Asian American Women Digitization Policy

The collection has many different formats of documents, including newspaper clippings, notes, newsletters, and photographs, to name a few. Whenever possible, the collection will be scanned in-house with available flatbed scanners. If scanners are not available at the repository, then a scanner will be brought in. All documents will be kept in uncompressed TIFF format for storage, then converted to be put onto the website.

A large majority of the collection will be typed documents, such as newsletters, bylaws, and official letters. For newsletters or other typed documents, they will be scanned in at 600 DPI in uncompressed TIFF format. They will then be converted into PDF format at 300 DPI to be read by the Adobe Professional Optical Character Recognition (OCR) program. The majority of the newsletters and typed letters are in black and white, therefore these documents will be scanned in black and white unless there is a stain or the yellowing pages affects the quality of the image. If there are any problems, then the images will be first scanned in grey scale, and if the quality is still lacking, the images will be scanned in color. Color newsletters will be scanned in color. The sample is a black and white newsletter scanned, then converted into a PDF at 300 DPI, with OCR.
AAWsample2b.pdf

The second largest type of documents will be photographs. Color photographs that are 4x6 or 5x8 in size, will be scanned in color at 1200DPI in uncompressed TIFF format for storage purposes. Black and white photographs that are 4x6 or 5x8 will be scanned in grayscale at 1200 DPI in uncompressed TIFF format for storage purposes. Images that are 8x10 will be scanned in at 600 DPI in uncompressed TIFF format, either in color or grey scale depending on the original color of the photograph. Any negatives will be scanned in at 3200 DPI in uncompressed TIFF format. On the website, all photographs will be loaded as thumbnails and at largest, 300 DPI, JPEGs. For the purposes of this exercise, the sample photographs was photocopied in black and white then scanned in using a grayscale. Actual photographs will be used for the project and scanned in color, if the photographs are in color.
AAWsample1.jpg

For other documents, such as handwritten notes and letters, images will be handled slightly differently. Any hand written notes will be scanned in at 600 DPI in uncompressed TIFF and converted into a 300 DPI JPEG image to be viewed only as an image. Handwritten letters will be scanned in at 600 DPI in uncompressed TIFF and converted into a 300 DPI JPEG image for the website. The letters will then be transcribed for search purposes. The sample is mainly typed document with some handwritten notes. The image is a 300 DPI PDF file that uses OCR to read the majority of the file. Other documents like this will require transcription of the handwritten notes.
AAWsample4.pdf

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