one block corrupts the whole chain,” says Blockchain for Grandma. Powerful computers perform randomized math to build the blockchain, and each block in the chain is permanent, immutable, and static.

In the case of Bitcoin or other cryptocurrency on the blockchain, a transfer means another entry on the chain, which keeps a record of its creation and every transfer in its history. The massive network maintains its own integrity, confirming and double-checking every creation, or transfer.

A short blockchain explanation from Real Vision. “Each new block that is written contains something called a cryptographic hash, a small mathematical fingerprint of the blocks that came before it in the chain, making it extremely difficult to tamper with the data that resides inside the blocks.”

Blockchain embeds authentication into the document itself, and protects against tampering and modification. In essence, this works similarly to file-sharing services like DropBox or OneDrive, where local copies synchronize changes across all those with access.

Permanent digital records offer an enticing solution, especially in a world where records may easily be accidentally or maliciously deleted.

Integrity and Permanence Built into the Blockchain

Consider this scenario: A student writing a paper on Chaucer cites what is stated to be the original text reprinted in a textbook. Another student is able to present another instance of the so-called original text in an anthology, but that excerpt has changes. Obsessing over the disparity, the students track down other versions of that same “original text” to compare them. They discover that in one early printing, a comma was added and the spelling of a word modernized. Some textbooks reprinted the text prior to this printing, and some used the modern printing – all claiming to contain the original text.

Had this scenario unfolded on the blockchain, clear record would exist of the creation, editions inserting changes, and where copies originated. However, in the physical world, it is often unclear just where words have come from.

According to the Chicago Manual of Style, when conducting research, multiple sources should be used to confirm facts. Whenever possible, it recommends going back to the original source. How do you know you have an original? Aside from consulting an expert, signals of authenticity in the real world include watermarks, signatures, and embossed seals. This recommendation is intended to circumvent the type of error-introduction shown above. But when this vigorous research is not conducted, how much print and research is then tainted by incorrect publication of facts or text?

When a digital library offers original pages with searchable text, the integrity of that text is placed implicitly in the hands of the archivist.

Many times, historical documents only exist physically as single-copies that are inaccessible to researchers. Digital scans can easily introduce errors or inaccurate information if an archivist’s agenda strays from true preservation. Ultimately, there is very little beyond trust that guarantees a digital library is a valid source, displaying the original.

But when dealing with important topics, trust and integrity might not feel like enough. Blockchain-like records or blockchain itself could provide a solution.

Case Studies

Until now, blockchain has only been practical for ultra-simple archiving processes, such as embedding text into a cryptocurrency transaction. The technology and means for widespread use in digital archives simply doesn’t exist. However, that may soon change.

ARCHANGEL

In a strictly archival sense, the UK National Archives is testing how blockchain might create a way to verify the accuracy of archived documents through a project called ARCHANGEL. The project is intended to directly combat the problem of digital storage becoming obsolete and inaccessible, and is currently in development stages.

Civil

Focusing more on the journalistic side, Civil newsrooms propose utilizing blockchain technology in two ways. The first ensures that published content in approved newsrooms is permanent and maintains a permanent link to authors and facts. The second uses CVL token transactions, owned and transferred by members of the Civil community, to indicate which newsrooms are trustworthy and eligible to remain on the Civil platform. The biggest barrier to entry with Civil and CVL is the learning curve. If the public doesn’t understand the process of utilizing blockchain in journalism and digital archives, the worth of that technology drops, and a failed first launch attempt has proven that.

Because blockchain has such a steep barrier to understanding and entry, it isn’t likely to take the world by storm any time soon. And because one of the purposes of creating digital archives is access, blockchain isn’t a feasible solution yet.

While blockchain may be the solution for the future, Anderson Archival understands and provides the current methods and standards of preservation. However, we do explore myriad methods of keeping data and originals safe from deterioration. If you’d like to explore the options that future technology could hold for the integrity and preservation of your collection, contact us today at 314.259.1900 or info@andersonarchival.com!

http://dasch.rc.fas.harvard.edu/gallery/b41215.jpg

Quotables: Digitizing the Stars: Harvard University’s Glass Plate Collection

March 7, 2019/in Digital Collections, Digital Restoration, General, Quotables /by Anderson Archival

Check out Anderson Archival’s recent contribution to bloggERS! The Blog of SAA’s Electronic Records Section. Digital Archivist Shana Scott presents a case study from Harvard University’s preservation of night sky photographs.

