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Hunting for History – And the Perfect Digital Archive

December 1, 2020/in Digital Collections, General, Preservation, Website Design /by Anderson Archival

For years, the city of Salem, Massachusetts has been collecting, preserving, and slowly digitizing historical records dating back 400 years. Salem, most notable to laypeople as the location of the infamous witch trials, is home to a rich variety of historical organizations. Many of these organizations have digitally shared their own collections, but in October 2020, this collection of official city records was made publicly available on the internet for the first time. For genealogists, historians, and city officials, this new resource provides easy access to data about the property, people, and town.

What is the best way to make your collection the most useful to the biggest number of people?

If you’re in the business of discovering and utilizing sources like the new City of Salem archives, then you know that not all digital archives are created equal. Searching a poorly-made digital archive can take just as long as rifling through cabinets of paper. Accurate, faceted search; clearly imaged documents; and remote access can mean the difference between a frustrating hunt and a satisfying find.

For archivists on the other side of this seek-and-find equation, it may feel daunting to look at piles of documents and wonder what is the best way to make your collection the most useful to the biggest number of people? The answer may appear so insurmountable that it halts the process of digitization and preservation before the first page is scanned.

The first step toward a digital archive, as with any historical project, is research. It’s best to come to digital collections from all directions. New and existing archives provide examples of what’s possible, and by looking at these archives with a critical eye, you can make note of what characteristics work and what doesn’t before beginning an archive of your own.

The Salem Archives

At first glance, the City of Salem digital archives pose an unassuming figure. Considering their focus on facilitating government access and research for those who already have an idea of what they’re searching for, this isn’t particularly surprising. Lots of color, graphics, and curated tours were never the goal here. For a researcher used to traversing digital archives, this might be refreshing. But for a casual genealogist or family historian just getting started, Salem’s stark entry may feel overwhelming and leave them turning to another source.

With thriving digital libraries in and about Salem already in existence, the City of Salem likely considered what audience was deemed most likely to utilize their site and for what purpose. This type of survey is one that should go into any preservation project, including digitization for public access.

In their new archive, the City of Salem prioritized powerful search tools over appealing design. Faceted, full-text search offers highlighted, detailed results in the primary source documents. A researcher or government official who comes to this library with a question within the collection’s scope, won’t need to look long before they find an answer.

Understanding the scope of an archive also helps the creators decide just how much post-scan processing is needed for a collection. The City of Salem archives feature impressively accurate OCR, but close examination of the results reveals that the searchable text layer was not corrected to match the original—some searches for exact numbers or phrases will not be fruitful. Handwritten text is also not recorded digitally.

Once a digital archive is live, it may reveal shortcomings as well as successes. Depending on how the choices made in its inception affect intended use or if the archive finds a new audience needing different features, the City of Salem may choose to revisit the collection to accommodate the new demands.

Interconnective Digital Libraries

Just as there is an art to building a digital collection, there is an art to finding the right resource for the answers you seek as a researcher. What answers does the collection provide? What is the scope of the documents included in a given collection? Who is the expected user of the digital library? There is an understanding, too, that no digital library exists in a vacuum. Each is piece of a virtual community, a web of information and sources.

Reviewing other Salem-focused archives brings this into focus.

Even without drilling down into collections and search features, the home pages of these digital libraries provide a degree of instant understanding.

Historic Salem and The House of the Seven Gables, for example, would pair nicely with the City of Salem archives as deep dives into the architecture, ownership, and history of key locations. In addition to some full text historical works, Salem Public Library’s Local History section offers visual history that could go hand in hand with their Oregon Historic Photograph Collections. These, along with the more hyper-focused Salem Witch Trials Documentary Archive and Transcription Project, are all clear in scope and what they have to offer the curious researcher. Together, they provide a more comprehensive picture than any could separately.

Just as there is an art to building a digital collection, there is an art to finding the right resource for the answers you seek as a researcher.

Pondering these questions and investigating existing digital libraries will help your soon-to-be digital library take shape. And if you’re ready to move forward towards digitization and want a partner in your efforts, the experts at Anderson Archival are ready to help.

