I. Preparation (before sending images out for scanning)

• Collect slides returned by faculty or TA after class use
  
  

• If slides are returned in one batch but for more than one course, please separate them by course

• Photocopy slides collected [we will send out either 230 or 460 slides in a batch]

1. Create a new photocopy of returned slides (after they have been checked in)

   1. Sort and arrange by Creator or Built Work Name/Site and/or by time period (e.g. pre-19C, 19C, 20C). Follow the general filing system used for the slides in the RVC teaching collection.

   2. orient all in the same direction—20 at a time

2. mark each photocopy at the top with [course number], batch number, and date, and put in binder labeled “Circ photocopies” in the appropriate ‘Batch’ section

3. check through slides to ascertain that none are non-film slides (e.g., a slide which is printed directly onto the glass of the mount). These are old glass slides, edged with black tape. Cut the tape and open the slide to verify that it contains film. If it is a non-film slide, flag it & alert Sam. He will find a substitute slide or pass it on to Robin to be scanned in-house.
   
   

• Check to verify that slide is not already scanned (search by RVC accession number or IRIS image number in IRIS and/or check for ‘DIG’ on back of original slide mount)
  
  

• Check to verify that slide (or its equivalent) is not available in digital form from vendor. Vendors include Scholars Resource and Universal Color Slides and Bridgeman. (An advanced search in SR will cover many vendors, but not UCS or all of the Bridgeman collection). URLs for the vendors are:

  • scholarsresource.com

  • archivision.com

  • bridgeman.co.uk

  • universalcolorslide.com

If available, note the vendor number on a sticky & set slide aside in small slide box labeled “avail for purchase” (Sheryl will place these orders).

Before adding slides to the “available for digital purchase” box, please check to make sure that RVC has not already purchased it. To do this, look in the binder labeled “Image Orders”, kept next to the Slide Logs.

• When Sheryl places the order for a digital image, she will write “DIG-P” on the back of the equivalent slide before adding it to refiling.
  
  

• Check again CAREFULLY for duplicates and details; we do NOT want to be scanning any fine art (eg, 2-D) details, nor any duplicates (either for fine arts OR architecture)

  • When you find duplicates, show all copies to a staff person. We’ll choose one to be digitized; the others will go back into refiling with “DIG” written on the back.

  • When you find details, check the batch to see if an image of the overall work is already included. Show the overall work & the details to Sheryl, who will decide whether or not to digitize the details.

  • If a slide of the overall work is not in the batch, look in the teaching collection for a slide of the overall work. If one exists, pull it and give it to Sheryl w/ the details. If none exists, make a note of it and let Sheryl know when you give her the details.

• Record sequential reference numbers, ‘digitization reference number,’ directly on the circ photocopies. Work off these photocopies and the boxes of slides for the next few steps (slides will give you orientation; copies will help relate dig. ref. #s and accession #s).

• Enter slide information in Slide Log (print not electronic; PLEASE USE PEN)

  • course number

  • instructor

  • semester/year

  • RVC accession number and/or IRIS image number

  • ‘digitization reference number’ (this should be generated electronically, that is, should already appear on the Slide Log, in order to minimize error)

  • orientation of slides (vertical OR horizontal) and written description in orientation notes (e.g. largest purple blotch is in upper left)

  • initials

  • date

  • also helpful to mark on the log (in free-hand) where RVC and Khan slides begin/end
    
    ** Please note with yellow sticky on Slide Log where you leave off (e.g. “IRIS Surrogate #s checked through #110”)

• Check the circ copes with digital reference numbers against the Slide Log to verify that each digital reference number has been assigned to the correct slide.

• Always return Slide Log to binder when you are not using it. This is our only copy and we all work from it.
  
  

• Print out a Process Log for each batch and file in binder just after the corresponding color separator that marks the beginning of each batch
  
  

• Place digitization photocopies in binders labeled with semester and year; place in appropriate ‘Batch’ section
  
  

• Check in IRIS for Surrogate record (check using old accession number or image number); if no record, highlight in yellow corresponding row in Slide Log [this can be done after the batch of slides is sent to BPI but it must be done before the batch goes to post-processing because the IRIS Surrogate number will be the digital image file name]
  
  

• Give Sam Slide Log so he can generate IRIS surrogate numbers for those slides that do not have one (highlighted in yellow) [we also need to identify (perhaps with an asterisk) slides that contain more than one work, e.g. a slide of a page of a book with multiple images, because Sam will need to create multiple IRIS surrogate numbers, one for each component image]
  
  

• File slides temporarily in metal boxes by batch number (these boxes are to be removed from public areas at the close of each day and locked away in file cabinet in imaging area)

• Unbind film from original mount

• Clean film with Pec or compressed air

• Place film in new glass mount (new white front, new grey back). We can reuse the grey backs later on, but the glass on these should be cleaned thoroughly, with Windex and paper towels, and filed in their own box while they dry.
  
  

• Write IRIS surrogate number in permanent marker on new mount, on right hand side (Sam will have assigned IRIS surrogate numbers before this point.)
  
