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NOTE: These Guidelines & Template have been revised to reflect modifications to the proposal deadlines, the allowable project start dates for the 2020 Digitizing Hidden Special Collections and Archives

How to fill out digitizing hidden special collections

How to fill out digitizing hidden special collections

1. Start by gathering all the hidden special collections that you want to digitize.
2. Assess the condition of each item and determine if any conservation or preservation steps are necessary before digitization.
3. Plan the digitization process and identify the necessary equipment and software.
4. Create a detailed inventory of the collections, noting the title, description, and any relevant metadata.
5. Prepare the items for digitization by carefully handling and cleaning them if needed.
6. Set up the equipment, such as scanners or cameras, and adjust the settings for optimal image capture.
7. Digitize each item by following the established guidelines and standards for maximum quality and accuracy.
8. Review and edit the digitized files as necessary, ensuring proper file naming and organization.
9. Apply metadata to each digital file, including information such as date, creator, and keywords.
10. Store and organize the digitized files in a secure and easily accessible digital repository.
11. Consider implementing a backup system to ensure the preservation and protection of the digitized collections.
12. Make the digitized collections available to the intended audience, either through a website, online database, or other appropriate platforms.

Who needs digitizing hidden special collections?

1. Digitizing hidden special collections can benefit a wide range of individuals and institutions, including:
2. - Historians and researchers who can access and study rare or unique materials without the need for physical access.
3. - Libraries, archives, and museums that can preserve and share their collections with a broader audience.
4. - Educational institutions that can enhance their teaching materials and resources with digitized hidden special collections.
5. - Cultural heritage organizations that want to safeguard and promote their heritage through digital means.
6. - Genealogists and family historians who can explore historical records and documents online.
7. - Curators and exhibition designers who can incorporate digitized collections into virtual exhibitions and displays.
8. - Publishers and content creators who want to access and use high-quality digital reproductions of special collections.
9. - Individuals interested in exploring and learning about different topics and historical periods through digitized primary sources.

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What is digitizing hidden special collections?

Digitizing hidden special collections is the process of converting physical materials such as documents, photographs, and artifacts into digital formats for preservation and access.

Who is required to file digitizing hidden special collections?

Institutions and organizations that have hidden special collections and wish to digitize them are required to file digitizing hidden special collections.

How to fill out digitizing hidden special collections?

To fill out digitizing hidden special collections, detailed information about the collections being digitized, the digitization process, and the intended use of the digital copies must be provided.

What is the purpose of digitizing hidden special collections?

The purpose of digitizing hidden special collections is to preserve valuable cultural and historical materials, increase access to these materials, and facilitate research and scholarship.

What information must be reported on digitizing hidden special collections?

Information such as the description of the collections, the digitization methods used, metadata standards applied, and access restrictions must be reported on digitizing hidden special collections.