Mission & Goals Index
In November 1999, The University of Southern Mississippi Libraries established a Special Collections Digital Lab in McCain Library & Archives. This Lab serves the teaching and research mission of the University of Southern Mississippi, aids in the preservation of research materials, and promotes service to the public by providing digital access to the resources of the Special Collections housed in McCain Library and Archives and serving as a resource center for information about digitization issues. The Lab responds to direct user requests for Special Collections materials, provides digital surrogates of existing collections, and creates digital exhibitions.

The long-range goal of the Special Collections Digital Lab is to create research quality digital collections of texts, images, and audio materials and make these collections available to scholars throughout the world. These digital collections will eventually represent the entire range of Special Collections materials: historical manuscripts and photographs, children's literature, Mississippiana, rare books, oral histories, and editorial cartoons.

Digital materials provided by the Lab are accessible to the faculty, students, and staff of the University of Southern Mississippi, as well as other users around the world. This wide accessibility necessitates that the Lab must be aware of the most current knowledge on issues of image quality, data storage, intellectual access, and rights management. As a result, the Lab maintains a Web site of Digitization Resources Online, as well as a physical collection of materials related to digitization issues.

More specifically, the goals of the Special Collections Digital Lab are:

Facilities & Equipment Index
Designed to serve all units of the Special Collections department, the lab itself is located in its own room on the first floor of the McCain Library and Archives. The lab 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. Large tables provide the flat surface areas necessary for processing, bookshelves offer storage space and house resource materials, and space is also available for traditional preservation functions. Eight workstations allow for simultaneous production workflows and are furnished with personal computers with excellent memory, storage, display, and photo-manipulation capabilities.

Current equipment and software 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 lab 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 Lab 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. These masters are captured in 8-bit gray scale or 24-bit color at 600 dpi. They are archived in uncompressed TIF file format, the industry standard. The access images, derived from the masters, are 8-bit gray scale or 24-bit color JPEG compressed images at 72-150 dpi. For more specific information on image capture standards, click here.

Quality Control Index
Quality control is carefully applied, not only in terms of image quality, but also in the descriptive data that accompany the digital files. Scans are reviewed periodically for accuracy, whenever practical against their originals. Metadata records are carefully proofread to catch errors and ensure that subject terms are assigned appropriately.

Descriptive Data Index
The Dublin Core metadata standard is used for digitization projects. 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. The metadata identifies each file's size, type, compression, and resolution. It includes user-searchable characteristics such as creator and subjects covered.

Database Management Index
The Special Collections Digital Lab employs the Hyperion Digital Media Archive product by Sirsi Corporation as the database software for file management, searching, and browsing. The database is Internet accessible to a worldwide audience.

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 will 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, the Digital Lab 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 Lab has a close relationship with the Special Collections conservation area, 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.

Staff Index
The Head of Special Collections, the Special Collections Librarian, the Digitization Librarian, and the Digitization Specialist form the core "Digitization Team" that meets regularly to discuss the progress of projects and to develop plans for the future. 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" held at Rice University, 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.

Revision date: September 26, 2003