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U.S. EPA Library Collections Digitization Process Report

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U.S. EPA Library Collections Digitization Process Report U.S. EPA Library Collections Digitization Process Report September 24, 2007 Submitted to U.S. Environmental Protection Agency Environmental Protection Agency (EPA) EPA Library Collections Digitization Process Report U.S. EPA Library Collections Digitization Process Report September 24, 2007 Submitted to U.S. Environmental Protection Agency Environmental Protection Agency (EPA) EPA Library Collections Digitization Process Report TABLE OF CONTENTS INTRODUCTION .............................................................................................................................................. 1 1. DIGITIZATION PROCESS FOR THE EPA LIBRARY COLLECTIONS ........................................................... 2 1.1 PRE-SCANNING DOCUMENT AND MANIFEST RECEIPT AND PREPARATION ................................. 2 1.2 DOCUMENT TRACKING AND CONTROL DURING SCANNING TO DVD OUTPUT PROCESS ............. 2 1.3 SCANNING TO DIGITAL IMAGE ............................................................................................... 4 1.4 OPTICAL CHARACTER RECOGNITION ..................................................................................... 9 1.5 CD/DVD CREATION .......................................................................................................... 10 1.6 MEDIA DELIVERY QUALITY CONTROL .................................................................................. 10 1.7 SHIPPING MATERIALS BACK TO EPA LIBRARIES .................................................................. 10 2. LOADING THE SCANNED IMAGES AND METADATA ON TO THE EPA NEPIS WEB SITE .......................... 12 2.1 RESTORE DATA TO LOCAL PC WORKSTATION AND INITIAL QC ............................................. 12 2.2 EXPORTING DATA ............................................................................................................. 12 2.3 RE-DISTRIBUTION OF DOCUMENTS TO INDEXES ................................................................... 12 2.4 HARDCOPY INDEX PROCESSING ......................................................................................... 13 2.5 PROCESS INDEXES TO BUILD SEARCHABLE DATABASES ....................................................... 13 2.6 POST-PROCESSING – GENERATING STATIC CONTENT PAGES ............................................... 13 2.7 PREPARE DATA TO SHIP TO THE EPA NATIONAL COMPUTER CENTER ................................... 13 2.8 QA CHECKS FOR FUNCTIONALITY OF THE PUBLIC SERVER ................................................... 13 3. COLLABORATION BETWEEN CONTRACTORS .................................................................................... 16 4. STANDARDS AND EQUIPMENT ......................................................................................................... 17 5. QUALITY CONTROL/QUALITY ASSURANCE ....................................................................................... 21 5.1 QUALITY CONTROL PLAN ................................................................................................... 21 5.2 QUALITY ASSURANCE IMPLEMENTATION .............................................................................. 21 6. CAPABILITIES AND FEATURES OF NSCEP WEB SITE........................................................................ 23 6.1 BACKGROUND INFORMATION .............................................................................................. 23 6.2 CAPABILITIES AND FEATURES ............................................................................................. 23 CONCLUSION .............................................................................................................................................. 31 Environmental Protection Agency (EPA) EPA Library Collections Digitization Process Report LIST OF EXHIBITS Exhibit 1. From the EPA Library to the NSCEP Web Site: A Total View of Document Digitization and Management Process Flow .................................................................................................... 3 Exhibit 2. Standard Scanning Specifications ...................................................................................... 7 Exhibit 3. Flowchart for Loading the Scanned Images and Metadata to the NEPIS Web Site ............ 15 Exhibit 4. Industry Imaging Standards ................................................................................................ 18 Exhibit 5. Imaging Hardware and Software ........................................................................................ 19 Exhibit 6. NSCEP (NEPIS) ZyLab Imaging System Hardware and Software ..................................... 