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Selection, Scanning and Submittal of Government Documents

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Material Information

Title:
Selection, Scanning and Submittal of Government Documents
Physical Description:
Presentation slides
Language:
English
Creator:
McAuliffe, Carol
Dinsmore, Chelsea
Publisher:
George A. Smathers Libraries, University of Florida
Place of Publication:
Gainesville, FL
Publication Date:

Subjects

Subjects / Keywords:
Competencies
Digitization
Documentation
Genre:
Spatial Coverage:

Notes

Abstract:
The purpose of this pilot project is to 1) investigate the applicability of the distributed scanning model developed for the Digital Library of the Caribbean (dLOC) for use among the depository libraries of Florida and 2) determine the effectiveness of providing training in digitization using Adobe Connect. Rather than traveling to the 41 libraries around the state, the team developed an online training program on digitizing documents and using Sobek to upload them to the University of Florida Digital Collection (UFDC). This program will be delivered live to three test libraries, and recorded for reference purposes and future use if evaluations are positive. Participating libraries will be asked to use the training to scan a set number of pieces from their government documents collection, and use the self-submittal tool to deliver them to UFDC. Scanners, webcams, and headphone sets will be provided to the test libraries to allow for uniform training conditions and optimum communication. Funded by the University of Florida Libraries 2012-2013 Minigrant "AN EDUCATION IN DISTANCE TRAINING: A PILOT PROJECT FOR DEVELOPING A DISTRIBUTED SCANNING MODEL FOR GOVERNMENT DOCUMENTS IN FLORIDA BASED ON THE DLOC MODEL".

Record Information

Source Institution:
University of Florida
Holding Location:
University of Florida
Rights Management:
Applicable rights reserved.
System ID:
AA00018019:00001

MISSING IMAGE

Material Information

Title:
Selection, Scanning and Submittal of Government Documents
Physical Description:
Presentation slides
Language:
English
Creator:
McAuliffe, Carol
Dinsmore, Chelsea
Publisher:
George A. Smathers Libraries, University of Florida
Place of Publication:
Gainesville, FL
Publication Date:

Subjects

Subjects / Keywords:
Competencies
Digitization
Documentation
Genre:
Spatial Coverage:

Notes

Abstract:
The purpose of this pilot project is to 1) investigate the applicability of the distributed scanning model developed for the Digital Library of the Caribbean (dLOC) for use among the depository libraries of Florida and 2) determine the effectiveness of providing training in digitization using Adobe Connect. Rather than traveling to the 41 libraries around the state, the team developed an online training program on digitizing documents and using Sobek to upload them to the University of Florida Digital Collection (UFDC). This program will be delivered live to three test libraries, and recorded for reference purposes and future use if evaluations are positive. Participating libraries will be asked to use the training to scan a set number of pieces from their government documents collection, and use the self-submittal tool to deliver them to UFDC. Scanners, webcams, and headphone sets will be provided to the test libraries to allow for uniform training conditions and optimum communication. Funded by the University of Florida Libraries 2012-2013 Minigrant "AN EDUCATION IN DISTANCE TRAINING: A PILOT PROJECT FOR DEVELOPING A DISTRIBUTED SCANNING MODEL FOR GOVERNMENT DOCUMENTS IN FLORIDA BASED ON THE DLOC MODEL".

Record Information

Source Institution:
University of Florida
Holding Location:
University of Florida
Rights Management:
Applicable rights reserved.
System ID:
AA00018019:00001


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UNIVERSITY OF FLORIDA DIGITAL COLLECTIONS PART I Selection, Scanning and Submittal of Government Documents

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Authors Chelsea Dinsmore (352) 273 0369 chelseaz@ufl.edu Carol McAuliffe (352) 273 2825 carolmc@uflib.ufl.edu

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Objectives Select appropriate government documents for this project Scan and format documents correctly for upload to UFDC Set up your account with UFDC

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Selection: Theme Hurricanes in Florida and related topics Emergency management Water Quality Impact on Wildlife Disaster Planning Building Codes Etc.

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Selecting Documents: Basic requirements Federal publication Cataloged (OCLC #)

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Selecting Documents: Optimal Items Small or pamphlet type items Not tightly bound SuDoc number Consistent content text goes in same direction font is of consistent size

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Equipment PC using Windows XP or higher Epson flatbed scanner Adobe Photoshop Elements (But not really) Scanning: Getting Started

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Scanning: Folder Set Up Folder Structure Main Scanning folder Item #1 folder Item #2 folder Item #3 folder

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Scanning: Folder Set Up File name structure Main scanning folder Item#1 folder 0001001 0001002 0001003 file names

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Scanning: Scanner Settings UFDC Requirement for Digital Master Files 8 bit Grayscale or 24 bit RGB Color (depending on whether original has significant color) 300 dpi for standard text or 600 dpi for stand alone images (photographs, maps) Save archival files as uncompressed TIFFs

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Scanning: Steps Create folder structure Select the first document for scanning Answer these questions: Color or black & white? Largely image based or text based? Is font regular size or very small? Is it even or broken C o l o r BW 10 point font 8 point font 6 point font

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Scanning: Scanner Settings 8 bit Grayscale or 24 bit RGB Color (depending on whether original has significant color) 300 dpi for standard text or 600 dpi for stand alone images (photographs, maps)

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Scanning: Scanner Settings

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Scanning: Scanner Settings Cont.

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Scanning: Scanner Settings Cont. This will help straighten scanned images that are not placed exactly straight on the scanner bed.

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Scanning: Scanner Settings Cont. You can set these settings and then save them on this menu.

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Pick an item Set up the folder structure Decide on scanner settings based on color and font size Place the front page of the item on the scanner Click on Preview Insert picture of item on scanner HERE

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Scanning The image that appears allows you to see that you image is basically straight and legible. The cursor will become a crosshair which you use to block the area you want to scan. Select the correct area and click the Scan button.

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Scanning: An Example

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Scanning: An Example

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Scanning A File Save box will pop up.

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Image Correction The Epson software does a good job with straightening and color levels. Double check color levels by selecting the histogram button during the preview process

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Image Correction: Editing Histograms With your cursor drag the left and right arrows to the edges of the graph space Original Levels Edited Levels

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Image Correction: Color Levels Unmodified Color Levels Modified Color Levels

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When Good Scans Go Bad Pages get out of order/skipped page(s) Forgot to check settings Forgot to do histogram

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Scanning: Wrap Up Pick your title Set up the folder structure Decide on scanner settings based on color and font size Place the item on the scanner Click on Preview Define edges of image to be scanned Edit color settings using the histogram button Scan Select Save settings Rinse and repeat

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Setting up UFDC Account Go to http://ufdc.ufl.edu/ Select myUFDC Home Select Register Now

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Setting up UFDC Account Choose a username and password that you can remember Provide your name and affiliation Select the box to allow you to submit materials online

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Homework Before the next Webinar on September 11, 2013. Select 10 documents you would like to scan Scan the documents and correct the images in the manner shown in this webinar. By August 30 Register for UFDC at http://ufdc.ufl.edu/ Select MyUFDC Home in the upper right hand corner Select the 3 rd Fill out the registration form

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Thank You Any Questions? Chelsea Dinsmore (352) 273 0369 chelseaz@ufl.edu Carol McAuliffe (352) 273 2825 carolmc@uflib.ufl.edu http://guides.uflib.ufl.edu/FLscanning