Arkansas State Archives Scanning Quality Control Checklist
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Arkansas State Archives Scanning Quality Control Checklist
Explore the meticulous Arkansas State Archives Scanning Quality Control Checklist designed to digitize, preserve, and enhance important documents efficiently.
1
Identify the documents that need to be scanned
2
Prepare the documents for scanning by removing staples, clips, etc.
3
Calibrate the scanner for optimal performance
4
Scan the documents maintaining the required DPI resolution
5
Save the scanned images in the appropriate format
6
Correct any errors occurred during scanning
7
Digitally enhance the scanned images if required
8
Verify each scanned image against the original document for accuracy
9
Approval: Quality Control Officer
10
Assign relevant metadata to the scanned images
11
Save the scanned images in designated server or cloud storage
12
Create a backup of all scanned images
13
Update the archive database with the new digital entries
14
Approval: Archive Manager
15
Ensure proper disposal or storage of original documents
16
Conduct a final review of the scanning process
17
Issue a report detailing the completed scanning and QC process
18
Approval: Director of Arkansas State Archives
Identify the documents that need to be scanned
This task involves identifying the documents that need to be scanned. It is crucial to determine which documents are part of the scanning process to ensure a comprehensive and accurate digitization. Take note of any specific document types or categories that require special attention. Are there any criteria for selecting the documents? How will the identified documents be organized or categorized? Make sure to use appropriate tools or resources, such as document inventories or indexing systems, to aid in the identification process.
Prepare the documents for scanning by removing staples, clips, etc.
This task is essential to ensure that documents are properly prepared before scanning. Removing staples, clips, and any other binding materials helps prevent damage and ensures smooth scanning. Additionally, make sure to organize the documents in a logical order to facilitate efficient scanning. Are there any specific guidelines or instructions for removing binding materials? What is the preferred order for arranging the documents? Use appropriate tools, such as staple removers or paper clips, to aid in the preparation process.
1
Remove staples
2
Remove paper clips
3
Remove other binding materials
4
Arrange documents in preferred order
5
Additional preparation steps
Calibrate the scanner for optimal performance
This task involves calibrating the scanner to ensure optimal performance during the scanning process. Calibration helps in achieving accurate and high-quality scanned images. Follow the scanner manufacturer's instructions for calibrating the scanner. Additionally, test the scanner settings to make sure they are aligned with the desired output. Are there any specific scanner settings or calibration procedures that need to be followed? Use the appropriate software or tools provided by the scanner manufacturer for calibration.
1
Model A
2
Model B
3
Model C
4
Model D
5
Model E
Scan the documents maintaining the required DPI resolution
This task involves scanning the documents while maintaining the required DPI (dots per inch) resolution. A higher DPI results in a more detailed and higher quality scanned image, but also requires more storage space. Ensure that the scanning software or settings are configured to meet the required DPI resolution. If a specific DPI requirement is not specified, use industry best practices or consult with relevant stakeholders. What is the required DPI resolution for scanning? Are there any specific instructions or settings that need to be followed? Use the appropriate scanning software or interface to achieve the desired results.
Save the scanned images in the appropriate format
This task involves saving the scanned images in the appropriate file format to ensure compatibility and ease of access. Determine the preferred file format for saving the scanned images. Common formats include JPEG, PNG, or PDF. Ensure that the scanning software or settings are configured to save the scanned images in the desired format. Are there any specific file format requirements or recommendations? Use the appropriate file format conversion tools or software if necessary.
1
JPEG
2
PNG
3
PDF
4
TIFF
5
GIF
Correct any errors occurred during scanning
This task involves identifying and correcting any errors that may have occurred during the scanning process. Carefully review the scanned images for any abnormalities, such as missing pages, blurred text, or distorted images. If errors are detected, troubleshoot and attempt to rectify them based on the nature of the issue. Document the errors encountered and their corresponding remedies. Are there any specific guidelines or procedures for error correction? Use appropriate tools or software to assist in error identification and correction.
1
Missing pages
2
Blurred text
3
Distorted images
4
Incorrect orientation
5
Other errors
Digitally enhance the scanned images if required
This task involves digitally enhancing the scanned images to improve their quality and legibility. Apply image enhancement techniques such as brightness and contrast adjustment, sharpening, or noise reduction to enhance the visual quality of the scanned images. Determine if any specific image enhancement techniques are required based on the characteristics of the documents or the desired output quality. Use appropriate image editing software or tools for the enhancement process.
