request for quote part b: statement of …...environmental management system. hardware and software...

Sensitive:NSW-Government-DLM-ONLY

© State of New South Wales – 2016 of 37

Request for Quote

PART B:

STATEMENT OF REQUIREMENTS

Supply Panel for the Digitisation of Heritage Materials

Category 1 – Printed Materials

RFP Number:

Location:

Annexures

A - Project Status Report B - Quality Assurance Certificate C - Acceptance Criteria/Quality Assurance Report D - Collection Metadata Spreadsheets E – Sharpness Comparison Text file

.pdf

.pdf

.pdf

.csv

.jpg



1. DOCUMENT CONTROL

Document Version:

TRIM File No:

Date:

Status:

Confidentiality:

Name Department & Job Title Date Approved Approval Details



Table of Contents

1. TECHNICAL EVALUATION.................................................................................................................... 4 Overview ............................................................................................................................................ 4 Objectives .......................................................................................................................................... 4 Purpose ............................................................................................................................................. 4 Project Scope ................................................................................................................................... 4 Collection Material types ................................................................................................................. 4 Inventory ............................................................................................................................................ 4 Location and Environment .............................................................................................................. 5 Review of Premises ......................................................................................................................... 5 Data Security and Management .................................................................................................... 5

Work Health and Safety .................................................................................................................. 5 Environmental Management .......................................................................................................... 5 Hardware and Software .................................................................................................................. 5 Project Management ....................................................................................................................... 5

2. CARE AND HANDLING OF ORIGINAL MATERIALS ......................................................................... 6 Delivery of the Collection Materials ............................................................................................... 6 Inventory Requirements .................................................................................................................. 6 Collection Handling Requirements ................................................................................................ 6 Handling of USB/Flash Hard drives............................................................................................... 6 Storage .............................................................................................................................................. 6 Bound and Fragile Material ............................................................................................................ 7 Return of Collection Materials and Deliverables ......................................................................... 7 Boxing and Transportation.............................................................................................................. 7 Condition Reports on Return .......................................................................................................... 7

3. SPECIFICATIONS ................................................................................................................................... 8 Extent of Capture ............................................................................................................................. 8 Protective Covers ............................................................................................................................. 8 Image Resolution ............................................................................................................................. 8 Image Sharpness ............................................................................................................................. 9 Colour Management ...................................................................................................................... 10 Archival Master file specification .................................................................................................. 11 Cropping and De–skewing of Archival Masters ......................................................................... 11 Title and Resolution Scans ........................................................................................................... 14 Checksum Generation ................................................................................................................... 18

4. METADATA ............................................................................................................................................ 20 External Metadata (CSV) .............................................................................................................. 20 Embedded Metadata ..................................................................................................................... 22 TIFF Tags ........................................................................................................................................ 26

5. QUALITY ASSURANCE ....................................................................................................................... 29 6. FILE NAMING AND FOLDER STRUCTURES ................................................................................... 30

File and Folder Naming Schema ................................................................................................. 30 File Directory Structure – Archival Master Deliverables ........................................................... 30 File Naming and Digital ID Schema ............................................................................................ 32

7. SERVICE LEVELS ................................................................................................................................. 33 Services, responsibility and measure ......................................................................................... 33

8. DELIVERABLES .................................................................................................................................... 35 Matrix of deliverables mapped against each service: ............................................................... 35

9. QUALITY ASSURANCE AND ACCEPTANCE OF DELIVERABLES ............................................. 36 Quality Assurance Process .......................................................................................................... 36 Technical Evaluation Assessment Criteria ................................................................................. 36

10. DEFINITIONS AND ACRONYMS ........................................................................................................ 38 11. STANDARDS REFERENCES & VERSION REQUIREMENTS ...................................................... 40 12. LIST OF ANNEXURES .......................................................................................................................... 41

Annexure A – Project Status Report for completion by the Contractor .............................................. 41 Annexure B – Quality Assurance Report for completion by the Contractor ...................................... 41 Annexure C – Deliverables Acceptance Criteria for completion by the State Library of NSW ....... 41 Annexure D – Collection Metadata Spreadsheets for completion by the Contractor ...................... 41 Annexure E – Sharpness Comparison Text File.jpg ............................................................................. 41

© State Library of New South Wales – 2016 of 36

2. TECHNICAL EVALUATION

Overview

This document sets out the minimum requirements of the State Library of New South Wales (SLNSW) in relation to the Technical Evaluation. The Respondent must indicate in Returnable Schedule 1 of their response the extent to which it complies with the requirements set out in this document and Annexures.

