This document provides guidance on digitizing archival materials for research purposes. It discusses camera settings and file formats for optimal digitization. Tips are provided on lighting, tripods, file management, and metadata. Resources are shared for digitization tools, Photoshop tutorials, OCR software, and ensuring long-term access to digital files. The goal is to help researchers capture high-quality digital surrogates of archival materials.

1. Please also visit the U of I Library Digital Historian Series:
Using Digital Tools for Archival Research
Digital Historian Series: Using Digital
Tools for Archival Research
http://uiuc.libguides.com/techives

2. Objectives
• Learn about tools you may need while imaging for research
• Camera tips and features to be aware of while imaging for research
• Ways to capture better images in an uncontrolled environment
• Standards in file format, size, quality and best practices for file
management
• Demonstrate imaging of a book with some useful tools
• Learn helpful resources to obtain knowledge of image manipulation
in Adobe Photoshop and places to obtain the tools demonstrated
• Optical character recognition
• Insuring long term access to your files
• Problems to avoid

3. In preparation for your visit
Investigate policies of the archive – make sure cameras are allowed and what
use policies and fees might be associated with publication and imaging of
their collection
Handling concerns – Does the archive require use of gloves?
Research the kinds of material you are going to image and work with – Are
they large? What tools will you need?
Will the archive do the imaging for you?
Bring your laptop with extra storage cards for your camera or hard drives.
You may max out the storage space on your camera and your computer’s
hard drive depending on what you are imaging.

4. Camera Options
Canon Digital Rebel XS
Camera SLR
More Expensive
$300.00 to $500.00
Canon Digital
Power Shot ELPH
100 HS
Less Expensive
$100.00 to $200.00

5. Simple Camera Features
• A camera with at least 4 to 10 megapixel sensor (the more information captured the better)
• Adjustable ISO or ASA settings measures sensitivity of the sensor that records the image in your
camera. You will find yourself in low light situations. Using a higher ISO will allow you to capture
clearer, sharper images without blur. It allows for faster shutter speeds
• Camera capable of flash being turned off. Most archives don't allow flash (disruptions to other
patrons)
• Large storage card capability (4 to 8gb)
• Ability to select image quality and file size
• Varied exposure settings (manual, portrait, landscape)
• Larger LCD screen to allow for easier review of photos.
• A camera with a zoom lens (Canon Power Shot comes with one, Canon Rebel Kit comes with 18 to
55 mm lens) Important for details in maps and texts but still allow to image the whole item.
• Automatic White Balance (AWB) is important so your images don’t have a color cast.

6. Flash symbol will
appear near button
on most cameras
or will be in the
menu
Automatic white balance
appears in menus of most
cameras. There are also
settings for fluorescent light
if you find yourself in that
setting.

7. Camera Settings
Settings to learn how to use via your camera manual
• ISO - range from 100 to 1600 on some cameras - 400 for
decent light – 800 for low light
• Shutter Speed - controls the speed at which the shutter opens
and closes and how fast the camera takes the photograph
• Aperture - controls the amount of light getting to the sensor,
which reads the intensity of light
• Using the Auto setting on your camera is a good idea if you
are not familiar, just make sure you turn the flash off.

8. Automatic setting on Power
Shot
Automatic setting on Canon
SLR

9. • File formats in less expensive cameras will be JPEG; for more expensive
cameras you can save in Raw and JPEG.
• JPEG will work for most materials but pixel array and quality level are
very important and determines the size of your images.
• Raw is useful for files you will want a lot of detail in. They can later be
converted to tiff files in Photoshop, however depending on software on
your computer, the files may not be readable SO BEWARE.
• Conversion of Raw file format requires conversion to JPEG or tiff -
convertors are available for both Mac and PC via Adobe Camera Raw
and DNG Converter and is free.
http://www.adobe.com/support/downloads/detail.jsp?ftpID=4034
File Format

10. Pixel Array and Color Settings
• JPEG quality is determined by:
• Quality level – S (small), M (medium), L (large)
• Pixel Array varies in cameras - L - 3888 x 2592
• For letters, type script, bound correspondence and documents
at least 2000 pixels across long dimension allowing for
readibility and optimal OCR text recognition (hand written and
some type script cannot be OCR’d)
• Maps, blue prints and photographs - at least 4000 pixels across
long dimension or the maximum possible. Take detail
photographs for anything that is important.
• Color settings in cameras will vary but if you think you will need
color later it is best to use RGB color setting in your camera and
convert to grey scale later.