Wikimedia Commons

Digitizing the Oldest Black Newspaper in America—One Photograph at a Time

November 16, 2020/in Custom Software, Digital Collections, Document Scanning, Preservation, Special Projects /by Anderson Archival

When John H. Murphy founded The Afro-American newspaper in 1892, his goal was to combine three separate church publications into a single-page newsletter. Murphy was both a former slave and a Civil War veteran, and in the Reconstruction era, The Afro-American served to inform and unite his Maryland community. Little did he know, it would become America’s oldest running black newspaper. By Murphy’s death in 1922, the newspaper had grown to cover most of the Atlantic coast and expanded to thirteen regional editions.

At its heart, The Afro-American (now simply Afro-American, or colloquially, Afro) was a mouthpiece for black America. It documented everyday life in black neighborhoods that the mainstream white media didn’t cover. Wedding and funeral announcements, neighborhood restoration projects, feats of black artists and athletes, and local community events could all be found in an issue of the Afro-American. The editorial section argued against Jim Crow machinations, discussed black labor rights, and highlighted education advocacy. The newspaper also gave a voice to aspiring black journalists, like Murphy’s own daughter Elizabeth Murphy Phillips Moss, who became America’s first black female reporter.

Murphy’s children continued the Afro-American’s important work. Fourth generation relatives John J. Oliver, Jr. and Frances M. Draper manage the paper today. It’s been a cornerstone in representing black journalistic voices in their own words and social groups. Media of the time tended to focus only on exceptional members of the black communities. Unless a black person was a celebrity of national renown, they were unlikely to catch the attention of mainstream news publications. The Afro-American was a way for a black child in Baltimore to pick up a newspaper and see stories of citizens and communities that looked like them.

There was a whole culture, a whole way of life that was ignored by American society. It didn’t exist but in the black press.”—Asantewa Boakyewa, an administrator in the Center for Africana Studies, Unboxing History

Preserving Everyday History: A Daunting Task

An institution as large and old as the Afro-American is bound to have a lot of source material stored, but the reality is almost beyond imagination. In 1923 the newspaper’s staff began actively storing every document, photograph, and letter used in the publication.

One approach to digital preservation is to focus solely on material with the highest research and revenue value. This would, in theory, limit the scope of the project to photographs of famous newsmakers and the articles with the most recognizable headlines.

However, such an approach would fly in the face of the Afro-American’s mission. From its inception, the newspaper held the lives and experiences of everyday citizens in high importance. A digital representation of the Afro-American wouldn’t be complete without advertisements, local births and deaths, letters from around town, and images of black people who aren’t already found in the historical canon. Everything was important to the Afro-American, and everything would need to be digitally preserved in order to keep the paper’s rounded picture of its time and community.

Nearly seventy years of bound broadsheets live in the Afro-American’s archives, which takes up seven rooms of the newspaper’s headquarters. Four of those rooms boast floor-to-ceiling shelves of hundreds of archival boxes, containing over 150,000 labeled envelopes stuffed with artifacts. File cabinets encase folders of photographs, each carefully annotated on onion skin pasted to the back of each photo. With no way to find a needed source easily, indexing would require digitization.

Digitizing a collection of this size and composition would prove the Afro-American’s biggest challenge.

Materials that old and delicate (like the onion skin annotations) need to be handled carefully, and the variety of media types meant that care and cost would be required in the effort. Manual digitization wouldn’t be as simple as feeding documents through a scanner. Sorting, categorizing, and deciding on metadata factors for the digital end product requires intense planning—something that’s much harder to do when a collection fills seven entire rooms.

Into The Future

Enter Thomas Smith, a graduate student and young programmer, and his invention, Project Gado. In 2010, Smith worked with the Afro-American to win grant funding for digitization, but even with money, the effort faced a daunting task.

The archives of the Afro-American contained 1.5 million historical photos. When approaching the project, Smith took stock of the collection. In his Medium article about the project, Smith writes, “The standard approach to scanning a commercial archive is to focus on the most valuable 1% to 2% of the collection. Almost invariably, this means capturing images that cover famous people and major events. The everyday, being less profitable, is left out.”

Smith’s vision? Use brand new technology to digitize everything.

