As the Civil Rights in Mississippi Digital Archive has grown, The University of Southern Mississippi Libraries Digital Program has developed written procedural manuals, production record forms, workflow charts, and spreadsheets for tracking production statistics. Due to recent requests from those planning to implement their own digital programs, we present many of the materials here for anyone who may be interested. However, note that the manuals and production record forms are very specific to hardware and software configurations as they currently exist in our program, and that in practice our manuals and forms change as workstations are updated and needs change. At this time, all of the manuals are available as Microsoft Word, Rich Text Format documents. Also note that documents are best viewed in Internet Explorer.

We ask that anyone using these materials credit The University of Southern Mississippi Libraries Digital Program. We would also appreciate your reaction to these guidelines.

Facilities & Equipment Selection Image Capture & Standards Metadata Encoding

Preservation Ownership & Access Issues Intellectual Property & Privacy Staff Forms

Facilities & Equipment Index
Designed to serve all units of the Special Collections department, the facility for our digital program features network drops connecting it to the Libraries' and the University's computer networks along with dedicated space for processing and storing analog materials prior and subsequent to digitization. Though the program began with one workstation, it has now grown to eight.

Current equipment and software (as of December 2003) includes:

• Scanning Workstation I has a 1.70 GHz processor, with 256 MB RAM, 37.2 GB hard drive, and a CD-writer. It is attached to a Microtek Scanmaker 4 scanner, which is a 36-bit dual-media scanner with 600 x 1200 optical resolution, a dynamic range of 3.4, and a scanning area of 8.5" x 14". Negatives and positive transparencies may also be scanned in a special tray attachment. Software includes Photoshop for image manipulation and Omnipage for optical character recognition.
  
• Scanning Workstation II is attached to a Microtek X12USL scanner, which is a 42-bit scanner with 1200 x1400 optical resolution and a scanning area of 8.5" x 14". It has a 1.70 GHz processor, with 256 MB RAM, 37.2 GB hard drive, and a CD-writer. Software includes Photoshop for image manipulation and Omnipage for optical character recognition.
  
• Scanning Workstation III is attached to a Microtek Scanmaker V6USL scanner, which is a 36-bit scanner with 600 x 1200 optical resolution and a scanning area of 8.5" x 14". It has a 1.70 GHz processor, with 128 MB RAM, 18.6 GB hard drive, and a CD-writer. Software includes Photoshop for image manipulation and Omnipage for optical character recognition.
  
• Audio/Encoding Workstation has a 633 MHz processor with 256 MB RAM and a 9.54 GB hard drive. Software includes SoundForge for audio manipulation and XMetal for XML encoding.
  
• Digitization Librarian Workstation has a 1.3 GHz processor with 256 MB RAM, 46.74 GB of hard drive space, and a CD-writer. Software includes Photoshop for image manipulation and Dreamweaver for website development.
  
• Digitization Specialist Workstation has a 1.5 GHz processor, 523 MB RAM, 37 GB of hard drive space, and a CD-writer. Software includes Photoshop for image manipulation, Dreamweaver for web page editing and web site development, and XMetal for XML encoding.
  
• Metadata Librarian Workstation has a 633 MHz processor, 256 MB RAM, 9.54 GB of hard drive space, and a CD-writer. Software includes Classification Plus and Validator for cataloging tasks.
  
• Digital Camera Workstation has a 500 MHz processor, 520 MB RAM, 33.99 GB of hard drive space, and a CD-writer. It is often attached to a single-lens reflex Nikon D1 camera with a 17-35mm Nikkor lens (f/2.8), and a 2.74 megapixel CCD (36-bit). The camera can be set up on an old microfilming stand that has been adapted for use as a copystand for books and oversized materials. This workstation is also attached to a QPS Que! External firewire DVD-RAM drive for backup purposes. Software includes Nikon Capture for camera operation and Photoshop for image manipulation.

Selection Index
In the area of selection for digitization, the digital program staff follow the guidelines established in Selecting Research Collections for Digitization by Dan Hazen, Jeffrey Horrell, and Jan Merill-Oldham published by the Commission on Preservation and Access in 1998. The authors of this work assert that selection decisions should be based upon the intellectual value of collections, the number and location of existing and potential users, the nature of use, the nature of materials (including the format and how they are described, delivered, and archived), how the project relates to other efforts, intellectual property issues, and cost.

Image Capture & Standards Index
On this topic, the National Archives and Records Administration provides its Guidelines for Digitizing Archival Materials for Electronic Access (1998). This resource along with Columbia University's "Technical Recommendations for Digital Imaging Projects" (1997) and Cornell's Digital Imaging for Libraries and Archives (1996) comprise a partial list of the materials that guide The University of Southern Mississippi Libraries as they endeavor to create digital images of sufficient quality to meet their objectives. Digital Program staff use flatbed scanners for objects that may safely be captured in that manner and a professional-quality digital camera for books and oversize materials.

Two sets of images result from the digitization process. Though the primary goal of the Lab is to provide electronic access to records, an off-line master set of images are created in anticipation of future needs and changing standards.

Imaging Standards for Archival Masters

• By default, materials are scanned at 24-bit depth (RGB-millions of colors). Photographs and other materials with no color information may be scanned at 8-bit depth (256 shades of gray).
  
• By default, materials are scanned at 600 dpi to create a digital master.
  
• No restoration or other digital enhancements are performed on digital masters, except those necessary to match the appearance of the original materials. Digital master files are saved in uncompressed TIFF format.
  
• Digital masters are archived on DVDs, hard drives, and magnetic tape.

