Irina was nice enough to share her experience working at the archives of the Free Library of Philadelphia. In this interview, we discuss the details of scrapbook digitization and the importance of saving those kinds of documents.
You can learn more about Irina and her work on her multilingual blog, irina-glik.com.
Can you introduce yourself and your work?
My name is Irina Glik I worked at the Free Library of Philadelphia digitizing their archives. I also worked as a digital archivist for noted American photographer Lawrence Schiller. Beyond working at a digital lab I print my own images under the sun – they are called cyanotypes.
I am absolutely in love with my job and opportunities which it provides. In a way I feel like I am able to truly touch the art.
What does it mean “to digitize”? To digitize something is to convert something from an analog (physical) into a digital format. An example would be scanning a photograph to create its digital copy.
Hence, my typical daily work usually consists of imaging a variety of objects into digital files. I would take pictures of or scan items such as: historical books, diaries and letters, fine art prints, and photographs.
When capturing the object, quality control of images (such as neutral/gray balance, color accuracy, sharpness, contrast and density) is important. What this means for those working on digital image capture is that a basic foundation in photography and imaging is essential.
What is the general process of digitizing a scrapbook? What technology is used? How long does it take?
I digitize scrapbooks page by page. Occasionally I would scan a whole spread. These decisions are made when conservator goes through the volume and checks its condition. It is here we may find pages to be unfolded to reveal hidden information.
While I am waiting for a scrapbook to be delivered to the imaging station, I check if the work area is clean.
Scanners and copy boards are to be cleaned on a routine basis. Many old documents tend to be dirty and will leave dirt in the work area and on scanning equipment.
Additionally, the screens and scanners need to be calibrated before starting the actual imaging. I’ve worked at different locations and we typically do calibration once a month. We do so to keep color accuracy when imaging.
I also check if names for digital files are created so I can use them when saving images. If it is a whole new project I typically start scanning from the cover of a scrapbook or pick where I left the day before. By the way, notes are to be made only with pencils. No ink applied near the items.
I gently open the book and check the lighting setup. Slight changes are made accordingly. I then measure the object to set appropriate height of a camera/scan set up and it’s resolution. Depending on resolution, the scan file of one page may end up very large.
After completing a pre-scan, I check the focus, so the page will be depicted with fine and sharp details. It’s a tricky task, as scrapbook and its content are three dimensional. I usually spend some extra time before getting satisfactory results.
Next I put reference targets on a page and do another pre-scan to check image accuracy in terms of tone and color reproduction. A reference target may be a colored or gray-scale chart.
Usually, any change in the setup (i.e. accidental move) implies a repeat of some previous steps.
When all requirements are met I do final scan. In terms of photography, this would be the time when I begin capture and, depending on size of the page, actual “taking” of the picture takes from ten minutes up.
Technology
Many of scrapbooks are bounded volumes of rare or special materials. According to federal guidelines in digitization of still objects, recommended imaging technologies for bounded items are:
- Manually operated planetary book scanners without glass or plastic platens
- Digital cameras with book cradles without glass or plastic platens
Not Recommended Imaging Technologies are:
- Flatbed scanners
- Automated page turning book scanners
Time requirements
Digitization is a time-consuming process, particularly depending on the condition of the item prior to being digitized.
I guess I am trying to say that one day I’d process a whole music score or roll of film and the other I wouldn’t finish seven pages before lunch. To be honest, I compare digitization process with the Japanese tea ceremony very much. There are rules and there is order. However, every host creates his/her own atmosphere and flow. Same happens with a photographer who images a collection.
I’ve heard that scrapbooks are difficult to digitize because they tend to have folded up papers, cards, and non-paper items like dried flowers. How do you overcome these challenges?
Yes, you are right. There are unique preservation concerns due to the mixed media and structural elements. Scrapbooks are full of memories, but not only them – you may find photographs, printed ephemera, ink notes and fragments of lace adhered to one spread. They have different bindings, adhesives, and fasteners. To keep pages together there would be posts, textile ties, metal pins, as well as traditional binding methods (sewing).
It is important to realize that scrapbooks are meant to last forever but not built to last forever.
Some typical characteristics of scrapbooks you should consider when digitizing are:
- bound or unbound volume
- larger than the scanning area
- poor quality paper
- poor quality adhesives like rubber cement
- multiple items on a single page
As you can see, even turning a page could be sometimes challenging, as the book itself is so fragile. If so, we need to figure out if the scrapbook can be dis-bound. Always ask for assistance to avoid any possible damage.
Here are some tools I would use when I digitize a scrapbook:
- gloves
- spatulas
- thin Mylar strips
- weighted hold down aids
- lens wipes
- air duster
- soft brushes
Safe handling is a must. There is a rule that always applies – when in doubt ask a conservator.
Do you have a favorite scrapbook to work with? Or, what is the most unique item you’ve seen when working with scrapbooks?
As I said previously, scrapbooks contain mixed media and structural elements. I once worked with a scrapbook of an Austrian female artist who created beautiful collages with literally everything! I can’t point to the name due to legal restrictions of my contract, however there were Polaroid snapshots, printed ephemera, pieces of lace, tunnel book created from letters and sketches with Indian ink.
Also, I’ve spent many months digitizing scrapbooks from the Castner scrapbooks collectionThey contain decades of volumes, each one is dedicated to a specific topic, like theater in Philadelphia, etc.
Why is it important to digitize scrapbooks?
Archivists commonly digitize records to facilitate access. Easily accessible electronic files help people consult records remotely. Using digital files instead of originals also aids preservation by sparing originals from repeated physical handling. Scrapbooks are so heavily used that digitization will help preserve the original copy long past what its life would have been as a physical holding.