Scott tells the story of astronomer Dr. Henry Draper, his wife Anna, and the women of Harvard’s Observatory who were dedicated to the preservation of this incomparable collection.

Read the full article on bloggERS! now.

Do you have a historical document collection that you’d like to make more accessible, relevant, and impactful? Anderson Archival uses proprietary methods to digitize collections so they are easily searchable, ultimately accessible, and even more meaningful to as wide an audience as possible. Let us help you today! Give us a call at 314.259.1900 or email us at info@andersonarchival.com.

What are Quotables? This is a category in our posts to highlight any professional publications that benefit from our expert archivist experience and quote us in articles for their readers.

have you found a treasure? here are the next steps for preservation

Treasure or Trash?

February 19, 2019/in Digital Collections, Document Scanning, Preservation /by Anderson Archival

Those of us who’ve seen Antiques Roadshow a few times have probably reflected on the once-thought-worthless item that ends up being worth hundreds of thousands of dollars. How can someone not know what they have is priceless? And on the other hand, how can that dusty old artifact be worth anything? Sometimes those antiques (and national treasures) have been found in the most bizarre places such as Goodwill and attics of old homes.

Time seems to have a curious effect on historical items. It seems that, as times change, different value is placed on seemingly valueless antiques. For instance, a family had a 1820s copy of The Declaration of Independence, and originally had it framed and displayed in their home. However, as the years went by, it was eventually considered worthless and stored, in its broken frame, in a closet. In 2014, it was found by a relative who realized its significance.

This story could happen to anyone. Some of these items end up being national treasures, and others irreplaceable family history. So, here are a few ways to determine whether your old junk is worth preserving.

Research

You can do some simple research on your own to determine whether your object is worth paying an appraisal fee. The Smithsonian says that university or area libraries, state and local historical societies or museums, and state extension services should be able to help you. If you are dealing with a document of questionable origin, see if you can find this document at any or all of these local historical libraries. Likely as not, there will be copies out there, unless it is a private letter. If it looks like the document came from the era it says it does, and you have reason to believe it’s authentic, take it in for an appraisal.

Appraisal

If you want to skip doing your own research or your document seems like it could be a true historical document, you should get it appraised as quickly as possible for insurance reasons. An appraisal should tell you not only what the document might be worth, but also information about its age, condition, and historical significance. Finding out the history of your document might be difficult to do on your own, but appraisers will be able to put you on the right track for further research.

Restoration, Preservation, or Marketing

What next? You need to decide what you want to do with your discovery. Are you going to keep it or sell it? Is the document in good shape or is it crumbling and quickly becoming illegible? Restoration services are available, but no matter what you do, we recommend getting it digitally preserved as well.

If you’re wanting to sell your document, your appraiser should be able to help you find a good outlet, whether a library, museum, or private buyer. They should also be able to recommend you to a reputable company that can restore your document if you desire.

If you want to keep your document, whether it needs restoration or not, digital preservation is essential. The government suggests specific guidelines for digitizing documents on their FADGI (Federal Agencies Digital Guidelines Initiative) website. If these seem daunting to you, consider outsourcing for quality digitization services.

Digital Preservation

Digital preservation is important for a number of reasons. For instance, if a disaster befalls the original, that’s not the end of its story. You might lose the original historical piece, but at least you’ll have a backup saved for posterity to read and study. Aside from preserving your document in case of a disaster, digital preservation can make your research much more accurate and less time consuming if metadata is infused into the digital copies.

Your archivists can optically recognize (OCR) your document, making it readable to the computer so you can search it for keywords using database software like Adobe Reader. If metadata is added, you’ll be able to organize your documents in a digital library. What’s more, you will be able to share your document with others electronically and use technology to zoom in on the document while you study it without risking its damage.

Anderson Archival takes document preservation seriously. Our team of dedicated archivists are trained in the latest technology to preserve your documents digitally. So next time you shop at Goodwill and realize you’re looking at a 244-year-old-newspaper, you’ll know just what to do with it!

