Digitization workflow

Athens Technical College Archives Processing

The Athens Technical College Archives consists of print materials such as reports, working papers, and commercial publications about the college, slides, film, photographs, newspaper clippings, PR related materials, scrapbooks, and ephemera such as plates. Much of the print material has been cataloged in the library catalog, SIRSI; however, the photographs (approximately 1000), slides (approximately 3000), film (VHS, Beta, etc.; approximately 100) and newspaper/media clippings, some loose and some scrapbooked (approximately 1000), have not been cataloged. Print material in this collection spans the establishment of the College in 1956 until the early 1990s. Digital materials are being collected separately.

Physical processing – Library

  • Place photos in boxes between archival paper
  • Write numbers on back Bx number, photograph number. Photograph number is a sequential number
      • e.g., BX1-1

Collection Development

  • Determine “collection” (e.g., who donated)  
  • Remove true duplicates (weeding)
    • Collection Development policy
  • Cotton gloves for handling to reduce fingerprints

Scanning (see https://docs.google.com/document/d/1vpBd_xfC3sKL2J1bbzgxEb7pvs–FKR5RVKeFNVb7p4/edit?usp=sharing for more details about using Library scanners)

    • Clean flatbeds as needed
    • Scan at 1000 dpi
    • 1 photograph per scan/file
      • oversize photographs can be photographed or use large scale scanner in CTL
      • scan in the same direction so that files are right side up
      • Lid must be closed
    • TIFF  (JPGs degrade/lossy)
      • For library scanners:
        • Click the arrow to open the Type list and select TIFF  Depending on the format, the Options button may be available for making detailed settings.
      • File numbering to match item’s number (rename)
    • Scan images in color
    • Save images to the shared folder space
    • Batch scan like sizes but will need to input metadata using the GEAR archives spreadsheet – fill in as much information – Photo number, marginalia, notes; create a brief description – any names mentioned, buildings, dates, number of people, etc.

Final photographic processing (Portal Manager)

  • Resize, make deriatives
  • Review scanned photographs and information collected
  • Import spreadsheet as CSV into the ATC Archives
  • Catalog, following catalog procedures – assign LCSH; use LC NAF; link to VIAF where possible – procedures forthcoming

Cataloging/Metadata will follow cataloging for established library special collections/archives cataloging; fields of http://tinyurl.com/gear-metadata

  • Title
    • Photograph of ____________
  • Publisher statement: [Athens, Ga.] : Athens Technical College, [2015].
  • Estimate date range of coverage, following established preservation/metadata guidelines, if no date provided – DC:Coverage (metadata field)
  • Estimate spatial coverage, where possible
  • Statement of ownership: Photographs gifted to Athens Technical College and scanned in a joint project by the Athens Technical College and Center for Teaching & Learning, 2015.
  • Rights and Usage: Material on this site is the property of Athens Technical College and may be freely used with attribution by individuals for research, teaching, and personal use under CC-BY-NC-SA 4.0. It may not be used commercially without permission.
  • Cite as: [Title], Athens Technical College, GEAR, [URL]  
  • Subjects/topics (use LCSH – a popup box will display in GEAR)
  • Description to the fullest extent (add any information about places, people, etc.)
  • For Names:
    • We will be starting a social media/identification campaign soon to help identify people.  
    • We will do a later project to link to VIAF entries for names where possible – most likely this will be either faculty who are authors, prominent members of the community, etc.   


  • Burn a CD of images for cataloging in library
  • Ensure that backups of GEAR happen (IT)
  • Make corrections or additions as needed (people named)

Things to consider:

  • Scrapbooks, maps, and large photographs can be photographed if needed or use large format scanner
  • Access database of newspaper clippings – imported into GEAR as is with their own content type.  
  • Once images are in GEAR, can be shared with social media, e.g.,  “can you identify these people/places”? Develop contact form for identification of people in GEAR (our version of the LOC identification process/Facebook Place Editor)

Robin Fay, 2015