User:AbbottPD

Tools and Methods for Digitally Capturing Records
Paul D. Abbott, Product Manager abbottpd@familysearch.org Note: For the most up-to-date version of this syllabus, visit

https://wiki.familysearch.org/en/User:AbbottPD

Purpose
The purpose of this session is to review simple but effective tools and methods any family can use for digitally capturing, preserving and sharing family records. We will review some of the latest tools and ideas available today.

CAPTURING IMAGES
Getting artifacts (photos, certificates, newspapers etc.) into a digital format can generally be done in two ways, digital cameras or digital scanners.

The first step in digitally capturing family documents is to understand what kind of documents you are dealing with and what you want to do with them. Are you just interested in capturing old photos to publish to the web or store on DVD’s or do you have old journals, newspaper articles and certificates you want to transcribe and publish to the web? The following should be considered when looking for digitizing solutions:

Questions to be Answered
What am I working with?


 * New digital pictures from family events
 * Scrap books
 * Stacks of existing pictures
 * 35MM negatives or slides
 * Documents: newspapers clippings, books, certificates, drawings

What is the format, condition and type?


 * Bound books
 * Loose pieces of paper
 * Damaged in any way
 * Large newspapers
 * Large scrapbooks
 * Journals
 * 5x7 pictures

Where are the artifacts?


 * Uncle Wayne’s house
 * In the library
 * In a local or remote historical society
 * Grandmother Julia’s house, in Pretoria South Africa

How many artifacts?


 * Hundreds
 * Thousands
 * Tens of thousands
 * Hundreds of thousands

What are you going to do with everything?


 * Organize and Store everything
 * Share images with friends and family
 * Transcribe or OCR the documents to be published

Scanners: 3 Terms to remember
Color Depth


 * 24 bit (8 bits – green, 8 bits-blue, 8 bits-red)
 * 48 bit (16 bits – green, 16 bits-blue, 16 bits-red)

Optical Resolution


 * Pixels per inch (PPI) Samples per inch(SPI)
 * True Resolution: what the true resolution is of a scanner usually no greater than 1200 dpi
 * Interpolated Resolution: software enhanced resolution anything over 1200 dpi
 * Image size = X2

Density Range


 * Shadow and brightness details, great for 3D objects (scrap books)
 * olor Depth

Scanner Types

 * 1) Flatbed:  good for photos, delicate original documents, bound material, objects with distinguishable texture-3D objects. Low volume work
 * 2) Sheet Feeder: Streamlines loading sturdy documents or photos. Relatively low volume scanning
 * 3) Automated Document Feeder: good for sturdy loose sheet documents or photos. Load up the feeder and walk away
 * 4) Duplex:  scans both sides at the same time
 * 5) Special Purpose Scanners:  35MM film or slides. Need to have a very high resolution scanner
 * 6) MFP (MultiFunction Printers): Current trend can print, scan and oftern fax documents

Cameras: the Critical Relationship to Remember about Resolution
Resolution : Effective - the smallest item the camera can really capture


 * Lens : single most important item affecting the resolution of your camera.
 * Array: Linear arrays, areas arrays, size of the array. Large array cameras with bad lenses will give you poor quality pictures

Cameras: types
Subcompact


 * Cell phone cameras
 * Fit in pocket size cameras

Compact


 * Mainstream camera
 * Good size sensor – simple point-and-shoot

Advanced point-and-shoot


 * Non-detachable lenses but advanced file formats and accessories
 * Have lots of manual controls

SLR - Single Lens Reglex


 * Interchangeable lenses, largest sensors for best image quality

The Camera Environment

 * Stability: keep the camera steady
 * Parallel: keep your object parallel with the camera
 * Lens – no edge distortion
 * Integration time: shortest possible time
 * Size : document to fit the camera
 * Depth of field: f stop of 8
 * Lighting: do not use the internal flash

Saving and PRESERVING DIGITAL IMAGES
If you were to burn family pictures to a standard DVD and carefully place that DVD it into a safety deposit box, there is a high probability that the many or most of the images will be unreadable within 20 years. On the other hand the original pictures, books and other documents can easily last hundreds of years if a few simple precautions are made. For the most part, long term digital preservation really isn’t that long term, yet. There are new technologies that look really promising, gold DVD’s that can last hundreds of years, but for the most part you will have to plan on systematically refreshing your data by migrating everything to new media every so many years depending on the media you are using.

Preservation: CD –DVD’s

 * Capacity
 * CD’s 700MB capacity
 * DVD’s 4.7GB
 * Easy to write via drag and drop
 * Personalize to labels
 * Short Lifespan
 * 5 years before bit rot. Need to constantly migrate data for new media

Preserving : External Hard Drives

 * Lifespan : will last for many years
 * Automated archiving
 * Capacity: 1TB drives are easy to get
 * Portability: unplug the drive and off you go
 * Reliability: can get simple multi-drive RAID devices

Preserving : Tape Solutions

 * Huge capacity: LTO-5 3.0TB per cartridge
 * Automated Backup and preservation
 * Lifespan – 30 years or more
 * Easy to store in a safe place

Preserving: online

 * Unlimited Storage : free or for a cost
 * Edit and order : some photo sites have tools for editing and publishing images
 * IT’s Private:
 * Secure and off-site: The data is geographically dispersed
 * Slow: Only as fast as your internet connection which effectively limits the number of images

Preserving: File Formats Lossy: Compression formats where information about the image is permanently lost


 * Jpeg (Joint Photographic Experts Group)

Lossless: none of the data is lost.


 * Jpeg2000
 * TIFF (Tag Image Tile Format)
 * PNG (Portable Network Graphics)
 * RAW/DNG

MANAGING AND SHARING DATA
Managing your images by using document management or image management software is critical if you are going to effectively share or publish your data. Scrap-bookers know all about properly identifying images and just like your mother or grandmother used to write important information on the back of old photos, you will need to do the same thing to all your digital images. Most software programs that help you manage your documents or images provide the ability to add information about dates, names, locations, events and other descriptive metadata. Without sufficient descriptive metadata, a large hard drive full of images is about as useless as a box of old unmarked photos. Sharing some or all your data has never been easier. The only thing holding you back is your own imagination. The following are just a few examples of sites and ways to publish your data:

Telling Your Story
Blogs: the best way to tell a story


 * AOL Journals
 * WordPress
 * TypePad
 * Blogger
 * Squarespace

Collaboration
Social networking sites / Wiki: Collaboration


 * Facebook
 * MySpace
 * Bebo
 * Freindster
 * Orkurt
 * Yahoo
 * Zorpia
 * FamilySearch
 * RootsWeb

Showing Off
Imaging sharing sites: Easy to see what others are doing


 * Flickr
 * Smugmug
 * HeyPix
 * Buzznet
 * Snapfilsh
 * Picasa

CONCLUSION
Moving your family information into the digital world can seem really complicated. However, with just a few guidelines, anyone can be up and publishing in no time and at little to no cost.