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Record digitization is one of the best ways to get information to the public. It allows great numbers of people to access records, not just the usual patrons who come to a physical library or archive to view paper or microfilm records. Instead of this small patron base, these records can theoretically be accessed by anyone with an Internet connection. Digitized records are also far more searchable than physical records. Users can use metadata to narrow down searches and can even search within the text itself as long as the right software is used during the digitization process. One of the other main purposes of digitization is to reduce wear and tear on the original records. Fewer people are accessing the hard copies, so they don’t get damaged as quickly. That means, however, that you want to be extra careful during the actual digitization process so that you don’t damage your records at this time. This is especially important when dealing with bound books. These can’t just be turned upside down on a flatbed scanner, or the spines will break. Some books can be unbound, scanned, and rebound, but this does not always work depending on the binding and the delicacy of the materials. If that is the case, many people favor book cradles as a way to copy records. In this method, the book is held open in a V-shaped cradle, and then it is lit and photographed from overhead. When a library is ready to start this digitization process, it’s time to start some basic document and microfilm analysis. Document and microfilm analysis can help a library find out exactly what it has and what condition it’s in. The library must assess the condition of each item before getting started. The archivists should look for wrinkled pages that need to be flattened or damaged items that need to be repaired. That way they can be scanned in their restored condition rather than being belatedly touched up online as well as in physical format. Libraries should keep in mind that only trained archivists should handle old documents. There is a lot to know, such as the proper amount of pressure to put on the books when opening them and how to otherwise handle them. Archivists also learn how to keep the book’s environment properly clean, though there are a few basic tips that everyone involved in this process should know.. Obviously, the room must be as sparse and as free of dust and dirt as possible. Anyone handling the documents should wash their hands and wear gloves. They should only use pencils near the artifacts, not markers, pens, or anything else. They should keep all food and drink out of the work area. When they are finished with their work, they should close all items and replace them in their containers. Once document and microfilm analysis is completed and personnel are trained or hired, then it’s time for the actual digitization process. Some libraries choose to do this on the premises, while others mail out their materials to a digitization service. Many libraries prefer the latter, especially if they don’t have anyone on staff with any digitization or preservation experience, or if they do not want to invest in all the equipment and software necessary for the project. When this is done, the library can move its records to a cheaper storage facility, though of course it must still maintain archival conditions in the storage environment, paying attention to the moisture content in the air and to the temperature of the room. It should also periodically check on these archives to make sure no negative elements have crept in, like insects or mold.
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