Many institutions reach a point where they decide it's time to digitize a collection. The challenge is that "digitization" can mean very different things to different people. For some, it means scanning a few photographs to share on social media. For others, it means creating high-quality digital surrogates, building online access systems, or undertaking a large-scale project involving thousands of items. Digitizing collections for broader access is one of the most common goals we hear from libraries, archives, museums, and historical societies. Whether the objective is increasing access, supporting research, sharing collections online, or reducing handling of fragile materials, digitization can be a valuable tool for connecting collections with new audiences.
At the same time, successful digitization projects often involve more planning than many organizations initially expect. Before investing time, money, and staff resources into a project, it is worth taking a step back to consider a few key questions that can help set the stage for success.
Start with the "Why"
When institutions begin discussing digitization, the conversation often focuses on equipment, software, or scanning workflows. While those decisions are important, they are easier to make when there is a clear understanding of why the project is being undertaken in the first place.
Are you hoping to improve access to frequently requested materials? Support an upcoming exhibit or anniversary? Reduce handling of fragile collections? Reach new audiences online? Different goals may lead to different approaches, priorities, and outcomes. Establishing a clear purpose from the outset can help guide decision-making throughout the project.
Not Everything Needs to Be Digitized
Many institutions hold far more material than they could realistically digitize with available staff, time, and resources. Rather than viewing digitization as an all-or-nothing endeavor, it can be helpful to think about which collections would benefit most from being digitized.
Materials that are frequently requested by researchers, heavily used for programming, particularly significant to an institution's mission, or vulnerable to damage from repeated handling are often strong candidates for digitization. Starting with a focused project can provide valuable experience while creating meaningful access to collections.
Access Requires More Than Images
Creating digital images is only one part of a digitization project. Users need a way to find, understand, and use the digitized materials. Basic descriptive information, such as titles, dates, creators, subjects, or collection context, helps users discover and understand digitized materials. Planning for description and access from the outset can help ensure that digital collections remain useful over time and can reduce the need for extensive cleanup work later on.
Digitization and Preservation Work Together
One common misconception is that digitization replaces the need to care for original materials. In reality, digitization and preservation are complementary activities. Digital surrogates can reduce handling and expand access, but original collections still require appropriate storage, environmental conditions, and ongoing stewardship. Digital files also require storage space, backup systems, and sustainable management practices to ensure they remain accessible over time. Successful projects recognize that both physical and digital collections require long-term care, planning, and resources.
Consider Rights and Permissions
Before digitizing materials for online access, consider whether there are copyright, privacy, or other restrictions that may affect how digital copies can be shared. Not all materials that can be digitized can necessarily be made publicly available online. Identifying potential restrictions early in the planning process can help inform access decisions and prevent surprises later in the project.
Handling Matters
Digitization often requires collections materials to be moved, opened, unfolded, supported, or otherwise handled in ways they may not experience during normal storage.
Photographs, bound volumes, oversized documents, brittle papers, and other vulnerable materials may require special handling considerations during digitization. Taking the time to prepare materials properly and use appropriate handling techniques helps protect collections while also contributing to more consistent and successful imaging results.
Looking Ahead
Digitization can be a powerful way to increase access, support preservation goals, and share collections with broader audiences. Taking time to define goals, establish priorities, and consider both preservation and access needs before beginning a project can help institutions make the most of their efforts.
Learn More
Interested in learning more about planning digitization projects and safely handling collections materials during digitization?
Join DHPSNY for Practical Digitization: Planning, Handling, Imaging, a hands-on workshop led by Kaitlyn Pettengill, Digital Archives Specialist at the Conservation Center for Art & Historic Artifacts. Participants will explore approaches to project planning, practice safe handling techniques for a variety of collection materials, and discuss strategies for supporting both preservation and access goals through digitization.
View upcoming workshop dates and registration information on the DHPSNY website.
Do you have a preservation topic, question, or creative solution you would like us to cover in this series? Reach us by email at info@DHPSNY.org, or connect with us on the DHPSNY Facebook page or DHPSNY Community Facebook Group.