Preparing and planning a large archives digitisation project

Archives digitisation is currently underway in our Imaging Studio, with two full-time members and two part-time members of Library staff dedicated to preparing and digitising the items. We will talk more specifically about the work being carried out on these materials on this blog in the near future, but first we present an introduction to the setup and planning of the project.

Once the theme was chosen (Modern Genetics and its Foundations), and relevant collections identified (see previous blog post), we realised that we had quite a large job on our hands. The scope of the project was bigger than anything we had done before: 620 boxes of material, containing around 800 pages each, adds up to around half a million pages to be digitised.

Based on a series of tests, we estimated the project would take 2 years to complete – starting with the preparation of the material in advance, with photography coming into play a few months later. Two full-time staff would be focused on imaging the material, with two part-time member of staff preparing, tracking and assessing the items.

There are a range of logistical issues to bear in mind when planning and starting up a project of this nature. The boxes are stored in the basement stores, and had to be retrieved for a period of some months while the material was being worked on. We divided the collections into batches of a size that could be imaged in a period of 4-6 weeks and retrieve and return each batch as a unit, tracking all movements on a spreadsheet. The tracking spreadsheet also records information such as location of each box in the batch, notes from the preparer for the archivists, photographers, and/or conservation staff, and the percentage of items in each box that can be OCR’d among other things.

We put a notice on our website of the entire schedule of archives to be digitised, so readers could see at a glance what would be unavailable and when. The catalogue records are also amended to show where material cannot be reserved. Each time a batch is retrieved, checked out, checked in, or dates altered, this has an impact on the website and two different cataloguing systems (the Archives and Manuscripts Catalogue, and the Library Catalogue), so communication with the departments responsible for retrieval and metadata was key.

The preparation staff were trained in advance by the conservation team so they could carry out basic stabilisation and first-aid work on the materials if required for digitisation. The photographers ran multiple tests on different equipment and with different cameras to ensure the workflow was efficient and appropriate to the formats of the material, the anticipated end use of the material, and to ensure proper QA could be accommodated. Preparation and imaging takes place in the Imaging Studio - ensuring that all staff are in close proximity and able to communicate easily with each other. The Imaging Studio was refitted with desks, shelving and equipment to make sure all the boxes in process at any one time could be accommodated. A further planning issue was in determining how to assess and record different levels of sensitivity of information contained in the archives. We are currently developing a policy for access to archives that takes account of online display, and this has informed the workflow for assessment.

This project required liaison between several different departments and stakeholders in the Library in order to set up a suitable workflow. In future, we hope that workflow issues will be streamlined further by procuring a Workflow Tracking System that will serve to centralise tracking and monitoring of all digitisation projects. We anticipate that this pilot project will enable us in future to plan effectively for much larger digitisation projects as we work towards the digitisation of all suitable material held in the Wellcome Library.

Digitising the archives: the Wellcome Library approach

Like most research libraries and archives repositories, the Wellcome Library is currently planning to digitise quantities of its unique holdings and provide remote access to the digitised content over the Web. Among the many challenges that such plans present, perhaps the most fundamental is the decision what to digitise, or where to start - with almost limitless potential in the holdings but limited resources what do we prioritise?

Some institutions have chosen to select their most popular collections, others those for which they can obtain commercial funding (which are often the same of course). The Wellcome Library has opted for a thematic approach: we aim to digitise a substantial proportion of our holdings by looking at various broad subject areas and creating integrated online resources to support research and discovery in those fields. Since digitisation and the internet enable the creation of virtual online archives by providing a single point of access to widely dispersed content, we intend to explore the integration of relevant content from the holdings of other institutions into the online resources that we eventually create.

The first theme, ‘Modern Genetics and its Foundations’, will focus on the development of the science of biological inheritance from the later 19th century onwards, and the growing understanding of its role in human health and disease during the 20th century. Arguably, this will represent the fundamental meta-narrative of modern medicine; the gradual integration of genetics into the clinic. Content relevant to this theme ranges from relatively early documentation on the basic science of heredity and on the study of inherited diseases, to material on the elucidation of the molecular basis of inheritance in the mid-20th century and the subsequent development of genomics.

Preparations for developing the theme are underway: over 600 boxes of personal and institutional papers held by the Wellcome Library’s archives department will be imaged to provide the substrate or bedrock of the theme. These include:

• the papers of Francis Crick (1916-2004), molecular biologist and Nobel Prize winner
• the notebooks of Fred Sanger (b.1918), biochemist and double Nobel Prize winner
• the papers of Arthur Mourant (1904-1994), haematologist and geneticist
• the papers of Hans Greuneberg (1907-1982), geneticist
• the records of the MRC Blood Group Unit , 1935-95.

This material will form a core of documentation on some of the most important research on the theoretical underpinnings of the biology of inheritance, on genetics and gene sequencing in post-war Britain. To this we will add:

• the papers of Sir Ernst Chain (1906-1979), biochemist and Nobel Prize winner
• the papers of Norman Heatley (1911-2004), biochemist
• the papers of Sir Peter Medawar (1915-1987), biologist and Nobel Prize winner
• the papers of Dame Honor Fell (1900-1980), medical scientist.

Although more loosely connected with the theme, this material will help to document the contemporary scientific, intellectual and institutional context in which genetics and allied research took place.

More archival collections will be added as they become available for digitisation in future years. The selected collections will be digitised ‘cover to cover’ so their historical research potential will not be limited exclusively to questions around the given theme. We do, however, feel that the thematic approach both helps us address the issue of prioritisation in a more creative way than merely responding to perceived current user demand, and provides more potential for eventual integration of third-party content and thus the development of online virtual archives. It is in the elimination not only of geographical distance for the current researcher but also of the vagaries of historical dispersal of papers that the technologies of digitisation really come into their own.

Author: Richard Aspin, Head of Research and Scholarship, Wellcome Library