Digitization project checklist

This checklist is a tool designed for small and medium-sized organizations. You may use it to plan your in-house digitization project and to ensure you have provided the DHCP with all of the information required to evaluate your application.

If your project involves digitization, please ensure the following information is included on your application form and your project timeline form where applicable (the most relevant fields are indicated below):

Collection description

Identify the formats (for example: journals, maps, VHS tapes, photo negatives) and quantities (for example: number of photographs, hours of audio) of the items that make up the collection to be digitized. Describe the physical condition of the material, and identify any necessary conservation treatment carried out prior to digitization.

Application Form, Planning tab: Summary of activities; Project Timeline Form: Risks

Equipment

If you are doing any portion of the digitization work in-house, identify the equipment and software needed for your digitization project and explain how you will access them (for example: already own it, purchase, rent, borrow). Examples of equipment are flatbed scanners, computers, connector cables, storage devices, compatible playback devices (for example: tape deck, camcorder), and video software (for example: Windows Movie Maker, iMovie).

Application Form, Planning tab: Project planning and management & Summary of activities; Project Timeline Form: Risks

Expertise

If you are doing any portion of the digitization work in-house, indicate whether the individuals performing the digitization have previous experience and/or training in this type of work. If they do not have experience, how will they acquire this knowledge during the project in order to carry out the work (for example: online guide, training session offered by another organization)?

*Note: If your digitization project involves external service providers, you must submit a copy of the quote from your service provider detailing the scope and estimated cost of the work.

Application Form, Planning tab: Project planning and management & Applicant organization's capacity to deliver the project; Project Timeline Form: Required human resources & Risks

Facilities

Describe the location where the digitization will take place. Does your organization have a designated space onsite for the project that can accommodate the required staff and equipment, and is this space located where archival material can be safely transported?

*Note: If your digitization project involves external service providers, you must submit a copy of the quote from your service provider detailing the scope and estimated cost of the work.

Application Form, Planning tab: Project planning and management & Applicant organization's capacity to deliver the project; Project Timeline Form: Risks

Specifications

Identify the file formats (for example: TIFF, WAV) and standards (for example: image resolution, bit depth, sample rate) you will use for your digitized collection.

Application Form, Planning tab: Innovation, best practices and continuous improvement & Summary of activities; Project Timeline Form: Outputs & Evaluation strategy

Storage and management

Describe your strategy for the management and long-term preservation of your digital files (for example: storage location of files, preservation file formats, copy and backup strategy, metadata documentation). Also indicate how digitization will impact your access procedures and long-term preservation plan for the original documents.

Application Form, Planning tab: Project planning and management & Innovation, best practices and continuous improvement