He built Project Gado, a scanning robot which, by Smith’s estimation, would shrink scanning time and man hours. Gado works through Python and Arduino coding languages and operates by lightly suctioning photographs and placing them, one by one, on a scanner. Supervised by a human, the robot was able to scan about 120,000 images in the first year.

Additional Challenges & Earning a Profit

A virtual folder of raw image files is just as useful for research or revenue as a folder of photographs, but it can offer superior search capabilities when set up properly. This can save significant time and resources that can be allocated to more important tasks than sifting through boxes.

In order to make the Afro-American’s newly-digitized image collection searchable and sellable, Smith and the digitization team knew they would need to employ metadata. Adding information by hand was one option, but being a technical expert, Smith wanted to try powerful AI tools. In 2010-2012, this kind of technology was still in its earliest days when applied to visual media, so Smith’s team started building what they needed from scratch.

For the text, though, a major tool was Google Vision’s OCR. This tool detects when text appears in a document and then attempts to read it. This is an impressive tool, but has significant limits that can only be mitigated by detailed, human review. Check out the results in the Afro-American Archives.

AI tools created by IBM and trained by Smith’s team were also useful in identifying themes, content, and historical figures. Where the AI fell short was around gender and age. Even in today’s AI, facial recognition is largely ineffective when presented with people of color.

All that time and effort resulted in a product that could be sold to media marketplaces, like Getty Images. Now, licensing these powerful images helps fund the Afro-American’s reporting. These tools also helped move the field of preservation forward and displays just how useful deep learning and AI can be to the future of digitization.

The Impact of Everyday History

Smith pinpoints the incredible impact digitizing everyday black history creates. “That experience—that personal moment of interacting with the past—is a unique engagement with history that the archive offers.” This connection between the modern, everyday person and their counterpart in the past only comes when attention is paid not only to famous figures, but faces in the background. “Digitizing a whole archive (or at least a massive sample of it) affords the opportunity to capture both the iconic, highly profitable images and those that document daily experience,” says Smith.

Today, this wide-spread preservation of all perspectives and identities throughout history is more feasible than even ten years ago when the efforts to digitize the Afro-American began. According to Smith, “Modern scanning tech like the… overhead camera can scan hundreds of images per hour, and sheet-feed scanners today can scan delicate materials without damaging them. For institutions that can afford the tech, there’s no excuse not to digitize everything.”

Digitization of the Afro-American’s archives is ongoing, and presentation of its contents remains in flux, but organizations seeking similar results now have an amazing success story to look to for inspiration.

History’s raw materials, like fossils, are embedded in layers of time. Consider a drawer in your office desk or a hall bureau at home: Its jumbled contents form a visual collage of your recent past. History gets written when somebody sifts through the remains and ponders how all the pieces fit together.”—Bret McCabe, Unboxing History

Our histories, our cultures, and what makes us one human community—these concepts are more than items displayed in museums or on library shelves. Our stories wouldn’t be complete without the everyday lives of the community. The Afro-American’s massive historical collection of journalistic ephemera illustrates a rich history of a side of American life that is often missing from narratives.

Seemingly-ordinary collections are often the truest pictures of history. This ideology is part of Anderson Archival’s mission, just as it powers Project Gado and lives on in the Afro-American’s archives. If you’re ready to make sure that your collection is available for future generations and even for profit-earning, reach out to us today.

Quotables: 5 Benefits of Switching to a Paperless Office—It’s Not Just About Searching (Budget Earth)

October 9, 2020/in Paperless Office, Quotables /by Anderson Archival

Founding Principal Amy Anderson’s post in Budget Earth discusses all things paperless office, the hows, the whys, and the unexpected benefits digitization can offer.

Click here to read the full article!

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 a wide audience. Let us help you preserve your legacy 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.

Quotables: Launching Your Legacy: How You Can Impact the Next Generation (Just Luxe)

July 22, 2020/in Digital Collections, Digital Restoration, Preservation, Quotables /by Anderson Archival

Principal Farica Chang’s post in Just Luxe discusses the importance of conserving your legacy for the next generation. Whether that conservation is physical or done through digitization, ensure that family, community, and society members can access their history.