Objectives

The SLNSW is seeking to identify suitably qualified and experienced companies to provide digitisation services (including equipment, personnel and expertise) to digitise a selection of the SLNSW Printed Materials Collection.

Contractors short-listed from the desktop evaluation will be given a test batch of items from the Printed Materials collection.

The Contractor will be required to digitise all titles in the test batch, deliver Archival Master files as well as any administrative and technical metadata requested.

Purpose

The purpose of digitising a test batch as part of the evaluation process is to mitigate the risk to the State Library of a supplier being accepted onto the digitisation panel based purely on a well written Proposal response as opposed to actual demonstrated capability in being able to perform the required services to the standards required by the SLNSW.

Project Scope

The Services sought from the Contractor include:

Digitisation of the Test Batch of collection materials to create Archival Masters. (as detailed in Section 3.6)

Addition of specific metadata to Archival Masters. (Section 4.2)

Generation of checksum data for each digital file created. (Section 3.9)

Supply of specific administrative metadata. (Section 4.1.2)

Quality assurance of the Deliverables produced from the services described in sections. (Section 5)

File transfer of the Deliverables and packing/return of Collection Materials (originals and digitised files). (Section 2)

Retention of a copy of the digitised files until the integrity and quality acceptance of the transferred files has been confirmed by State Library. (Section 7.1.6)

Collection Material types

The Collections Materials identified for this Technical Evaluation consist of items from the Printed Materials collection, including books, serials, journals, magazines, pamphlets, catalogues and ephemera.

Inventory

A detailed inventory will be provided to the Contractor with the shipment of Collection Materials.


Location and Environment

The Contractor’s premises where the digitisation work is to be undertaken must, as a minimum, be in a building that is secure, well maintained, regularly cleaned and fitted with a fire protection system.

No smoking, food or drink should be allowed in the work or storage area. The work and storage areas must be lockable, dust free, cool and dry with no extreme fluctuations of temperature or humidity. The Collections Materials must be protected from direct sunlight.

The Contractor must take all reasonable care and prudence in all matters which may touch upon the good care of State Library’s Collection Materials while in the Contractor’s possession.

Review of Premises

Short-listed Contractors who are successful in progressing to the Technical Evaluation stage will have an inspection of their production facilities carried out by SLNSW technical staff before the Test Batch is delivered for the Technical Evaluation.

Data Security and Management

The State Library prefers that the Contractor has current certification for:

ISO 9001 Quality Management Systems and

ISO 27001 Information Security Management.

Work Health and Safety

The successful Respondent must conduct its own assessments & investigations regarding the work Health and Safety of all persons affected by the services delivered under this project. All equipment used must be in safe and reliable condition and meet all relevant safety requirements, regulations and standards.

The successful Respondent will be required to comply with Work Health and Safety Act 2011, any related regulations and codes of practice and any directions, policies and guidelines given by the Library.

The Libraries Work Health and Safety Policy can be downloaded from:

www.sl.nsw.gov.au/about/policies/docs/work_health_safety_policy_2012.pdf

Environmental Management

The Library is committed to procuring sustainable products, works and services where possible. The successful Respondent will be required to comply with any directions, policies and guidelines given by the Library. If requested by the Library, the successful Respondent must submit evidence of its environmental management system.

Hardware and Software

The Contractor must maintain its hardware and be able to show a record of this. The Contractor may be required to report in writing to the Library any intended hardware and software upgrades prior to its implementation.

Project Management

The Contractor must provide a single point of contact for managing all operational aspects during the Technical Evaluation phase. This person will act as the Contractor’s Project Manager, and must have appropriate authority to make day-to-day project related decisions.

http://www.sl.nsw.gov.au/about/policies/docs/work_health_safety_policy_2012.pdf


3. CARE AND HANDLING OF ORIGINAL MATERIALS

Delivery of the Collection Materials

Test batch materials will be hand delivered to the short-listed Contractors following the site visit by

State Library technical staff. If required, materials may be couriered to the candidate by the SLNSW’s

preferred courier.