11. Quality is generally set in the menu of the
camera. This is where you can set the size of
the jpeg or set your SLR to record RAW
images
Pixel array relates to the size and quality setting
which determines the actual pixel dimension of
your files.
Color space will appear as RBG or sRGB.
Adobe RGB is best for long term
preservation of your files.

12. Folders, file number, image management within camera
•Most cameras have a file management system
built in. Know how to reset the number count in
your camera.
•Using different folders
within your camera and on
your storage card will save
time later and help you
know where files are
located so copying to your
computer is simple.
•Make sure you know how to properly erase
images from your flash card.
*Betsy will talk about file management with
more depth later.

13. * http://www.bhphotovideo.com/
Resource for Photo Supplies

14. Tripods and Copy stands
http://www.bhphotovideo.com/c/product/755424-
REG/Manfrotto_MKC3_H01_Compact_Photo_Movie_Kit_with.ht
ml

15. Tips for Using Tripods and Copy Stands
The archive may have a copy stand for public use. Most cameras have universal mounts on the bottom
You can also use your tripod as a copy stand.
http://www.subchaser.org/photographing-documents
http://www.bhphotovideo.com/c/product/755424-REG/Manfrotto_MKC3_H01_Compact_Photo_Movie_Kit_with.html
http://www.subchaser.org/photographing-documents

16. http://www.squidsicle.com/?p=22
The Monkey Arm
Supports and Stabilization

17. Useful Tools
http://www.bhphotovideo.com/c/product/758891-REG/Bower_RCMUNI_RCMUNI_Remote_Shutter_Release.html
•Using a remote shutter release
cable provides a buffer reducing
camera shake-insuring sharp images
in a poorly lit room.
•One can also use the self-timer
within your camera usually signified
by the symbol shown

18. http://www.gaylord.com/adblock.asp?abid=13647&search_by=desc&search_for=weights&mpc=WW
•Weights and snakes aid
in keeping books open
and ones hands free to
operate the camera.
•Check with the archives
you are visiting – they
may provide snakes or
weights for you, however
they may also have
policies against their use.
Useful Tools

19. Lighting Concern and Issues
• Flatter images result in better
readability and better OCR
result (NOTE: handwritten text
cannot be OCR’d, other texts
may not result in optimal
OCR)
• Uneven light can cause loss
of data in your photographs.
• Flash is often banned and
available light is your only
resource.
• Bouncing light with a simple
white board onto a dimly lit
page improves image
exposure.

20. Flatbed scanner and issues
•Flatbed scanners may be available
for use.
Using the scanner to capture
images
•Scan at 400 DPI (dots per inch) in 16
bit color (24-bit may only be available)
in software - professional settings are
available in most scan software -this
can be changed if the default is lower.
•If the color in your material is not
important, scanning at 400 DPI, grey
scale is faster.
•Be aware of page curvature and
digital clipping where the
highlight actually drops data and
readability of the image.
•Folds in paper and curves in
documents or sheets of paper
also results in loss data

21. Requesting Material for
Digitization
• Check before you visit to find out if
material can be scanned for you via
Patron Request. This could save you
valuable time and resources.
• When placing a Patron Request inquire
about turn around time and costs.
• Know your parameters and how the
intent for use in your work. If publication
is possible, make sure they are not
compressed into small JPEGS. Tiff is
better for publication. You CANNOT take
a small JPEG and convert it to a larger
tiff. Loss of data will occur.

22. Parameters to remember when placing a
Patron Request
.
For grey scale requests (good for black and white photographs or text/handwriting; only when
color is not needed later)
• Tiff or JPEG Image Format
• 8-bit grey scale
• At least 400 DPI
• At least 2000 pixels on long edge (text can be at least 2000 pixels)
For color requests (Adobe RGB or sRGB) (for maps, color photographs, when color is important
to the content of your material)
• Tiff or JPEG Image Format
• 16-Bit Color
• At least 400 DPI
• At least 4000 pixels on long edge especially for maps (text can be at least 2000 pixels)
These parameters could save you time and money as resizing and rescanning the image may cost you if
you have to request images again.
Awareness of publication standards is helpful. Some publisher require specific standards. If something
may later be published higher quality is better.

23. Adobe Photoshop Resources and
Tutorials
Adobe Photoshop Tutorial
http://tv.adobe.com/show/learn-photoshop-com/
http://tv.adobe.com/channel/photography/photo-management/
Converting raw files to tiff files via Image Processor
http://livedocs.adobe.com/en_US/Photoshop/10.0/help.html?content=WSfd1234e1c4b69f30ea53e41001031ab6
7426.html
Converting color Files to grey scale
http://help.adobe.com/en_US/photoshop/cs/using/WS1B7B60D9-C2BF-4706-862C-B539CB8A5C3Ca.html
For Creating Actions
http://www.adobe.com/designcenter/tutorials/actionitem/
For more instruction on Adobe Photoshop and image manipulation. Please feel free to utilize the
knowledgeable staff in the Scholarly Commons.