Click here to read the full article!

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.

Visit Your Collection – From Home?

June 8, 2020/in Digital Collections, News /by Anderson Archival

The global response to COVID-19 has included mass closures, urging the public to stay at home and “shelter in place.” These conditions are not exactly conducive to visiting collections of art, books, or historical documents. Unfortunately, that means the majority of research, study, and reference has come to a stuttering halt. Unless, of course, the collection, museum, library, or entity has a robust internet presence that allows for faceted search, guided tours, and, most importantly, remote access.

For an organization like the St. Louis Art Museum, online access to the arts was already a major part of their mission. When the museum temporarily closed due to COVID-19, expanding access on that existing framework was a natural next step appreciated by those prevented from visiting in person.

Social Media Integration

Regardless of their social media presence prior to the mass temporary closures, museums now use these channels to reach new and dedicated audiences. The St. Louis Art Museum, for example, shares a piece of art every day on their website and social media.

Many museums already utilized Twitter, but recently they’ve ramped up their presence. Themed hashtags add a little fun by offering beautiful samplings of art or something a bit creepier. Even something as simple as a security guard learning the ropes of Twitter to showcase the National Cowboy Museum has made the news. All draw eyes, virtual visitors, and donation dollars.

No matter if they post every day or only once a week, these organizations bring a little bit of brightness to the digital landscape.

Participate at Home

Students and bored creatives stuck at home have been thrilled by interactive challenges and activities facilitated by museums. The Getty Museum challenge, where participants try to recreate a classic work of art with household objects, has generated some incredible depictions of time spent at home due to COVID-19.

Blanton Museum of Art, out of The University of Texas at Austin, has a wealth of #MuseumFromHome material including informational coloring pages, the perfect addition to an at-home art class or zen coloring for a quiet evening.

Is your museum or collection left in the dark because of limited in-person access? Contact Anderson Archival to explore your options!

Virtual Tours

Beyond having materials available and searchable online, many museums offer virtual tours. These videos or guided web pages move beyond a collection of viewable documents to include video, commentary, and themes.

For a fee, the Winchester Mystery House can be experienced from the comfort of your home. The Immersive 360 Tour brings visitors through the bizarre building with narration and historical details.

With or without the optional Virtual Reality experience, the Pitt Rivers Museum’s online walk through is breathtaking. No need to worry about crowds or the price of getting to Oxford, UK; this resource provides the means to spend time looking at every exhibit at your own pace, enjoying the nuances of a museum with artifacts grouped by theme rather than time or place.

The natural world isn’t beyond a virtual visit, either. The Nevada board of tourism offers “Roam from Home,” with Google Earth explorations of ghost towns, landmarks, and even a forest of cars.

Collections of documents and printed matter make for stunning virtual visits in different ways from many of these examples, and a guide through themed virtual exhibits invites digital guests to sit down and explore the material in a new way.

Combining a few of these strategies and learning opportunities is the Library of Congress. Turning 220 years old this year is cause for celebration. Social media posts with #LOC220 will involve everyone! LOC also has an extensive series of webinars, videos, and interactive events that showcase their collections and ways individuals and families can learn from home.

The extra features and enhanced access that COVID-19 has unlocked don’t have to disappear when life returns to normal. One silver lining to this global pandemic is that it has invited everyone to rethink the ways people experience the world. Why not continue an interactive program with your collection? And even when physical visits are available once again, consider just how much a searchable online library accessible anywhere improves upon a single room with a finding aid.

Have you been inspired by the ways online access has been highlighted and cherished lately? Anderson Archival can help take your collection into the digital world. Give us a call at 314-259-1900 or an email at info@andersonarchival.com today!

Access to Your Archive: Make It Easy, Make a Difference

March 31, 2020/in Digital Collections, Digital Restoration, Preservation /by Anderson Archival

Why digitize?

This is the question many archive owners, collectors, and curators face. In an increasingly digital world, analog access to collections and archives is still the norm. But should it be?

A Philosophical Question

If a tree falls in a forest and no one is around to hear it, does it make a sound?

In the spirit of that popular mental exercise, if a physical archive exists but no one can access it, does it impact the world?

