Overview of the Project
In anticipation of the 75th anniversary of the Duke University Medical Center, School of Medicine, and School of Nursing,
Medical Center Archives initiated a project to digitize selected items from photograph and record collections which portrayed
Duke Medicine's formative years. This collection includes 427 photographic images and 166 images of printed materials documenting the academic, clinical, and research activities of Duke Medicine
from 1927 through 1950. Images are presented in the following categories: People & Groups; Buildings & Construction; Events & Recreation; Education; Technology & Research;
Clinical Care; and Publications. Of the printed materials, none have been transcribed as text.
The Foundations of Excellence digitization project involved physical processing, arrangement, description, creation of digital
version of images, and creation of a searchable web interface. This project is one that will benefit our patrons by increasing
their level of access to our materials, and one that will allow our staff to provide a higher level of efficient reference
assistance. Digitization of the selected older images from photograph and records collections will also help to preserve
original photographic images by reducing the wear and tear to which they are subjected during research use.
This project was funded in part by The Josiah Charles Trent Memorial Foundation, Inc. All materials appearing on this site are available at Duke University Medical Center Archives. Project staff consisted of Emily Glenn, Russell S. Koonts, Mira Waller, Jessica Roseberry, Megan VonIsenburg, Charlie Lackey, and Charles Rutt.
Project Steps
1. Selection
Materials included in this project were selected by Duke University Medical Center Archives staff. From November 2004 to February 2005, staff selected about 600 images and about 20 publications from over 15,000 images and many records, manuscript, and reference collections. Images and publications were chosen for inclusion in the project based on their informational value, projected research use, uniqueness, and representative of historical foundations.
2. Rehousing
Selected images were flagged for further review by project staff. Three processes occurred simultaneously: staff placed the image in protective enclosures, assigned unique identification numbers, and gathered preliminary descriptive information about images. Photograph and negative images were placed in appropriately sized archival polypropylene sleeves. Each sleeve was labeled with a laser printed acid-free label containing a unique identification number (a three-letter abbreviation for major subject area and a unique five-digit identifier).
3. Preliminary Description
Staff then used a tracking form to gather information about the photograph. The forms offered space to note the source of the image, title of original folder location, additional caption or text written on the image; date noted on the image; date estimated by processor if no date; format; and credit for creation. These forms accompanied images throughout the entire process of the project.
4. Tracking
After sleeving, labeling, and preliminary information gathering, staff made two photocopies of the paired image and tracking
form. One copy of each was placed in the image's original location. The second copy remained with the image control file
for reference during scanning and review, and for further research.
5. Review
Staff performing further review of images verified preliminary descriptive information on forms noted images with overlapping themes. Research on the origin and historical context of photographs continued throughout the life of the project.
Hence, image documentation became more extensive as stories and facts about early Duke Medicine people and places unfolded.
6. Digitization
Following preliminary description, the control number, a basic image title, and date were entered into a shipment tracking spreadsheet. The spreadsheet was used to control the flow of three shipments of 100 to 150 items during the digitization process. Off-site digitization was performed by the Duke University Photography Department according to agreed-upon terms and specifications. Images were scanned to these specifications: 600 dpi; 100% (1:1 ratio); 8-bit grayscale; uncompressed TIFF 6.0 format; save onto ISO-9660 compatible CD-R media. Digitized images were returned to project staff on CD ROMs. Each master digital image file was reviewed for clarity, orientation, brightness, contrast, tone, and balance. Images were then moved onto a local server.
7. Encoding
Using NoteTab Pro, project staff created XML documents which would function within NCEAD-compliant EAD 2002 finding aids.
Staff created files at the <c02> level in anticipation of harvesting the various documents into one larger file.
Each XML document was generated using forms which allowed the cataloger to enter terms using free-text or drop-down menus. A template form prompted the cataloger to select from a list of groups, date ranges, dimensions, format, source, and copyright. The cataloger then used items in the project clip library to populate free-text areas like descriptive information, subject access terms, and additional notes. The clip for controlled access terms used by each cataloger was populated with MeSH and local headings. Encoding analogs and source codes for each controlled access term was incorporated into the clip.
For categories of images with similar subjects, project staff took advantage of NoteTab Pro's clip functionalities and created clips for commonly used phrases, or for series of images with similar topics. Each image was described at the item level.
8. Database Format and Testing
XML document and image scans were linked throughout the project using the unique identification number for the name of both files. Fields in the XML documents was pulled together into a post-GRESQL database. The database was used to create an online image file test page for checking the accuracy and quality of encoding.
The test page, an interactive site, listed the unique identifier for each file. Selecting the unique identifier queried the database for digital images and XML documents records associated with file name. Project staff could review all fields online against the paper control file and make corrections in the file code (within NoteTab Pro) at this time. If satisfied with the files, staff chose to approve the test. For each XML file approved, a status and date stamp was generated in a style field. Approved records were removed from the temporary testing site. Disapproved records stayed on the test site until their attributes were altered via staff approval.
9. Presentation
A web page of low-resolution images used in the project was created for reference and preview of completed scans. These low-resolution scans were helpful for tracking the body of files created over the course of the project.
For final presentation, staff encoded Web pages using XML and created several style sheets to for the final version of the site. DUMC Archives uses Cocoon software to transform their XML into HTML.
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