Inventory Requirements

Upon receipt of the collection materials, the contractor must:

Check that no damage has occurred to the packaging or the items during transport. Any damage must be reported immediately to the SLNSW Project Manager.

Confirm to the SLNSW Project Manager that the material received matches the inventory provided by the SLNSW.

Collection Handling Requirements

The contractor must handle the collection material with care at all times. If any issues arise during the handling, for example, pages become loose in a volume, please contact the SLNSW’s Project Manager for advice.

The following guidelines apply:

Handle with clean hands at all times.

Keep food and drink away from collection material.

Maintain clean scanning equipment and work surfaces.

Items should not be defaced or damaged by the use of pens, stamps, liquid paper, sticky tape, and cleaning products nor torn/cut out of volumes.

Avoid using metal paper clips, adhesives notes, rubber bands, Blu-Tac or acidic papers.

Use acid free paper for flagging material if needed.

Protect items from direct sunlight and extremes of temperature and humidity.

Handling of USB/Flash Hard drives

USB/flash hard drives are typically damaged because of rough handling, shock and vibration, or electrostatic discharge (ESD). To avoid any damage during shipment, it is important that USB/flash hard drives are handled and packaged carefully.

While working with the USB/flash hard drives:

Avoid extreme temperatures and humidity

Do not stack USB/flash hard drives

Do not place anything on top of a USB/flash hard drive

Do not drop, bump or shake USB/flash hard drives.

Storage

Collection items must be stored securely while on the contractor’s premises. Secure storage includes:

While not in use, material must be stored in a room where access is limited to contractor staff only.

Storage facilities must have appropriate fire suppression systems.

The contractor must have a disaster management strategy in place.

A stable temperature and humidity range that is appropriate for the collection material type. For paper materials this is 23°C ±2°C and 50% ±10% relative humidity. Please note that materials stored within packaging material will maintain stable conditions more easily.


Bound and Fragile Material

If the collection material is bound or fragile and difficulties arise with scanning, due to issues such as foldouts, uncut pages or the binding being too tight to allow the appropriate capture of information, please cease work on the specific item and consult with the SLNSW Project Manager for further instruction.

Return of Collection Materials and Deliverables

The Contractor must advise the State Library when it has finished digitising the Collection Materials. The SLNSW will provide instructions for packing and transportation of the Collections Materials. The Contractor must ensure that the Collections Materials are repacked for transport according to the instructions provided by the SLNSW and the delivery report is signed and included.

Packages/boxes must be clearly labelled with the SLNSW name and delivery address:

State Library of New South Wales Loading Dock, Hospital Road Sydney NSW 2000

The SLNSW will coordinate the return of the Collection Materials via its preferred courier.

The Deliverables must be delivered using a USB/Flash Hard Drive/s, The SLNSW will provide a suitable USB/Flash Hard drive/s for this purpose. The USB/Flash Hard drive/s must be packaged for return, according to SLNSW instructions, to ensure that they are not damaged in transit.

Proposals by Contractors to use other delivery methods e.g. FTP will be assessed and considered.

Boxing and Transportation

The Library will cover all costs associated with the shipping of Collection or project item/s including any crating, packing, transportation.

Appropriate transport arrangements must be agreed between parties for all collections.

The collection material should be transported via courier or hand delivered.

Retain all packing material and pack for return according to packing instructions in same

packing box. Ensure material is packaged securely in the boxes and is surrounded by

appropriate packing material to ensure there is no movement during transit.

Condition Reports on Return

Upon return of the Collection Materials, the SLNSW will check:

that no damage has occurred to the Collection Materials,

that no damage has occurred to the packing cases during transport,

the inventory of the Collection Materials to ensure that all items are accounted for, including all required documentation,

the operation and contents of the USB/Flash Hard drive/s, and

the integrity of the digitised files on the USB/Flash Hard drive/s.