Are you ready to preserve your historical documents? Call Anderson Archival at 314.259.1900 or email us at info@andersonarchival.com, and a member of our team will be happy to answer your questions.

Search Results: 0 – The Unseen Cost of Inaccurate Data and Sub-Par Solutions

November 8, 2018/in Digital Collections, News, Preservation /by Anderson Archival

Anderson Archival is pleased to have presented at Digital Preservation 2018 (#digipres18) in Las Vegas in October! The conference, with a theme on the future of digital preservation was hosted by the National Digital Stewardship Alliance (NDSA) and the Digital Library Foundation (DLF).

At the conference we highlighted what archivists should consider when creating or updating a digital collection, when not to choose economy over quality, and the various ways in which a digital collection can fail to be a useful research tool as a result of substandard work.

We embraced attendance at Digital Preservation 2018 as an opportunity to take part in the national discussion of preservation quality and access, and we would like to share with you what we presented at the conference.

Minute Madness

Anderson Archival shared a short one-minute presentation on the hidden cost of incorrect data.

Our Minute Madness presentation, “Search Results: 0 – The Unseen Cost of Inaccurate Data and Sub-Par Solutions” illustrated our experience in providing preservation solutions for a client who had previously invested in what they ultimately realized were poor solutions that offered only inaccurate, incomplete data.

For a collection that is used for scholarly research within their organization, this was a problem.

This group considered their collection preserved, but after a careful audit of their digital materials, we discovered that not only were chunks of original information missing entirely, the scans that were complete provided such messy OCR that search results woefully underrepresented the actual contents of the collection.

Search Results

What was the true cost of using this cheaper digitization solution for ten years? It’s impossible to calculate! Imagine the hours lost to inefficient search, and the research and publications that are now known to have drawn from fragmented data.

For instance, see what happens if OCR software reads this famous quote from Winston Churchill:

If the OCR mistakes the g and h and it goes unchecked, we end up with this in the collection:

If you searched for the famous portion of this Churchill quote “go to hell,” this document would never show up in your search results. Now imagine this hundreds of times over throughout your collection – many collections being tens of thousands of pages, or larger.

Inaccurate OCR data provides limited search results, and the lack of good search technology will give you an infinite number of useless results. These are both complicated by poor metadata tagging.

So what happens when a digital collection is preserved with inaccurate data and sub-par solutions? The voices of history don’t resonate when users access a poor software solution with inaccurate search results, and your collection won’t be used to its greatest potential.

The methodology you employ can mitigate these problems.

For the most accurate data, establishing a multi-step system for scanning, image cleanup, OCR and quality assurance is critical.

You also need detailed tagging to support your data architecture and the right search technology tuned to your data set.

The Executive Director for the project mentioned above was horrified to learn that nearly a decade of their research was not complete.

How do you feel about your collection? Is quality important to you?

With a digitization provider like Anderson Archival, every step of the archival process is performed and checked by members of our expert team.

It’s time to gain confidence in your data and your search results! Check out our poster from Digital Preservation 2018 and call us today at 314.259.1900.

5 Crucial Reasons to Digitize Your Historical Documents (and 5 Reasons You’ll Never Regret It)

June 28, 2018/in Digital Collections, General, Preservation /by Anderson Archival

Imagine you are a retired scientist who lives down the street from a library that houses valued historical documents. You’ve always had a fascination with maps of streams, lakes, and tides, and the ecology around them, and since your retirement, you enjoy more time sifting through the historical research and analytics.

One day, you see a dumpster outside, cardboard boxes littering the walkway in front of the building. Pedestrians are riffling and collecting items from them. But you don’t think anything of it because all libraries renovate, don’t they?

And then, not long after, the library is closed.

This is what happened to Canada’s Libraries of Fisheries and Oceans. When? Not 100 years ago and not 50. Between 2012 and 2015, the government cut funding from these libraries, causing 7 out of 11 to close and recklessly disperse their documents. Scientists refer to this incident as a modern-day Library of Alexandria because so much knowledge, information, and research was lost.

