What is digitisation?
To digitise is to convert an object, data or an image into electronic format. The term digitisation is often used when diverse forms of information such as objects, text, sound, images or audio are converted into an electronic digital code that can be read by computers or other electronic devices.
Turning from analogue (original representation) to digital ensures that the format can be opened by using computer software and then made available to others throughout the world via the Internet. We digitise at SLQ primarily to provide access to others about Queensland memory and to protect and preserve heritage materials. The end product is referred to as turned digital. Born digital is material that originates in digital form and requires a digital devise to be utilised. We encourage all Queensland communities to consider digitisation of collections that represent Queensland memory.
Why digitise Queensland memory?
- Queensland memory is owned by all Queenslanders and is made up of cultural heritage materials found throughout the State in many different communities and organisations.
- Each community can build Queensland memory by creating, sharing and preserving collection contents through digitisation of analogue materials.
- Digitised formats enable access through many online places, websites and archives.
Before digitising – do your homework!
- Do an inventory of your heritage collection materials.
- Determine what is most significant to you and your community.
- Think about making your material discoverable by others.
- In most cases, making materials discoverable means that you will want to make digitised content available through online access, eg your blog or website.
- Put together a digitisation plan based on your priorities and include a budget.
- Are you able to purchase scanners, digital cameras and other equipment or do you need to use an outside vendor? Include this information in your plan.
- Think about partnering with others in your community to share equipment costs.
- Do your homework about copyright – ensure information about copyright is in place. You may need to get copyright permissions.
- Look at SLQ’s copyright information for assistance.
- Check to see if your materials have already been “digitised elsewhere” eg SLQ catalogue, TextQueensland or Google are good places to start. Also check Trove and Libraries Australia.
- Cultural Clearance may be needed for Aboriginal and Torres Strait Islanders images – check out SLQ Protocols for an example of how SLQ approaches this.
- Conservation treatment may be needed to stabilise materials prior to digitisation.
- Think about how to describe, provide access and store your digitised files.
- Digitisation is a way to preserve and protect fragile heritage items – provide training to everyone involved with proper handling procedures.
- Think about long-term preservation, not only for the item, but for the digital files.
Set priorities with a digitisation plan in order to:
- recognise significant and unique materials
- increase community access
- provide access to high demand/popular items
- utilise funding opportunities
- preserve fragile or about to become obsolete materials
- show your collections in exhibitions about new treasures
- support other community initiatives.
Tips for setting up a digitisation plan
- Your plan should allow for costs for materials and training.
- Your plan should include all staff as many will want to use and share.
- Your plan should include digitisation at highest possible standards for best results/access/preservation.
- If your digitisation does not happen to standards, you may not be able to share
– see SLQ Standards for Digitisation [PDF 340kb] - Decide on in-house digitisation plan, use of outside vendors or both!
- For preservation? Get highest resolution scans possible (TIFF).
- How will you make material accessible online? Get TIFFs.
- To share with others by email? Get lower resolution JPEG.
- To get details? Think JPEG2000 (zoom and search).
- Need to do word searches in documents? Get searchable PDF.
- Have specific outcomes – how do you want your material used online?
Things to think about – what does digitisation cost?
See Fact Sheet 5: Digitising in-house or using vendors for approximate costs if outsourced to a vendor. SLQ recommends that local vendors should be consulted with specific job requests.
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