Digitisation of Traditional Format Library Materials

Digitisation Project Brief - Papers of Alfred Deakin

General description of the proposed project

In collaboration with Deakin University (DU), digitise selected collection material from the papers of Australia’s second Prime Minister, Alfred Deakin, held by the National Library of Australia (NLA MS 1540). It is intended that these digitised selection from the NLA collection would supplement any web-based services developed by DU relating to Alfred Deakin, or any digitisation of the University’s own holdings.

The overall objectives of this project are to:

This project is aligned with the Library’s digitisation goals, as stated in the 2002-2004 Digitisation Policy, and will complement the digitised papers of Australia’s first Prime Minister, Sir Edmund Barton (NLA MS 51).

Collection material of relevance to the project

The material selected for digitisation (in priority order) from MS 1540 is:

Digitisation will be from original collection material, except in the case of printed publications in context, which may be digitised from microfilm.

Levels of use and user groups – current and anticipated

In the selections for digitisation made from this collection, it is anticipated that the most sought after and relevant material for research will be digitised. It is envisaged that the users will include the research community interested in Australia’s prime ministers.

Bibliographic coverage of the collection

The Deakin manuscript collection is catalogued but further work will need to be done on the finding aid in order that be converted into Encoded Archival Description (EAD) and the digital images associated.

Preservation, care and handling guidelines

DISCLAIMER: The National Library of Australia disclaims liability for the use of the information provided in this page. The guidelines have been produced to aid Library staff in the digitisation of collection material. The National Library of Australia accepts no responsibility for the loss occasioned as a direct or indirect result of the use of the information in these guidelines.

Most of the items in the collection are in good condition although some minor treatments will be required. It is anticipated that much of the collection will be able to be scanned on flat-bed scanners. That which can’t be done on a flat-bed will be digitised under a digital camera or digitised from microfilm (see section 2 above).

General:

  • Wash hands regularly to ensure clean hands at all times;
  • Always have plenty of room in your workspace;
  • Transport items as much as possible in their folder and on a trolley;
  • Be careful when removing fragile items;
  • Don't lick your fingers prior to handling the manuscripts;
  • Make sure items are fully supported at all times; and
  • Crop all images 1mm from edge of item..

Series 2: Diaries

Most of the items are in good condition. The diaries are either paperback or hardback bindings. The spines are in good, stable condition. A majority of the diaries are written in black/blue ink or pencil. The inks are also in good condition. Some care should be taken when scanning items written in pencil for example avoid moving items faced down. Some of the diaries will need minor treatment such as tipping in of pages and dry cleaning. The spines and bindings are good stable condition. All diaries can be scanned on a flatbed scanner.

Specific care and handling notes:

  • When placing material faced down on flat-bed scanners ensure they do not move around, especially items written in pencil;
  • Most of the diaries in Series 2 should be able to stand a little pressure when being scanned - if gutters are obscuring text place scanner lid down and gently press down;
  • Box 7 - Where is it? Red little book (address book) 10.5cm x 6.5 cm - please be careful with pages E and F
  • Box 9 - Item 1540 / 2/ 37 Minute book - please scan one page at time.

Treatments: This series is in relatively good condition. A conservator will carry out major treatments.

Series 7: Journalism

Includes large scrapbooks of newspaper clippings, loose clippings, notebooks and correspondence. Capture of some material will need to be done under a camera rather then on a flat-bed scanner.

Specific care and handling notes:

  • Items 7/8, 7/10, 7/70 in folder 1 are brittle and can tear easily - they will need to be scanned through mylar.
  • Item 7/71 (a small notebook) in folder 2 may be scanned on a flat-bed scanner but care needs to be taken not to put heavy pressure on its spine.
  • Item 7/94 (a telegram ) in folder 2 is brittle and could easily tear- scan through mylar.
  • Oversize items (greater than A3) will need to be scanned in the map room.

Treatments: This series is in reasonable condition and no special treatments are anticipated.

Series 11: Federation delegate, 1880-1900

Includes telegrams, certificates, invitations, correspondence, printed works, leaflets, handwritten notes and printed ephemera. Most items can be scanned on a flatbed scanner although some will require the overhead camera.

Specific care and handling notes:

  • Box 31 (folder 1) - A few items in mylar pockets can be taken out to be scanned
  • Box 31 (folder 3) - most items are in good condition. Encapsulated items will need to be scanned thru mylar.
  • Box 31, item 253 (folder 7) - parchment certificate written in brown ink or iron gall ink. Has been folded. May need to use Perspex help keep flat whilst scanning.
  • Box 31, item 251-253 (fodler 7) - 3 parchment certificates folded. Scan with overhead camera. May need to use Perspex sheet to help keep flat whilst being scanned.
  • Box 31, item 299 (folder 12) - parchment copy of the draft bill. Seek preservation advice before capture under overhead scanner.
  • Box 34, items 1271-1369 (folder 50) - bound item tied with a pink ribbon, ribbon may be untied when being digitised. If unsure, seek advice from Preservation Services.
  • Item 214, a poster, to be captured by overhead camera.

Series 15: Prime Minister, 1903-1904, 1905-1908, 1909-1910

Correspondence which is generally in good condition. Most items can be scanned on a flatbed scanner.

Specific care and handling notes:

  • Remove plastic clips carefully;
  • Remove items from mylor pockets carefully; and
  • Scanner lid should be removed when capturing fragile items (ie foolscap volumes).

Treatments: A few documents may need minor treatment. Refer these items to the Preservation Officer. Some volumes may have weak spines. If unsure give these items to the Preservation officer.

Intellectual property or other rights

The Library holds the copyright for the Deakin material; permissions will be sought from other known copyright holders.

IT requirements

Digitisation will proceed using the Library’s existing IT equipment and infrastructure. The success of the project is, however, dependent on the development of a delivery system for manuscript material – as part of the Library’s digital collections. The digital images will be managed within the Digital Collections Manager (DCM).

Resource requirements

This project will proceed as part of the Library’s 2002-2003 and 2003-2004 workplan for manuscript digitisation.

Cooperation

This is a collaborative project between the National Library of Australia and Deakin University. The Deakin family will also be involved in this project.

Timetable

To be determined during preparation of the Initial project plan but the project’s expected duration is 78 weeks – commencing in late July 2002. A deed of agreement between the Library and the University was signed in March 2003.

Contact officers: Cathy Pilgrim (NLA) and Kristen Thornton (Deakin University)

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