The cost per item is based on staff salaries and daily productivity.  As salaries go up, so does the cost per item.  Currently, our cost per item is on average $25 - $35.  This includes the preparation, research, cataloging, and scanning of the item.  This figure does not include the cost of selecting photographs and making curatorial decisions, equipment purchases and upgrades, or administrative and supervision costs.

2. How many pictures do you process per day?

Processing photographs involves four phases: preparation, research, cataloging and scanning.  Each phase processes photographs at a different rate. On average, one FTE (full-time equivalent) can process:

Preparation of photographs – 100 per day
Research and creation of MARC record – 20 per day
Cataloging – 40 per day
Scanning – 55 grayscale images or 40 color images per day

3. How does the Denver Public Library decide which images to digitize and catalog?

The Denver Public Library weighs the following criteria when deciding which images to scan and catalog:

4. What happens to original photographs after they are digitized?

As part of the digitizing and catalog project, all original items are placed in archival sleeves and storage boxes.  After all processing has been completed, the original photographs are kept in closed storage for their protection and preservation.

5. How do you prepare photographs for digitizing and cataloging?
(Links go to detailed explanations.)

To prepare a collection for cataloging and digitizing, all photographic materials related to the collection are brought together and reviewed. Original and copy negatives and prints of a given photograph that are cross-filed under different subject headings are retrieved.

One of the biggest challenges in preparing photographs for digitization and cataloging is locating duplicate photographs. If duplicate photographs are not found, there is a possibility that the same photograph will be digitized and cataloged more than one time.  Bringing all versions of a photograph together to be digitized and cataloged once is cost effective, results in a more accurate and comprehensive catalog record, and eliminates duplication in the database. Here are some examples of multiple images.

When all versions of a photograph are brought together, staff must decide if the photographs are exactly the same (and will receive one call number, scan and catalog record) or slightly different (and will receive multiple call numbers, scans and catalog records). Often, difficult decisions must be made regarding slightly different photographs.  For example, if we have an original negative and a cropped print, should both versions be processed? Or, if we have multiple hand-colored prints, should we process all versions?

Here are some examples of duplicate and near duplicate images.

All items are placed in archival sleeves.  A barcode label unique to the image is attached to the sleeve of each negative or print. The barcode numbering scheme used by the Denver Public Library incorporates the photograph’s call number and the digital image file name that will be assigned to the image.

During the processing phase, all materials for a given image are gathered together and placed in archival boxes. Glass negatives and fragile items are placed in custom-designed wooden storage boxes for safe transport. Each box is given a label for easy identification. The label is also used as a checklist to verify that each processing phase has been completed.

A temporary inventory sheet is created for each box.  This inventory allows staff to make sure that all photographs are present during each phase of the process.

6. How do you describe and catalog your photographs?

The ability of the public to search the records successfully is directly related to the quality of our catalog records.  The creation of quality catalog records describing the historical photographs requires the intensive effort of a talented staff. The cataloging of images is broken into 2 phases: research and MARC record creation (conducted by Catalog Assistants) and editing and application of controlled vocabulary subject headings (conducted by Catalog Librarians.) Here are some details of our cataloging process.

7. What scanning equipment do you use?

The equipment and software used in the project is continuously changing.  Since the project started in 1994, we have upgraded and replaced many items.  Other institutions interested in setting up a digitizing lab must evaluate the needs of the materials to be digitized, how much material will be processed in the lab, and the project budget.  The process of organizing the Photodigitization Project is described on our NEH Grant Report. Another good place to start is the “Guidelines and Standards” section of the Colorado Digitization project website.

A description of the equipment and software used by the Denver Public Library’s Digitization staff is here.

8. What kind of Digital Camera do you use?

A complete description of our digital camera is here.

 

Questions about the collection Questions about ordering copies and using materials