Each scrapbook will need to be evaluated and approved by the Digitization, Conservation and Technical Services department as well as any curatorial lending department before scanning can begin.
TIME ESTIMATES
CONDITION REPORT
An initial condition report done by the Conservation department is recommended to assess the durability and handling of the paper, binding and any additions (e.g. fold-outs, tipped in and creased newspaper clippings, organic matter – such as pressed flowers, loose papers, fasteners or three dimensional objects.) This condition report will serve as a record of how the item was received and will identify potential scanning issues or recommendations for special handling procedures such as custom built mounts and materials or an extra pair of hands to manipulate delicate features. When the scanning job is complete, the book should be checked against the initial condition report to determine if there was any damage. Conservation will then meet with the lending department and determine if any repairs or preservation interventions will be required to stabilize the book before it’s return to the stacks or outside department.
PAGES
Many of the commercial scrapbook pages may contain adhesives or be wrapped in plastic/polyester film. If possible, remove protective films to minimize glare or reflection in the scan. In the presence of Conservation, test in an inconspicuous area if the plastic film can be peeled away from the page without damage. Do not proceed if film cracks or sticks to pages or materials. Many of the stiff paper pages may be acidic; in consultation with the lending department, Conservation can recommend post-digitization preservation solutions. Many of the scrapbooks pages are likely to be brittle and the utmost care should be taken when handling the material.
ADDITIONS (fold-outs and inserts)
Scrapbooks will most likely contain glued in oversized sheets that are folded to store within the page trim. These fold-outs are commonly newspaper clippings, maps, or larger images. Conservation will assess whether the condition of the fold-outs will allow for unfolding during the digital capture. Creases in old newspaper are very prone to cracking if placed under stress. Often times there will be multiple clippings or sheets that are tipped-in or glued on one edge onto the surface the scrapbook page. Great care will be needed in gently curling back the top layers to reveal subsequent layers for digital capture. The use of a spatula or tweezers can be helpful in peeling back the layers. It is preferred to use your hands (or ideally the help of an assistant) to have a more tactile sense of the paper flexing. Do not crease any tipped-in papers.
There may be occasions where a number of loose items (photos, manuscripts, clippings) will be inserted within the pages of a scrapbook. You should take an archival perspective of original order when handling the loose items, but there is discretion to change orientation or position in the attempt to best digitally capture the information. If there are a large number of loose items or you will be digitizing the stack over multiple scanning sessions it is advised to lightly pencil numbers on the back of the sheets to maintain the order. [See note on Binding if the occasion dictates that you subtly paginate the entire scrapbook including loose inserts.]
FASTENERS
Paperclips, staples, brads, rubber bands, photo mount corners and other items are often used to attach items to a scrapbook. Conservation will determine if these fasteners are a hazard for handling and digitization of the book. Removal of fasteners for digitization purposes generally will not detract from the original presentation of the material. It is not advised to replace metal clips with plastic clips as they will introduce bulk to the book block and deform attachment sheets.
BINDINGS
Scrapbooks come in a variety of sizes and shapes. Some book bindings are designed to allow for pages to be added or removed. Handmade scrapbooks can feature simple or elaborate sewn bindings. If a stitch sewn scrapbook needs to be rebound due to age or overuse, Conservation can determine if the original binding can be removed to facilitate faster scanning of the hand labelled, loose pages. Commercially available case bound scrapbooks are common and can often be treated similar to standard books.
Screw post bindings are ideal in that the pages can be easily unbound to facilitate quicker scanning. NOTE: In the event that a book is unbound, it is essential to discreetly number every leaf in pencil (including loose items, but not glued in plates). If it is a particularly complex book, quick reference photos of the original layout and order should be captured by a hand-held camera.
If the binding of the scrapbook is study and there are few fold-outs additions then Digitization may determine that the Atiz book scanner will be the quickest method to capture the images. The Atiz is the preferred workstation for ease of handling and by using the cradle and glass, one can get a more accurate scan without rolling or shadows near the gutter of scrapbooks with large spines.
If the book is very fragile, has many additions that require fold-outs or multi-layered or tipped in clippings, it is recommended to use the Zeutschel overhead scanning station.
The remainder of this documentation will focus on best practices scanning scrapbooks on the Zeutschel.