Digitisation equipment

[Laura McCourt]

Hi everyone,

 

We recently received an enquiry from a community archive group asking about equipment the Norfolk Record Office suggests for digitisation.

 

The NRO’s approach has always been to use cameras rather than scanners where possible. Cameras are more versatile in that they can digitize volumes and objects, so we would suggest using a camera setup rather than scanner if you’ve got the space. Cameras are more forgiving and adaptable particularly if you want to digitise bulkier things like books and deeds. Bound volumes on scanners are bad for the binding, and seals on deeds could be damaged.

 

As part of the Community Archives: Skills, Support and Sustainability project we'll be buying new digitisation kit to use for training sessions, and to lend to our project partners. Below is the full potential kit list that the Community Archives project may use – be aware that some of this was put together at the beginning of last year so the prices and availability may have changed. We will be revisiting the list ourselves over the summer, but it should help to give you a steer if you've got the budget and are considering purchasing anything yourself.

 

To cover most needs we suggest the equipment in bold below - a camera, lens, and copy stand. Capture One is the software the NRO uses for digitising archives. It’s really good, fairly straightforward to use, and helps to have a sound workflow. Wex photographic also has a deal at the moment giving 50% off Capture One software if purchasing with selected cameras. Camera wise at the Record Office we use the Nikon D610, details of similar newer models are below. The D750 is a slightly better camera than the D7500, with a full frame sensor and more megapixels.

 

Camera body	£899.00		Nikon D7500 Digital SLR. From Wex. https://www.wexphotovideo.com/nikon-d7500-digital-slr-camera-body-1624537/
	£1129.00		OR Nikon D750 Digital SLR. From Wex. https://www.wexphotovideo.com/nikon-d750-digital-slr-camera-body-1560071/
Standard prime lens (35 mm)	£407.50		Ex. VAT. Nikon 35mm f1.8 G ED AF-S Nikkor Lens. From Wex.
			https://www.wexphotovideo.com/nikon-35mm-f18-g-ed-af-s-nikkor-lens-1547266/
Copy stand and lights (small)	£860.00		Ex. VAT. Kaiser RS1 copy stand (5510) w. RB5000DL lighting unit (5556). From Teamwork.  https://www.teamworkphoto.com/online-store/tripods/copy-stands/kaiser-rs1-copy-stand-5510-w-rb5000dl-lighting-unit5556
Capture Software	£149.54		Ex. VAT. Capture One Pro Perpetual licence + 3 style packs. From PhaseOne.
Laptop for digitization	£415.83		Ex. VAT. HP 14" Intel® Core™ i5 Laptop - 128 GB SSD. From PC World.
Tripod	£124.17		Ex. VAT. Velbon Ultrek UT-53D with QHD-53D Head. From Wex.
Boom arm	£58.29		Ex. VAT. Manfrotto 131D Accessory Arm. From Wex.
Table top background stand with white PVC background	£45.83		Ex. VAT. From EssentialPhoto.
Lighting unit	£571.13		Ex. VAT. Kaiser RB 5004 Lighting Unit - High Frequency. From NTStores.
Portable photo studio	£87.49		Ex. VAT. AmazonBasics Portable Photo Studio. From Amazon.

 

 

To support books during digitisation we’d advise using blocks of plastazote foam to get them to sit flat without damaging the spine.

 

As part of the Community Archives project we are going to be developing online resources and a training session on digitisation this year. These will give guidance on how to use a camera setup, but until then The Library of Congress and The National Archives  provide good guidance on digitisation, as do blogs on Towns Web. SHARE Museums East has A Guide to Digitisation, which gives advice on the different things to think about when setting up a digitisation project, and has a section on equipment and accessory considerations. 

 

If you are working with flat material and want to go for a flatbed scanner, NCC colleagues carrying out large-scale digitisation work use the A3 Epson Expression 10000 XL, there are newer models so look for something along those lines.

What route you choose may also depend on the confidence levels of the people who will be involved and how technical they are, whichever you go for do shop around as the prices can vary hugely.

[Peter Lavender]

Dear Laura,

Thank you so much for this good sense and for doing the research for us in relation to equipment.  Arising from this, my query to you is twofold and relates to the contract we signed with the NRO.  First, the equipment which the NRO was going to supply to partners is listed in the contract: given your advice is this still your intention in terms of granting to us the equipment listed?  Would it be wise to wait until we have had a discussion with yourselves about the kind of equipment we might need?  Second, the training you were originally going to provide: is it now your intention to do this online?  We would be happy with this arrangement if you were intending this, but would welcome plenty of notice so that we can get all members up to speed.

I look forward to your response.  

Best wishes,

Peter Lavender,  Martham Archive Group

[Laura McCourt]

Hi Peter,

 

Thanks for your questions, I'm sure other project partners will be having the same thoughts.

 

The Partnership Agreement with each group lists equipment we would provide based on the individual projects you identified you want help with.

 

We're aware that these were agreed over a year ago now and your priorities might have changed since, so we will be approaching each of our project partners to confirm if what was agreed is still needed before we purchase equipment for you. You may have already purchased something else in the meantime, and talking with us might also raise ideas for things you want to purchase yourselves outside of the project.

 

As for digitisation kit we will be purchasing one kit to be loaned around to specified groups. The kit will be explained in our online resources and in digitisation training sessions, so you will know how to use it, and it will be the same for all.

 

In terms of training we are still hoping to deliver training sessions in person, but not until towards the end of the year. We will be guided by Government advice and social distancing so will be looking into potential alternative options over the summer in case that's what we need to do. We will give advance warning if we need to move to online training sessions and how that would work.

 

I hope that answers your questions. Do let us know if you've any more.

 

All the best,

Laura