Locust Grove Digitization Policy

The overall objective for digitizing the diaries is to produce a faithful rendering of the underlying source documents.

Priorities for digitizing the diaries will begin with scanning all volumes dated between 1899-1908. Seven of the nine Young family members have diaries during this period. Focusing on these overlapping volumes first will permit a reasonable comparison of viewpoints of the different authors on similar events, while also documenting the turn of the century in the Hudson Valley. The second priority would be to complete digitizing the diaries of Annette Innis Young who was the most prolific writer in the family, with volumes spanning some 79 years. This will provide a broad overview of Hudson Valley life for the better part of a century. The third priority for digitization will be to convert the one diary of Mary Eliot Dwight Young dated 1829. By digitizing this lone volume, the project completes the conversion of one of the nine family members and thus this is an easy, achievable objective. This diary is also the oldest and thus serves as a bookend of the collection, along with Annette Young’s 1973 diary. The other diaries will then be digitized in chronological order from oldest to most recent.

Since the diaries in question are bound volumes in fairly good condition, digitization will be performed using an overhead capture array, consisting of a digital camera, mount lighting, and book cradle.

In order to achieve a faithful rendering of the diaries, complete volumes will be scanned in order and settings will be adjusted to optimize image quality in terms of both tone and color. However, since these are textual documents efforts aimed at color correction and image adjustments will be minimal.

In order to ensure completeness and original order of the scanned images, a standardized file naming convention will be used as follows:

1. Project Initials (LG – for Locust Grove)
2. Author Initials (AIY – for Annette Innis Young)
3. Diary Year (1909)
4. Volume Number, if appropriate (2 - since Annette Young has two 1909 diaries)
5. Page number, using 3 digits (005 – for page 5, to allow sequential ordering of files/pages)

The scanned file for the above page would thus be named LG-AIY-1909-2-005

For preservation purposes, master images will be scanned at 600 DPI, 24-bit color and saved as uncompressed TIFF files. Image resolution of 600 DPI should capture the necessary level of detail, while capturing the images in color will conform to the goal of achieving an accurate representation and help preserve a sense of authenticity for the user. Saving the images as uncompressed TIFF open format will allow them to be maintained and migrated in line with future technological advancements.

For mounting on the website, the master images will be converted to JPEG files with varying DPI resolution depending on whether or not a transcription is to be completed as part of the initial phase of the project.

For images that will not be transcribed in the first phase of the project, the master TIFF images will be converted to 300 DPI JPEG files for mounting on the site. This resolution will facilitate users ability to read the scanned images by allowing them to zoom in on the documents.

For images that will be transcribed in the first phase, the master images will be converted to 72 DPI JPEG files. Since users will be able to read the transcribed text of the documents, they will not need to use the images to read the text of the diaries thereby making the need to zoom in on details less essential. Converting transcribed images to a lower resolution will therefore allow the project to save server storage space.

Metadata documenting the digitization process will be captured for each file created. This data will assist in accountability over the course of the project, as well as facilitate future preservation and migration activities.

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