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Resolution refers to the sharpness or clarity of an image, or the ability of an imaging system to resolve fine detail. Original items should be scanned with long-term care, use, and access in mind in order to preserve content at archival quality. Not adhering to archival scan standards may result in a need to rescan items or loss of information.
Digital files should match the look of the original as closely as possible. Color originals should be digitized in color; pages yellowed over time may be digitized in grayscale.
The scan resolution is dependent upon the size of the original. A fixed number of pixels in an image might display adequately in a 2”x 2” passport photo, yet will not display effectively at 8” x 10”, as those same pixels are inadequate to render at the increased size. The result is an image of poor quality that may be blurry with details difficult to distinguish. The resolution of an image is measured by dpi or ppi, dots or pixels per inch. All scanning/imaging equipment and accompanying software offer high resolution options.
Archives and Special Collections has set standards for the minimal resolution needed in scanning various types of media. Situations may require digitization at higher resolutions.
While there are many formats options available, only a handful are considered to be sound archival options that will still be accessible into the future. Many common file types, such as mp3 and JPEG, compress information to reduce files sizes. While this is good for quick access and lower file storage needs, the file compression may increase the possibility of a corrupted file over time. Best practice dictates that the first scan, or preservation file scan, be completed in an archival format. A secondary, or access file, can then be created from the preservation file scan. The most widely-accepted preservation file scan format is a TIFF file. Access formats include JPEG, PDF, and many others.
Scan your images or text to TIFF files. Audio should be reformatted to WAV and video to MOV or MP4. Then choose the one or more access options to best suit need.
For more on best formats for digitization visit the complete Archives and Special Collections file format recommendations page.
Before beginning any digitization activities, review and prepare the physical arrangement of the materials. A good file arrangement often translates into a useful starting point for creating digital file structures and unique file names and identifiers.
Digitization takes time and resources. The total volume, formats, equipment, and detail of metadata all influence the length of any digitization project.
It is important to ensure the metadata, digital file, and physical original can all be related to one another; to do so, use the file name or another unique identifier to maintain that relationship.
Consult with the University Archives before destroying any records regardless of digitization plans or completion. The Archives is happy to answer any questions and help preserve the history of the university.