1
Brightness adjustment
2
Contrast adjustment
3
Sharpening
4
Noise reduction
5
Other techniques
Verify each scanned image against the original document for accuracy
This task involves verifying each scanned image against its corresponding original document to ensure accuracy. Carefully compare the scanned image with the original document to identify any discrepancies, such as missing pages, incorrect orientation, or content distortion. Document any differences or discrepancies found between the scanned image and the original document. Are there any specific guidelines or procedures for verification? Use appropriate tools or software for accurate comparison.
1
Missing pages
2
Incorrect orientation
3
Content distortion
4
Other discrepancies
5
All verified and accurate
Approval: Quality Control Officer
Will be submitted for approval:
Scan the documents maintaining the required DPI resolution
Will be submitted
Digitally enhance the scanned images if required
Will be submitted
Verify each scanned image against the original document for accuracy
Will be submitted
Assign relevant metadata to the scanned images
This task involves assigning relevant metadata to the scanned images for efficient organization and retrieval. Determine the required metadata fields based on the document characteristics and indexing needs. Examples of metadata include document titles, authors, dates, or keywords. Ensure that the assigned metadata is accurate and consistent across all scanned images. Use appropriate metadata management systems or tools for efficient and standardized metadata assignment.
1
Document title
2
Author
3
Date
4
Keywords
5
Other metadata fields
Save the scanned images in designated server or cloud storage
This task involves saving the scanned images in a designated server or cloud storage for secure and convenient access. Determine the appropriate server or cloud storage system and ensure that the required access permissions and storage capacity are available. Follow the designated file organization structure or folder hierarchy for organizing the scanned images. Are there any specific guidelines or instructions for server or cloud storage? Use appropriate file transfer or synchronization tools to save the scanned images.
1
Server A
2
Server B
3
Server C
4
Cloud Storage X
5
Cloud Storage Y
Create a backup of all scanned images
This task involves creating a backup of all the scanned images to ensure data integrity and disaster recovery. Determine the backup storage location, whether it is an external hard drive, network server, or cloud backup service. Follow the designated backup schedule or frequency to ensure regular backups are performed. Are there any specific backup procedures or instructions? Use appropriate backup software or tools for efficient and reliable backup creation.
1
External hard drive
2
Network server
3
Cloud backup service
4
Other storage location
Update the archive database with the new digital entries
This task involves updating the archive database with the new digital entries to ensure accurate and up-to-date records. Enter the relevant information from the scanned images into the archive database, such as document titles, authors, dates, or keywords. Follow the designated data entry format and ensure data consistency with the assigned metadata. Are there any specific guidelines or instructions for database updating? Use appropriate database management software or tools for efficient and accurate data entry.
1
Document title
2
Author
3
Date
4
Keywords
5
Other database fields
Approval: Archive Manager
Will be submitted for approval:
Save the scanned images in designated server or cloud storage
Will be submitted
Create a backup of all scanned images
Will be submitted
Update the archive database with the new digital entries
Will be submitted
Ensure proper disposal or storage of original documents
This task involves ensuring proper disposal or storage of the original documents after scanning. Determine the appropriate disposal or storage method based on document requirements, preservation needs, or legal considerations. If disposal is required, follow applicable protocols or guidelines for secure document destruction. If storage is required, ensure that the designated storage location provides suitable conditions to prevent damage or deterioration. Are there any specific disposal or storage instructions? Use appropriate document disposal or storage equipment or facilities.
1
Secure document destruction
2
Off-site storage
3
On-site storage
4
Other method
Conduct a final review of the scanning process
This task involves conducting a final review of the scanning process to ensure completeness and quality. Carefully examine each step of the scanning workflow to identify any potential gaps, errors, or areas for improvement. Document any observations or feedback regarding the scanning process. Are there any specific review criteria or checkpoints? Use appropriate review techniques, such as checklist-based reviews or peer feedback, to enhance the scanning process.
1
Completeness of scanning steps
2
Quality of scanned images
3
Alignment with requirements
4
Identification of improvement areas
5
Other review criteria
Issue a report detailing the completed scanning and QC process
This task involves issuing a report that details the completed scanning and quality control (QC) process for documentation purposes. The report should include a summary of the scanning steps performed, any errors encountered and corrected, the metadata assigned, and any additional observations or recommendations. Determine the appropriate report format and ensure that it provides a comprehensive overview of the scanning and QC process. Are there any specific report requirements or templates to follow? Use appropriate reporting tools or templates for consistency and clarity.
Completed Scanning and QC Report
Approval: Director of Arkansas State Archives
Will be submitted for approval:
Issue a report detailing the completed scanning and QC process