The Tyee journalist Andrew Nikiforuk says, “Established in 1973, when foreign governments hailed Canada as a world leader in freshwater science and protection, the library housed tens of thousands of reports, maps, charts and books, including material dating back to the 1880s.” A treasury of information!

So what happened to those historical documents?

While many books and papers were relocated to a federal library in British Columbia, Gloria Galloway of The Globe and Mail says that books and research documents were given away, sold, or discarded into dumpsters. The only documents kept were “remains pertinent to the department’s mandate.” Much of the literature was not widely published material nor was all of it digitized. Some of it was, but the government refuses to answer how much.

In fact, CBC’s Max Paris says, “Critics said it was to get rid of environmental elements of the act that hindered the government’s plans for resource development and export.” Some allege that the retention of select data alludes to a political agenda that might otherwise be hindered by complete and long-documented research.

What was lost? The science behind water conservation is incredibly important because of how it affects habitats all over the globe. Canada contains 20% of the world’s freshwater, and research pertinent to the conservation around freshwater and saltwater and whole-lake experiments is now lost. This endangers not only Canada’s natural resources, but the world’s since the research was used to conserve and safely maintain global water sources.

The Time to Digitize Is Now

There is no “safe place” for indefinitely preserving historical documents from decay or other damage. However, you can make sure information kept in those documents will remain available for generations to come by digitizing them.

Consider these five crucial reasons to digitize your historical documents now:

You never know when tragedy may strike in the form of a natural disaster. Files, folders, and cardboard boxes stacked in the attic or shelves in a warehouse is not safe storage. Even a historical library or society is at risk. Floods, fires, or vandalism can happen at any moment.
Human negligence happens. Insurance will compensate you, but it cannot recover lost or accidentally destroyed artifacts.
How many times have governments destroyed books to further their agendas, instill fear in citizens, gain control of education or other jurisdictional departments, or rewrite history? It can even be as mundane as lack of funding. The Libraries of Fisheries and Oceans is not the only modern book burning. History shows that it regularly happens on almost every continent, in almost every country around the world.
Once lost, those historical items are gone forever. In many cases, there are no replacements or backups. Who could replace the journal of George Washington if it was lost? Future generations would never have this personal insight into our first president. How can we learn from history if it isn’t preserved for our knowledge?
Most importantly, information lost can have a major impact on life today. For instance, Nikiforuk says, “The ELA [Experimental Lakes Area] cost $2 million a year to maintain, but its research saved governments around the world billions of dollars by preventing water contamination.”

Don’t let such a tragedy befall your collection. Digitize your historical documents today or make a case for your local historical society, library, or historical research facility. Digitizing historical documents properly can be time consuming, but it is well worth the investment.

The Benefits of Carefully Digitizing Historical Documents

If you are passionate about history and preserving knowledge and historical documents, digitization can keep them accessible for the foreseeable future. Here are five reasons why you won’t regret digitizing your historical documents.

Multiple Backups. Digitized documents can never be lost if correctly mirrored onto physical hardware and cloud storage. Making multiple backups means that you can store them in different places, and cloud services allow you to access the documents from anywhere.
Organization. Now you have a way to systematically organize files with search tags, creating a logical and efficient way to quickly research and locate the most relevant information.
Search Capabilities. Do you have older typeset documents created before the advent of Microsoft Word? Your documents can be optically recognized through optical character recognition (OCR). While many vendors provide OCR services, very few strive for accuracy like the experts at Anderson Archival. Our OCR verification process ensures the finest accuracy for search. Instead of sifting through boxes and file cabinets, you’ll be able to simply enter your keywords into the search box, and let the computer do the work for you!
Ability to Share. Not only will you be able to access the documents in an organized fashion with search features, but you can also offer a publicly accessible online reference database on your own website. If you want a more private approach, your database can be shared only with individuals behind a password-protected account management system or locally stored on your organization’s network.
Peace of Mind. Is there any greater benefit than peace of mind? You will know that your historical documents, whether research materials, letters, or other historical data, are safe from whatever the world may throw at them.

If you are ready for your library to be digitized and saved for posterity, contact Anderson Archival today at 314.259.1900 or info@andersonarchival.com!

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