Designing a Digitization Project That Lasts
Digitization is more than scanning. It is a structured initiative that involves thoughtful planning, deliberate execution, and a sustainable long-term strategy for preservation and access. This post outlines five foundational areas that support a successful digitization project: planning, practical implementation, technical standards, descriptive metadata, and ongoing preservation.
Begin with Purpose and Planning
Before initiating a digitization project, define its purpose. Why these materials? What is the expected impact? Who are the audiences? Effective planning requires alignment with institutional goals and community needs. Equally important is a realistic assessment of available resources. Digitization requires time, staff labor, and long-term storage. Projects should be scaled to fit within the constraints of deadlines, grant periods, or limited-term staffing.
Define Priorities and Resources
Not all materials need to be digitized. Prioritize based on a combination of user demand and physical vulnerability. Think about what access to these materials might enable for researchers, educators, or community members. Once priorities are set, inventory the personnel, funding, and infrastructure required to complete the work.
The Three-Legged Stool of Digital Preservation
Digital projects rest on three components: organization, technology, and funding. Staff must have the necessary expertise, or be supported through training or partnerships. Equipment and software should be appropriate to the scope of work. Funding must support not only digitization, but also the storage, access, and preservation of the resulting digital assets.
Organizational Infrastructure and Technical Setup
Identify who is responsible for the work, and what additional skills or tools may be needed. Consider how digitization tasks will integrate with other institutional responsibilities. Plan for post-digitization needs, such as metadata maintenance and software updates.
Technology includes scanning equipment, access platforms, and storage. If purchasing equipment is not feasible, institutions may consider working with vendors or building collaborative partnerships to share resources. Technology planning also involves deciding where and how users will access digital files.
Budgeting for Sustainability
Digitization funding must extend beyond the scanning phase. Equipment, software licenses, digital storage platforms, and ongoing support all require financial investment. Many grants only support initial digitization work, so it is essential to plan for long-term maintenance and access strategies. Leverage existing institutional assets where possible.
Practical Implementation Considerations
Choose equipment that supports desired file types and integrates with existing systems. For example, a camera that only outputs proprietary formats may require additional software or conversion tools. Ensure compatibility between scanners, software, and operating systems. Determine how users will access the materials, whether for public research, internal records management, or curatorial work.
Technical Specifications
The following table outlines preservation file formats and minimum standards:
These are master file formats meant for long-term preservation. Derivative access copies may be created for public use or ease of distribution. Master files should remain unchanged and securely stored.
Workflow Documentation
Documenting workflows is essential. Maintain a detailed log of what was digitized, how files are named, where they are stored, and whether descriptive metadata has been applied. Use both digital spreadsheets and physical notes placed with the original materials.
Write clear documentation for metadata application, including definitions and examples for each field. This not only helps current staff, but also supports continuity over time. Retain manuals and technical documentation for all equipment and software.
Metadata and Description
Choose a metadata standard that aligns with your materials and user base. Dublin Core is widely used for its simplicity, while more specialized standards like VRACore or Darwin Core may be more appropriate for certain types of content. Consider your users: are they researchers, internal staff, or the general public?9
Technical metadata, such as Metadata Encoding and Transmission Standard (METS) or Metadata Object Description Schema (MODS), can track information about file creation and structure. Use controlled vocabularies such as Library of Congress Subject Headings (LCSH), Art & Architecture Thesaurus (AAT), or Library of Congress Name Authority File (LCNAF) to promote discoverability and consistency. If your organization manages its own locations or subjects, internal vocabularies may also be appropriate.
Platform Selection
Identify whether your institution already uses a content management system or has access to digital platforms through existing subscriptions. Options include ContentDM, JSTOR Forum, Omeka, or community-based platforms like Flickr Commons.
Make sure the platform meets your needs in terms of supported metadata standards, search functionality, user access, file formats, and long-term sustainability. Collaborations are useful, but make sure the infrastructure and maintenance responsibilities are clear.
Long-Term Preservation and Security
Digitized files are vulnerable to data loss, format obsolescence, and cybersecurity risks. Create a preservation plan that includes regular backups, verification procedures, and clear documentation. Evaluate your ability to migrate or extract data from your chosen platform if needed.
Consult with IT staff, even if they are not directly involved. They may be aware of infrastructure changes, cybersecurity risks, or upcoming updates that could affect your project.
Remember These Five Steps
Plan
Scan
Describe
Provide
Preserve
Watch the full webinar below for more information and examples.