Imaging Standards for Derivative Images

• Derivative images are provided for Internet transfer and public use. Further derivatives may be produced if evaluation of the materials shows the need.
  
• Digital "submasters" are created of badly damaged materials through digital restoration in order to improve the usability of the materials. Materials will be evaluated on a case-by-case basis to determine if restoration is needed. In cases where materials are digitally restored, users will also be provided with a non-restored image, in order to give the user some idea of the condition of the original materials.
  
• Currently, our access files are primarily intended for screen display. To that end, 8-bit grayscale/24-bit color is used and digital images are resized to 600 pixels across the shortest dimension, 72 dpi, and saved in a JPEG format. Materials that are primarily textual are saved in XML or HTML format.

Capture Workflow

Training Manuals

• Image capture: Creation of a digital scan of the original item for a high resolution master image.
  
• Post-processing: "Cleaning up" the master image in preparation for the creation of the access image. The master image is kept as true to the original image as possible. Any restoration or other manipulation that deviates from the condition of the original is done during the creation of the access image or to a copy of the master image.
  
• Access images: Creation of low-resolution derivative images from the master image, suitable for Web presentation.

Metadata Index
The Dublin Core metadata standard is used to create descriptive information about the original item. The metadata describes the various characteristics of each file, including its format, source from which the image was derived, relation to other sources, and rights management information. It also identifies each file's size, type, compression, and resolution. It includes user-searchable characteristics such as creator and subjects covered. Metadata records are entered into a union database and made accessible through the library catalog.

• For more specific information about workflow and subject heading assignment, see the following article: Graham, Suzanne, and Diane DeCesare Ross. "Metadata and Authority Control in the Civil Rights in Mississippi Digital Archive." The Journal of Internet Cataloging 6 (no. 1, 2003).
  
• Metadata Workflow
  
• Metadata Training Manual
  
• Civil Rights in Mississippi Thesaurus: Created to provide a standardized list of names and terms for use in metadata records of items related to the civil rights movement in Mississippi.

Encoding (Markup) Index
Encoding brings together the various elements of the digital surrogate (metadata, image files, and any sound files or electronic text) in preparation for publication to the Web. At the beginning of the digital program, encoding was done only in HTML. However, with an eye to the future, encoding is now done in XML (eXtensible Markup Language ), allowing for more standardized data exchange and better data migration and longevity. The XML document is then converted into HTML web pages using eXtensible Stylesheet Language (XSL) and an XSLT processor. The web pages are linked to the metadata records in the union database.

• Encoding Workflow
  
• Encoding Training Manual

Preservation Index
Staff make decisions regarding long-term storage of digital files with an understanding that no electronic media currently available presents an ideal solution; none can be considered of "archival quality." As a result, they communicate awareness that there is a need for a continuing schedule of reformatting to new media as the old becomes obsolete or otherwise endangered.

Currently (December 2003), the Digital Program employs a combination of magnetic drives, DVDs, and hard drive storage to archive masters of digital items. Equipment includes a QPS Que! external firewire DVD-RAM drive, a Dell Precision Wrokstation 330 (1.5 GHz), a QPS Que! M3 100 GB firewire hard drive, and a Travan-5 tape drive (10/20 GB).

For the source material itself, the imaging process is an opportunity to evaluate collections regarding traditional, physical preservation needs. The Digital Library Program has a close relationship with the conservation areas of Special Collections, and as a result, re-housing of items and other preservation measures may occur as an integral part of the digitization process.

Ownership and Access Issues Index
In addressing ownership and access issues, the lab incorporates a multi-layered approach to rights management. Each descriptive record includes rights management metadata. The digital archive presents its derivative access images in a lower-resolution view quality, insufficient for print reproduction for publication. Digital watermarking also communicates ownership information.

Intellectual Property and Privacy Index

Through IMLS support of the Civil Rights in Mississippi Digital Archive project in 2001-2003, USM was able to construct a model for resolving intellectual property and privacy issues of 20th century materials not in the public domain, materials that have traditionally been avoided in prior digitization projects across the nation.

• Detailed Information about this Intellectual Property and Privacy Model
  
• Intellectual Property and Privacy Workflow

Staff Index
When the digital program began in November 1999, a full-time Digitization Specialist collaborated with the Head of Special Collections and the Special Collections Librarian to form the core "Digitization Team" that met regularly to discuss the progress of projects and to develop plans for the future. A full-time Digitization Librarian was added to that team in November 2001. Grant funding from the Institute of Museum and Library Services (IMLS) supported a full-time Metadata Librarian and three graduate assistants in 2002 and 2003 for the Civil Rights in Mississippi Digital Archive.

Digitizing special collections materials requires expertise in both imaging and the handling of unique and fragile items, and the digital lab staff takes advantage of training gained at the Northeast Document Conservation Center "School for Scanning" and the week-long workshop "Digitization for Cultural Heritage Professionals" , as well as continuing professional development. The Libraries created both the Digitization Librarian and the Digitization Specialist positions specifically for the digitization program. These staff members coordinate and perform daily operations in the lab and maintain the lab's Web presence. Practicum students, graduate assistants, and student employees provide additional support.

Forms

• Production Records: These documents record production information.
  
  • For 1-page documents
    
  • For mulitple page documents
    
• Sample status sheets and workflow logs: These documents are used to keep track of items throughout the entire digitization process. They are useful for keeping track of the status of projects and for compiling statistics for reports.
  • Selection log
  • Metadata problem log
  • XML status sheet
  • Digitization workflow log