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In response to my original question (see end of message) I had several requests to share the replies (more requests than replies, actually!). Although few,
the information was helpful, for which I am so grateful! We are awaiting a proposal from a firm in
Here are the three replies received:
I always keep the originals. If something happens to the digital files you need to have the original. You can just close off the collection and
only use the digital surrogates.
If you can get a decent scanner you can just scan the new additions yourself to help keep costs down.
To provide access you can go with a lot of different methods. You can purchase an institutional repository program like ContentDM or
Copyright and privacy are big issues. If it's copyrighted materials you need to make sure you are following the laws. If there are people pictured
you will need to find out what the policy is on that. Most of the time it's fine, but some people don't want their images online. You'll have to see what the policy is on that.
Before you start a project like this you may want to map out the process and identify any areas that need to have decisions made before you start
that way you can avoid any issues down the line.
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Original question posted August 15, 2014 to ARLIS/NA and SAA museum section:
We need help. We have about fifteen 4-drawer file cabinets full of ephemera files on individual artists and others relevant to our
museum. Currently they are filed alphabetically by the individual’s surname in individual envelopes. We would like to have them digitized, and are searching for the best solution. Have any of you completed such a project?
Issues of concern are:
What companies are best qualified for this?
What should be done with the originals that have been digitized?
How do you handle ongoing additions to the files?
What way do you organize/store/provide access to them?
Any other issues we may not be aware of?
The wisdom of your experience would be greatly appreciated. If you are glad to share information but find a phone call an easier
way, we’d be glad to call you (“we” being an associate who has been asked by our Assistant Director to pursue this).
Best regards to all of you out there!
Librarian
Constance & George Fearing Library
Santa Barbara Museum of Art
www.sbma.net
(805) 884-6451
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