Are you beginning an aperture card scanning project and need some advice on how to make it a success? Whether you are a company with a small volume archive or a corporation with a large volume archive, your business needs a well-developed and cost-effective project plan to achieve the best results.
Here are seven tips we recommend you follow that will improve any aperture card scanning project.
1. Formulate a clear plan that identifies the necessary tools to complete the project. Designate the proper personnel and resources to successfully complete the project.
Before you begin your project, make sure you understand the entire scope of it. This means you need to review your raw materials and compare them to what you expect them to look like when the project is finished. How is your current library organized? What do you want to achieve? Once you have answered those two questions, you need to determine if you have the proper equipment, software, workstation and work flow necessary to efficiently complete your project. You will also need to dedicate the proper personnel to the project. Do they have the right skill set and training, and do they have a vested interest in scanning and filing the cards?
Beginning a conversion project might seem a bit overwhelming. Whether you are beginning a small or large project, we want to make your project a success. Tameran SmartProject Consulting provides you with the best tools to complete any conversion project. Our experts specialize in developing innovative, customized solutions for document imaging, distribution and preservation. We’re ready to help you every step of the way.
2. Pull the cards from storage.
Make sure you have the labor available to gather the cards to be scanned or sent to an outside service provider.
3. Evaluate the condition of the aperture cards for batch or automated scanning.
If your aperture cards were made in accordance with ANSI Standards, they could be automatically scanned and digitized. Yet, very few organizations completely follow industry standards 100% when making the cards. If your cards weren’t made following ANSI Standards, you might have problems with the consistency of magnification , resolution, film density, image contrast, Hollerith encoding of index and document size and centering the image. It is very common to have a collection of aperture cards that were produced over many years. Sometimes the method or standard for producing aperture cards changed during different time periods. If inconsistency is a problem, the aperture cards will need to be sorted into groups that have the same characteristics before you scan them.
4. Follow quality review and enhancement steps to assure your images are usable.
Establish a specific review process and standards that separate good scans from bad scans. Use the same dedicated staff members for consistent results throughout the project.
Possible editing steps include:
-Deskew or straightening the images -Cropping or sizing the images to the original document size -Splitting images for documents filmed with multiple pages in a single frame -Removing dirt or dust particles and extraneous artifacts from the image
5. Index your images in a structure that will allow you to retrieve the images as needed.
Questions to consider include:
-Where will the index information come from?
-Will it come from a database or other source?
-Will the index information require entering data?
-Is the data contained on the aperture card in the form of the Hollerith code?
-Is the Hollerith code in a consistent format on all the aperture cards?
-Is the index information written on the front of the aperture card?
6. Index your images in a specific file format that your associates and business partners will be able to view.
-Will the file format be a .PDF or .TIFF?
-Will the data be embedded in the image file to facilitate importing it into a database?
7. Make sure you store or properly dispose of your aperture cards when you are finished.
-Do you have a storage facility that will provide the proper environmental storage and security?
-If you are going to destroy the aperture cards, you will want to consider the time frame, method of destruction and how this will be accomplished.
Follow these seven tips, and your next aperture card scanning project will be a success!
For more than 35 years, Tameran Graphic Systems has provided organizations with specialized services in wide format imaging, distribution and preservation. Tameran combines proven conversion and archival methodologies with the latest digital technology to improve how you convert, index, store and finish your documents.