Preparation of manuscript materials for digitization by Imaging Services

Digital objects representing manuscript materials digitized by Imaging Services for delivery through the Harvard Page Delivery Service may be either simple objects or complex objects. Structural and descriptive label information is contained in the METS file, deposited to the DRS along with the images.

Digitization of Bound Volumes

The following approach will be taken in the digitization of bound manuscript materials:

• Front and back covers will be digitized.
• All pages will be digitized, including occasional blank pages or short runs of blank pages. If volume contains runs of blank pages (10+), repository must mark runs and specify desired capture.
• Repository should determine how loose pages within a bound volume should be digitized. If it is not important for loose pages to be shot in place, they should be removed from volume during preparation and placed in a folder for shooting after the volume. The images of the loose pages will appear after the bound volume images in the digital object. If occasional pieces inserted in the volume are to be digitized in place, pieces should be flagged, and instructions provided.

Digitization of Loose Manuscripts (in folders in boxes)

Preparation for digitization

• Staples and paper clips must be removed (exceptions may be made for up to 5 sheets of paper stapled together if pages can be folded over – discuss with. If desired, groupings may be maintained by placing in paper folders (paper folders will not be digitized).
• Pages should be flattened and unfolded as necessary.
• Oversized material and materials require special handling must be flagged.

Digitization general guidelines

Materials will be digitized according to the following general guidelines. Special instructions should be included on flags as necessary.

• Only pages containing text will be digitized. Blank pages will be ignored (unless instructed otherwise). If any text or numbers or other marking appears on a page, even if only a word or two, the page will be digitized (unless instructed otherwise).
• Pages will be shot in the same orientation, determined by the first image in the document (even if an address appears on the back side of a page and the writing is in a different direction than the letter, the orientation of the image will be the same). 

Example:

• Materials will be digitized in the order they appear in the folder.
• The standard approach for capturing letters is to capture pages in the order they were written, as in example below. In the processing of manuscript collections, such letters have often been unfolded. If the approach in Example 1 is desired, the repository should consider a temporary refolding of the letter.

Example 1:

• If the interior of a folded letter is blank, it will not be captured. If the back page is blank, it will not be captured, unless otherwise instructed.
• Unless otherwise specified for a project or a particular item, bound materials, such as pamphlets, which appear within a folder of manuscript materials will be captured “two-up” (a two-page opening in one shot) if the material can open to 180 degrees and the size when open falls under the maximum size for a single image. Front cover and back covers will be captured in separate images.
• The maximum dimensions for capturing a sheet in one image will be provided once the specifications for a project are finalized (this size varies with the type of equipment used). If document is large than the maximum size, the piece should be flagged.