  [because we are no longer marking slides with digital reference number, please pay special attention to keeping slides in order—refer to Slide Log if necessary to cross-reference IRIS surrogate number against digital reference number]

• Make X in bottom left to mark orientation
  
  

• Write ‘DIG’ in indelible black ink on the grey back of the mount, on the left-hand side [check drawer for details (fine arts only) of same image and/or duplicates and write ‘DIG’ on these too]

• Refile front part of original mount in metal boxes, in order of digitization reference number, as marked on the Slide Log—the metal boxes are divided into 6 rows: put old mounts in one of the a left-hand rows and new mounts in corresponding order in the next row to the right

• Place new mounts in plastic slide boxes, and create a paper label for each box and mark:

a) BPI

b) batch number

c) slide ref #s in that box, e.g. ‘ref #s 1-56’

d) ‘Box X/Y’ (eg. Box 1/8)

• Contact BPI for pick-up
  
  

• Record (on colored sheet marking Batch number in Slide Log binder) the contents of each box, and the total number of slides in the batch, and, if possible, the number of Khan images and the number of RVC images
  
  

• Record date picked up by BPI and batch number (with range of digitization reference numbers) in Process Log
  
  

• File the Slide Log for each batch in the corresponding binder
  
  

• Check off tasks completed in Process Log
  
  

• Note physical location of slides in Batch on the whiteboard

II. Metadata and Cataloging

• Imaging staff member will complete her post-processing work on a batch before handing the slides off to Sam (Robin will also create a cross-reference sheet that will link digital reference numbers with IRIS surrogate numbers/file names)
  
  

• Separate slides with existing (old) IRIS records from those which have only recently been assigned IRIS surrogate numbers (these will be catalogued using different Source sheets—get both types of sheets from S. Sadow)
  
  

• Create or review Work record in IRIS

• Create or review Surrogate record in IRIS
  
  

  • For those images with recently assigned IRIS surrogate numbers, note the BibCite number, page number, figure number OR the vendor information on page 2 in Cataloguer’s Notes field; we will be correcting the Source records and entering the proper bibliographic and vendor information in the new version of IRIS
    
    

  • Fill out information in Digital Images Layout, copying IRIS surrogate number for file name; format: JPEG; resolution: high; dynamic range: 24-bit; disk code: BPI Batch 2 Disc 1 of 2; measurements: 3000 pixels on long side

• When finished, send source numbers or surrogate numbers to S.Sadow for approval

• Approve records

• Generate new labels

• Generate new guide card labels where needed

• Batch load records to DAM
  
  

• Check off tasks completed in Process Log

III. Post-Processing

Process digital images in order of file name (which should match sequential reference numbers)

Compare digital image with original film using light table, loupe, and properly calibrated computer screen

** The post-processing technician will use the Post-Process Task Log to track, at the individual image level, completion of the tasks described below (Post-Processing progress at the batch level will be tracked in section IV. of the RVC Digitization Process Log.)

• Create a copy on USB external drive (in Masters folder) of Raw Master from Boston Photo Imaging DVD

• Rename this copy “Work Master” using IRIS Surrogate number

• TIFF @ 3000 x 2000 pixels, 300 dpi, 24-bit color

• Optimize the Work Master

• Size

  • Crop to our masking

  • Check/fix orientation (check against original film and/or log notes; adjust if needed)

  • Correct perspective

• Tonality

  • Adjust whitebalance

  • Adjust levels and curves

• Clean-up

  • Remove marks

• Save this file as “Optimized Work Master” in Optimized Masters folder in the Masters folder

• Make 3 surrogates/derivatives

• JPEG @ 3000 x 2000 pixels, 300 dpi, 24-bit color

  • Name this Optimized Work Master and put in Optimized folder using same file name as Optimized Work Master

• JPEG @1024 x 768 pixels,300 dpi, 24-bit color

  • Transform to color space for monitor (sRGB)

  • Name this Projection put in Projection folder using same file name as Optimized Work Master

• JPEG @ 400 x 400 pixels, 72 dpi, 8-bit color

  • Transform to color space for monitor (sRGB)

  • Name this Thumbnail put in Thumbnail folder using same file name as Optimized Work Master
    
    

• Pass on slides to S. Sadow for cataloguing

• Load image files to DAM and link to corresponding DAM metadata record

• After digital files have been successfully loaded to the DAM, purge the Work Master files (TIFFs) from the imaging Mac to conserve storage space

• Create index cross-referencing Surrogate/Accession numbers/digital file names and digitization reference numbers/BPI file names and BPI DVDs

• Have another set of eyes review this cross-referenced list for accuracy

• For born digital files that we create on the flatbed scanner (i.e. ‘copywork’ requests), burn the Work Master files to a CD/DVD for storage in Rotch Limited Access (LTA). Label these discs and create indexes to facilitate searching their contents.

• Store BPI DVDs in LTA in Rotch (Michael L. has designated space)

• Check off tasks completed in Process Log

IV. Re-Labeling and Re-Shelving

• Get slides from S. Sadow after cataloguing and approval are completed
  
  

• Get new slide and guide card labels from S. Sadow
  
  

• Affix new labels to slides and appropriate color guide cards

• Place slides in re-shelving area (with new guide card attached with rubber band where appropriate)
  
  

• Check off tasks completed in Process Log

Glossary

Instructions for processing digital copywork requests

Refer to Digital Image Request Form