You Ask We Scan

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This is a copy of the presentation given by Ellen Fleurbaay and Marc Holtman of the Amsterdam City Archives at the the MARAC Plenary Session in Jersey City on Friday October 30, 2009.

Transcript of You Ask We Scan

  • 1. You ask, we scan MARAC Conference October 30 2009 The Amsterdam City Archivesand the Archiefbank

2. This morning

  • Ellen: Amsterdam City Archives
    • a new Service Concept
  • Marc: large scale scanning
    • on request, by order and subsidised projects
    • economic principles and workflow
  • Ellen: Mission accomplished
    • government and customers satisfied

MARAC Conference October 30 2009 MARAC Conference October 30 2009 3. Growing FAST

  • 5.000 different archives
  • 15 repositories with 20 miles of shelf-length
  • 91.000 prints, maps and drawings
  • 824.000 photos
  • 372.000 reference books
  • 16.000 video- and audio tapes

MARAC Conference October 30 2009 City Archives 1848 - 2009 4. Growing FAST

  • 5.000 different archives
  • 15 repositories with 20 miles of shelf-length
  • 91.000 prints, maps and drawings
  • 824.000 fotos
  • 372.000 referencebooks
  • 16.000 video- and audiotapes

MARAC Conference October 30 2009 City Archives 1848 - 2009 5. BUT less visitors each year MARAC Conference October 30 2009 17.958 2006 25.014 2002 26.598 1998 27.738 1992 29.788 1988 24.027 1982 Reading rooms Year Visitors 6. Archives are dusty MARAC Conference October 30 2009 7. MORE webvisitorsAnd MARAC Conference October 30 2009 512.592 17.958 2006 224.050 25.014 2002 40.048 26.598 1998 27.738 1992 29.788 1988 24.027 1982 Website Reading rooms Year Visitors 8. New

  • 1. We want visitors to come to the archives
    • to experience the look and feel of authentic archival documents
    • to teach them the pleasure of doing their your own historical research
  • 2. Everybody should be able to use all archival collections at home 24/7

Service Concept MARAC Conference October 30 2009 9. How

  • To experience look and feel of an archive
    • be where the visitors are: in the city centre

to attract visitors? MARAC Conference October 30 2009 10. How

  • To experience look and feel of an archive
    • be where the visitors are: in the city centre

to attract visitors? MARAC Conference October 30 2009 11. How

  • To experience look and feel of an archive
    • be where the visitors are: in the city centre

to attract visitors? MARAC Conference October 30 2009 12. How

  • To experience look and feel of an archive
    • be where the visitors are: in the city centre
    • new corporate identity, new name, new logo

to attract visitors? MARAC Conference October 30 2009 13. How

  • To experience look and feel of an archive
    • be where the visitors are: in the city centre
    • new corporate identity, new name, new logo: City Archives
    • new products: museumnight, historical building, weekend open on Saturday and Sunday

to attract visitors? MARAC Conference October 30 2009 14. How

  • To experience pleasure of research
    • New readingroom formula: use the internet, use reference library, no silence please,dodiscuss with your fellow researchers

to attract visitors? MARAC Conference October 30 2009 15. How

  • To experience pleasure of research
    • New readingroom formula: use reference library, use the internet and no silence please

to attract visitors? MARAC Conference October 30 2009 16. How

  • To experience pleasure of research
    • New readingroom formula: use reference library, use the internet and no silence please
    • staff is walking around and offers free assistance

to attract visitors? MARAC Conference October 30 2009 17. How

  • To experience pleasure of research
    • New readingroom formula: use reference library, use the internet and no silence please
    • staff is walking around and offers free assistance
    • Staff is trained in educational and social skills

to attract visitors? MARAC Conference October 30 2009 18. How

  • All documents online?
    • do not think about the 20 miles in your repository, think about the few thousand documents your customers use per week
  • Realistic and economic principles
    • estimate costs of complete proces, not just costs of scanproduction
    • Dutch legislation: consult original is free, reproduction is paid for, so scans are to be paid for

to create an internet reading room? MARAC Conference October 30 2009 19. MARAC Conference October 30 2009 20. You ask Scanning on customers request, economic principles, technical issuesand work process We Scan MARAC Conference October 30 2009 21. You ask We Scan MARAC Conference October 30 2009 We Store We Do Scanning on customers request, economic principles Image quality and workflow principles Compression and filesize Workflow, tools and practical issues 22. Q. How long does it take to scan it all? MARAC Conference October 30 2009 1 feet = 2.000 scans Production = 10.000 scans a week A. 406 years Willthisbe our ultimate solution? Q. How many scans can be made from 20 miles of archives? A.739.200.001 scans 23. The user doesnt commit to anything by placing a request, but neither does the archive You ask We let our users set priorities in digitizationIn principle all requests are honored, unless We speak of arequestfor digitization and not of anorder MARAC Conference October 30 2009 1.Scanning at customers request It can not be digitized for material reasons Copyright material Disclosure restrictions apply All archive files can be requested for digitization via the online the finding aids 24. Costs for purchasing scans are equal for all users (the more you buy, the cheaper it gets) Scans available are integrated in the online finding aids All scans made are available for all users The requester is not obliged to buy all scansMARAC Conference October 30 2009 You ask 1.Scanning at customers request 25. Customers think a low price is important This means that costs for producing and storing scans have to be as low as possible Archival research easily runs into the use of dozens to hundreds of documents You ask The price of an ordinary copy in our reading room should be the benchmark MARAC Conference October 30 2009 2.Low costs 100 scans should not cost $ 100 The costs when purchasing scans online should be competitive with travel costs when visiting our reading room 26. This asks for a streamlined, efficiently organized work process You ask Digitization takes time, but research should not have to be planned weeks ahead Delivery time in a scanning on request service should be as short as possible MARAC Conference October 30 2009 3.Fast delivery Aim is a delivery time of 2 3 weeks 27. An efficiently organized work process Low incidental and structural costs You ask MARAC Conference October 30 2009 Conclusion If we can make sure thatAll finding aids can be selected for digitization by users The scans are delivered in short time For low costs it can be stated that we have no backlog in digitizing and the objective that the customer is able to consult digitized item has been achieved We need: 28. Besides scanning on request projects are based on: In this presentation the focus is on large scale digitization at customers request We scan However, scanning on request is only a part of all digitization that takes place in the archives MARAC Conference October 30 2009 Digitization at the Amsterdam City Archives in general Grant money (often on specific topics, like WWII) Selections of photographs, drawings etc for the Imagebank (Beeldbank) Cooperation with Amsterdam district councils and services 29. Goals of digitization projects vary from access to substitution of the originals In every project quality standard and method are set, depending on purpose and type of material For all projects we haveoneworkflow We always work on project basis We scan MARAC Conference October 30 2009 Digitization at the Amsterdam City Archives in general 30. Experience shows that a constant production of 10.000 scans (at cutomers request) eachweek is achievable This way tasks can be planned best and deployment of staff is most efficient We scan 1. At large scale the more scans being made, the lower the price per scan Large scale production is a prerequisite in order to keep production costs as low as possible MARAC Conference October 30 2009 2. With a constant production Large scale production can only be organized effectively when constant production is assumed 31. Documents that are being digitized in this reproduction process can have the following forms We scan MARAC Conference October 30 2009 Small and large size Bound and loose-leafed entities Card indexes Old and modern material Low and high contrast documents Text alone, text and image together Hybrid forms 3. A broad spectrum of document types 32. Costs for producing and storing scans are determined to a high extent by the qu