24. Helpful workflow tips
* It is helpful to record bibliographic information about the
material you are photographing on a note card, post-it note, or
box label, folder label, or archival retrieval slip and include this
in the first image for a set of digital files.
* This image will also help you later when you are downloading
your images from camera to computer; if the first image stands
out from the rest, you’ll be able to readily identify where a
group of related files starts and ends.

25. Helpful workflow tips
* Have multiple flash cards available so that you can continue
shooting while downloading images from the other disk.
* Have multiple rechargeable batteries for your camera so that
you can continue shooting if one of them runs out of juice.
* Download your images daily; if you don’t keep up with this task
you can really lose track of things.
* Always maintain a backup copy of your images on another
computer or external hard drive. You might also consider one of
the inexpensive cloud storage options now available, such as
that from Amazon.com or Mozy.com.

26. Organizing your image data
Know how your camera names digital images as they are taken.
1. Usually an image number, with a prefix that's always the same.
Canon usually uses "IMG_" as a prefix.
2. Some cameras allow you to set your own prefix.
3. Many cameras allow you to change from continuous numbering, or
numbers that start over when you reformat your camera.
4. Think carefully about how you will structure your digital files once you
transfer them to your computer. If you end up with thousands of
images, a good file structure will help you in searching and retrieving
files later.

27. A Good File Structure

28. Programs for managing your digital images
You have several options for fast, stable, user friendly image
browsers, converters, and editors. Many include an array of
features that include image viewing, management, comparison,
cropping, etc. Examples include:
* Viewer that comes with your camera
* Google’s Picasa
* FastStone Image Viewer
* iPhoto
* Flickr

29. Metadata
Source Title: _________________________________________________________________
Section Title: _________________________________________________________________
Creator: _____________________________________________________________________
Description: __________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
Publisher Info: ________________________________________________________________
Date of Item Creation: __________________________________________________________
Kind of Resource: _____________________________________________________________
Rights: ______________________________________________________________________
File Name: ___________________________________________________________________
Date Your Image Taken: ________________________________________________________
Place Image Taken: ____________________________________________________________
Notes:_______________________________________________________________________________
___________________________________________________________________________________
___________________________________________________________________________________
___________________________________________________________________________________
__________________________________________________

30. File format conversion suggestions
Save / convert image files to appropriate format for ease of
use:
*For instance, if you are photographing photos or maps you
might want to leave them in an image format, like a high
resolution JPEG or a TIFF
*If you are photographing letters, annual reports, or other
types of multi-page documents, you might want to create a
multi-page PDF file.

31. *There are several options for PDF creation and viewing,
such as Adobe Acrobat, PDF Create, PDF Creator,
Preview (Mac) and others.
*Acrobat Professional or Standard, are available on many
UIUC library machines. Both Adobe Professional and
Standard are also available for purchase at the UIUC
webstore or trial download from the Adobe website.
*Adobe offers a subscription service for about $8/month
where you can create PDFs online.
(https://www.acrobat.com/createpdf/en/home.html?tr
ackingid=ITYYO)

32. OCR options
Optical character recognition is the electronic translation of scanned
images of typewritten or printed text into machine-encoded text. OCR
makes it possible to edit the text or to search for a word or phrase within
the text. When done in combination with PDF creation, it results in a
searchable PDF.
* Factors affecting accuracy of OCR
* Textual factors (low-contrast, typescript vs. printed, tiny or unusual
fonts, handwritten materials, etc.)
* Scanning factors (image resolution, blur, brightness, etc.)
* Software options include Adobe Acrobat, ABBYYFineReader,
tesseract-ocr (from Google) and other OCR programs. Acrobat
and ABBYYFineReader are available on workstations in the
Library’s Scholarly Commons on the 3rd floor.

33. Transcription Tools, e.g, “Transcript 2.3” (a freebie)

34. Insuring access to your files
Take a long view—insure that your files are accessible in the future
* Personal Archiving: Preserving Your Digital Memories (from LOC)
* http://www.digitalpreservation.gov/you/
* DIY Personal Archiving in Academic and Other Environments
* http://www.theconferencecircuit.com/2011/03/04/personal-
archiving-in-academic-and-other-environments/

35. *