Creekside Digital microfilm digitization

Current agreement, Quote 18C0133, 11/20/2020 (access restricted)

Source Material Description

• 35mm microfilm, negative or positive tonality, on 100' boxed reels.
• Instructions on what the vendor should use for document ids (see naming instructions below) to be used for directory- and file-naming.

Order review

• Is the film requested a Harvard produced, part of the Library's Master Microforms collection (MMF)?

• Is the film requested a commercially produced film?
• Is the film content in the Public Domain?
• Is the film content out-of-print, or no longer available from commercial -- or other -- sources at a reasonable price?
  • Arguments that reproducing content that may be copyright protected is allowable must be documented and filed with order via the Imaging Services reformatting_request_review_form_108e.doc.

Order preparation

• Examine microfilm to determine:
  • Film of sufficient quality to meet patron needs?
• For large orders, consider having a single-reel digitized for customer approval prior to sending additional films for digitization.
• For large orders -- especially those requiring multiple film shipments to vendor:
  • Consider getting competitive quotes.
  • Consider having patron work directly with vendor.
• How are individual works (e.g., titles, volumes) named and distinguished on film, and what should the vendor use as document ids for organizing and naming files?
• Should 2-page images be split into individual images?
  • Customers should be discouraged from having microfilm frames split into two images as it adds complexity and cost.
• Should we request OCR files?
  • Note on orders that we request both ALTO and plain text OCR files.
• Should we request PDF files, in addition to TIFFs and OCR files?

Vendor deliverables

Imaging specification

• Image File format: TIFF / 8-bit grayscale / uncompressed / embedded sGray ICC profile / 300 -- 400 ppi relative to the size of the analog content represented on film.

• OCR File formats:

  • ALTO, UTF-8 encoded
  • Plain text, , UTF-8 encoded

• Directory- and file-naming

  • directories: [document id]

  • image files: [document id]_####.tif
  • ocr files:
    • ALTO [document id]_####.xml
    • Plain text [document id]_####.txt
  • pdf file: [document id].pdf

• Directory / file structure

	Example:
	└── 990009660700203941
	    ├── 990009660700203941_0001.tif
	    ├── 990009660700203941_0001.xml
	    ├── 990009660700203941_0002.tif
	    ├── 990009660700203941_0002.xml
	    ├── 990009660700203941_0003.tif
	    ├── 990009660700203941_0003.xml
	    ├── 990009660700203941_0004.tif
	    ├── 990009660700203941_0004.xml
	    ├── 990009660700203941_0005.tif
	    ├── 990009660700203941_0005.xml
	    ├── [...]
	    ├── 990009660700203941_9999.tif
	    ├── 990009660700203941_9999.xml
            |__ 990009660700203941.pdf

Returning data and films to Harvard

• Data: Harvard will provide vendor access to a shared cloud drive.

• We ask vendor to hold microfilms until we confirm we've QC'd delivered images.

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