20 Environmental Protection Agency (EPA) EPA Library Collections Digitization Process Report INTRODUCTION • Section 2: Loading the Scanned Images and Metadata on to the EPA The U.S. Environmental Protection Agency NEPIS Web Site. This section describes (EPA) requested that the EPA contractor the process of loading the scanned prepare and submit a Digitization Process documents to the NEPIS Web site. Report that outlines the applications, hardware, and processes and procedures • Section 3: Collaboration between used to digitize documents for inclusion in Contractors. This section outlines the the National Service Center for EPA contractor’s process to ensure the Environmental Publications (NSCEP) Web effective collaboration of the various site (http://www.epa.gov/NSCEP), a public units, staffs, and groups involved in the Web site supported by the internal National entire processing workflow. Environmental Publications Internet Site (NEPIS). • Section 4: Standards and Equipment. The following report describes the process This section discusses the industry of digitization of EPA documents at the standards to which the EPA contractor EPA contractor’s Document Imaging adheres and identifies the equipment and Facility and the EPA NEPIS process. Also software to perform the work in a timely included in the report are discussions manner. regarding relevant standards, an overview of quality control measures, a summary of • Section 5: Quality Control/Quality hardware and software used, and the Assurance. This section reviews capabilities and features associated with the industry-standard quality assurance NSCEP Web site. methodology and toolset that delivers high-quality imaging products, data, and Six sections comprise this report, including: services. • Section 1: Digitization Process for the EPA Library Collections. This section • Section 6: Capabilities and Features of provides an overview of the entire the NSCEP Web Site. A general digitization workflow from receipt of the overview of the NSCEP Web site is library collection boxes to the loading of provided in this section. the images and data onto the EPA NEPIS Web site. September 24, 2007 1 Environmental Protection Agency (EPA) EPA Library Collections Digitization Process Report 1. DIGITIZATION PROCESS FOR THE • Compare the manifest with the contents of the boxes and note any discrepancies. EPA LIBRARY COLLECTIONS Contact the library responsible for shipping the box to resolve all This section describes the pre-scanning discrepancies. processing steps, including the important quality control steps of title verification and • Check each document to ensure it has a EPA publication number check. A detailed properly formatted and standardized presentation of the scanning process from EPA publication number assigned. If document preparation through optical needed, request a new publication character recognition (OCR) and output number from appropriate NSCEP staff creation including all of the critical quality members. control steps is then provided. • Compare the title on the physical Exhibit 1 depicts the entire digitization document to the data entered on the workflow from receipt of the library manifest and update the manifest, if collection boxes to the loading of the images needed. and data onto the EPA NEPIS Web site. Each of the major processes areas and steps • Apply a publication number label to the are also described in further detail upper right corner of the document throughout sections 1 and 2. cover, if needed. 1.1 PRE-SCANNING DOCUMENT AND 1.2 DOCUMENT TRACKING AND CONTROL MANIFEST RECEIPT AND DURING SCANNING TO DVD OUTPUT PREPARATION PROCESS Upon receipt of the boxes of documents and Documents received for processing will be manifests to be scanned from EPA libraries, recorded in the Project Receiving Logs by the EPA contractor will perform the the EPA contractor’s document preparation following pre-scanning preparation steps: team. Upon receipt, the Document Processing Supervisor and team leader will • Log each box in an EPA Library identify and inventory the containers and Document Log. document files and estimate the size of the collection to optimize staffing and resource • Track each box as it goes through needs to meet the turnaround requirements. scanning steps. September 24, 2007 2 Environmental Protection Agency (EPA) EPA Library Collections Digitization Process Report Digitization and Management A Total View of Document Process Flow. Exhibit 1. From the EPA Library to NSCEP Web Site: September 24, 2007 3 Environmental Protection Agency (EPA) EPA Library Collections Digitization Process Report All materials that are received for document of digital images. Imaged pages will be processing will be inspected against the returned to the EPA in the exact order, transmittal documentation to ensure that all collation, and condition in which they were pieces have been received. Materials will be received. marked
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