Historic document digitisation is a controlled process that combines careful handling with consistent imaging and quality assurance. The correct approach depends on the material, its condition, size, construction and intended use.
1. Survey and preparation
Before scanning begins, the collection should be surveyed. Record identifiers, page counts where practical, formats, sizes, condition, bindings and any special handling requirements. Remove or document clips, folders and temporary enclosures according to the project's handling plan, while retaining the information needed to reconstruct original order.
2. Decide what the master should be
The preservation master should be agreed before production. For many heritage document projects, high-resolution TIFF is useful because it provides a stable, high-quality image from which derivatives can be made. The exact resolution should reflect the document, capture system and project specification rather than being chosen purely because a number sounds impressive.
3. Choose the right scanner
Flat documents, bound volumes, maps and fragile objects may need different equipment. Planetary book scanners are suitable for many bound and delicate materials; large-format systems are needed for oversized plans and maps; photographic systems can be more appropriate for transparent or reflective originals.
4. Capture consistently
Production should use agreed settings for resolution, colour mode, file format, naming and page order. Operators should monitor focus, exposure, cropping and alignment. Special materials such as parchment, faded ink or photographic objects may require additional attention.
5. OCR and access files
OCR can make printed documents searchable and can improve practical access. However, OCR should normally be considered a derivative rather than a replacement for the image master. Historical fonts, handwriting, faded text, unusual layouts and damaged pages can all reduce OCR accuracy.
6. Quality assurance
QA should check completeness, image quality, page sequence, file names, cropping, orientation, colour, metadata and output integrity. For larger projects, sampling and documented correction procedures help maintain consistency across the collection.
7. Delivery and preservation
A digitisation project is not complete when the scanner stops. Files need secure storage, backup, appropriate metadata and a clear distinction between preservation masters and access copies. The original documents should also be returned to suitable physical storage.
Oxford Duplication Centre's approach
Oxford Duplication Centre digitises corporate, consumer and heritage collections, including books, maps, manuscripts, parchment and fragile documents. Our current service information describes specialist planetary scanning for fragile books and material up to A1+, and high-resolution TIFF and PDF outputs for appropriate projects.
We provide professional digitisation for corporate, heritage and personal collections from our facility in Kidlington, Oxfordshire. Our work covers documents and books, photographic film and glass plates, audio and video tapes, motion film and legacy digital media. The correct workflow depends on the original material, its condition and the purpose of the digitisation project.
Frequently asked questions
What resolution should historic documents be scanned at?
It depends on the document, size, detail and project specification. High-resolution masters are often appropriate for preservation, while lower-resolution derivatives can be produced for access.
Should historic documents be scanned in colour?
Often colour capture is valuable even when a document appears monochrome because paper tone, annotations, stains and material characteristics can carry information. The final choice should reflect the project requirements.
Can historic documents be OCR'd?
Printed material can often be OCR'd, but handwriting, unusual typefaces and degraded originals can be challenging.
Can fragile documents be scanned?
Yes, with appropriate equipment and handling. Very fragile or unstable material should be assessed before production.
Need this format digitised?
If you have this type of material in your collection, Oxford Duplication Centre can discuss identification, condition, handling, digital outputs and the most appropriate transfer workflow.
Explore our heritage and document digitisation serviceNeed DAT tapes digitised?
Oxford Duplication Centre provides professional DAT digitisation for individual tapes and archive collections, with preservation and access outputs tailored to your requirements.
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