Sadly, this is the state many archives find themselves in.

For collectors and curators, the problem of access is one that can seem insurmountable. Many collections are housed in personal residences, in a dedicated room of a library, or even in storage. Finding aids such as indexes or the Dewey decimal system assist those who can visit the material in person, but the barriers to access are high.

The Limits of Physical Access

Take the example of a hypothetical newspaper archive. The entire collection, frequently cited in family genealogy research, is only accessible in one location. Rather than attempt to visit the collection, researchers call the curator with their questions. Often, these researchers only know a name or a location or some other fragment of data, so the curator must wade through decades of material, and once they discover the desired information, the researcher receives a copy or scanned image.

For researchers, limited access means the process takes time and reliance on someone else to find the information they seek. Often, copies of originals come with a price tag because of the labor involved in retrieving them. Other times, the cost is borne by the original material, which experiences wear with every turned page.

For the curator, the system seems to work. People can access and use the collection to enhance their research. Why should they digitize?

Location: Instead of visiting or calling a single location, researchers could access the collection anywhere in the world with an internet-connected device. Potential visitors who may be limited by disability, travel funding, time, or state of emergency, could experience the collection digitally.
Condition: Instead of risking tears, smudges, and other damage with every physical search, the material could be safely stored in its current condition while allowing continued, constant digital use.
Search: Instead of relying on summary documents, finding aids, and the diligent labor of an authorized user, everyone accessing the collection could search for names, dates, locations, and other keywords, making the information they seek available in a click.

A real-world example of how digital preservation could have benefited mankind is that of the Museu Nacional of Brazil, which was almost completely lost to fire in 2018. It was the home of many unique collections and a frequent travel destination for researchers. Just months before the blaze, researcher Cassia Roth had traveled to the museum to view one of the exclusive collections in the massive archive housed there.

I was there for just a few days, so I only took pictures of a small fraction of [the] collection, telling myself that I could always come back—the archives were not going anywhere,” she wrote.

The museum was a hub of research and innovation for hundreds of years, but lacked funding. Why should they have digitized?

Preservation: Hindsight is 20/20, but even without a disaster in the rearview mirror, curators could have investigated crowdfunding to restore the 200-year-old building’s faulty electrical and sprinkler systems or digitally preserve the museum’s collections over time.
Impact: The truth is, we may never know how many researchers and students were unaware of the contents of the Museu Nacional until reports of their loss. Online access to a collection doesn’t guarantee widespread knowledge, but it does facilitate the possibility.

Ultimately, if access and exposure are important to the curator of a collection or archive then digitization should definitely be considered. Don’t let inertia prevent you from taking the initial steps towards digitizing your collection.

Types of Digital Access

The good news is that digitization can revolutionize how a collection or archive is accessed and used. Each collection is unique and some types of digital access may be more suitable than others.

Open Access: Similar to the way Archive.org or Google Books function, this model makes all content fully searchable on the internet. Users may discover an archive through a wider web search.
Free Access Once Registered: Need to track who is accessing your collection? Requiring users to register prior to gaining access keeps the documents available to those who sign up, but has the feel of private access.
Paid Subscription: A potential revenue stream for the archive, this model unlocks the collection once a user has paid a fee.
Additional Paid Perks: All levels of access can also offer options to pay for special features like high-resolution printing, guided research aides, photo licensing, etc.

Every level of digital access eliminates the limitation of physical location, offers enhanced search options, preserves the original documents from continued exposure, and provides a mechanism through which your archive can be utilized fully.

Access is merely one of the powerful arguments for digitizing your collection. Are you ready to start the process and protect your collection from an uncertain future? Contact Anderson Archival today at info@andersonarchival.com or 314.259.1900.

Building a Demonstration Collection, Part 1: First Steps

January 28, 2020/in Digital Collections, Preservation, Special Projects /by Anderson Archival

Learn: What is a Digital Collection or Digital Library?

December 16, 2019/in Backup and Storage, Digital Collections, Preservation /by Anderson Archival

Learn about the concepts of digital collections and digital libraries in this Anderson Archival explainer.

What is a Digital Collection or Digital Library?

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.