4. SPECIFICATIONS

Extent of Capture

The SLNSW has set the following guidelines and requirements for image capture:

Volumes (i.e. books, serials, magazines, journals, catalogues, pamphlets etc.) are to be digitised as single individual pages unless the opposing pages are designed to be viewed as a whole i.e. double pages spreads or centrefolds

Images are to be captured to show the edges of the page

A single Title Scan is required at the beginning of all sequences of digitised images (See Section 3.8.1)

Title and Resolution scan/s (See Section 3.8) are to be captured at the start of scanning of any volume

Each page will be saved as an individual Archival Master file (in TIFF 6.0 format)

Covers, endpapers and blank/spacer pages are also to be digitised as Archival Masters

The order of pages delivered will always follow the original sequence of pages in the volume

Foldouts, inserts, etc. that need to be digitised on other devices must be reinserted in final sequence of Archival Master files set, prior to any further workflow, creation of derivatives or subsequent processing. All subsequent action e.g. OCR, must only occur after the volume has been fully digitised with all individual components assembled in the correct sequence

Images must represent page orientation as present in original volume, i.e. vertical orientation of images and diagrams in original volumes must be maintained

Blank pages are those which have no printed or handwritten text, stamps or watermarks

Blank pages are to be captured where required, to ensure that page order (i.e. left hand, right hand pages) sequences are maintained

Multiple or long runs of blank pages are not to be captured

File naming and folder structure to follow SLNSW schema (See Section 6)

Devices used for digitisation should be colour profiled and synchronised to record accurate date and time.

Important Notes:

Contractors should note that a substantial proportion of the Library’s printed material collection is unsuitable to be digitised on flatbed scanner or on devices that press the volume flat under glass. In many cases digitisation will require devices with V-shaped cradles

It is the SLNSW’s overall preference to show full edges when capturing pages. Scanning devices which use clips/clamps etc. to hold pages flat may obscure the page edge and detract from the authentic representation of the physical object.

The decision whether to allow the use of devices with clips (and subsequent cropping of page edges)

will be determined and specified for each collection type that is offered for digitisation.

Protective Covers

Protective covers (i.e. Mylar book covers), where present, are not to be removed and are to be captured as part of the digitising process. When capturing images to show the edges of pages the mylar is not to be considered as the edge. Only the actual book covers or pages should to be used as a guide for this requirement i.e. cropped to show a 3-5 mm border around the edge of the page or cover

Image Resolution

Pages are to be scanned at 400 ppi as a minimum (optical resolution). Up-sampling or interpolation is unacceptable.

Oversize volumes, foldout maps etc. must be captured to clearly resolve the smallest meaningful element on the page. The Library’s preference is that they should also be captured at 400ppi minimum. SLNSW will consider variation from this on a case by case basis.


The Contractor will need to contact the Library for instructions when encountering unusual or non- standard page layouts or oversized volumes or foldouts.

Image Sharpness

It is expected that all digitised material will be in focus and fit for purpose. It is expected that the digitised files will be used as a basis for the future production of derivatives such as searchable text created by automated Optical Character Recognition (OCR) technology, text and images delivered by web based technologies and potently print based products.

To achieve the SLNSW expectation for focus - Annexure E, a sharpness file called Sharpness Comparison Text File.jpg should be referenced.


Colour Management

The SLNSW uses the QP 101 card to enable colour management of digital files created when copying physical collection materials. The card also provides scale and size information.

The QP101 card is to be used at the beginning of digitising a volume/sequence of pages. It is to be placed on the focus chart when capturing the Resolution Scan (Section 3.8.2)

See figure below:

Image 9: Example of QP101 Card

The RGB values are as follows:

dark grey patch is 68 (+/- 10),

mid grey patch is 115 ( +/- 10) and the

white patch is 225 (+/- 10)

The values must be equal (neutral) for each RGB colour channel i.e. 115/115/115


Archival Master file specification

Each cover, end paper, title page, text page and foldout scanned will be saved as an individual Archival Master file.

Technical specifications for Archival Master files are:

24 bit full colour, uncompressed TIFF 6.0 files

Colour space: Adobe RGB (1998)

Fidelity to colour and tonality of original item is essential

Volumes are to be digitised on a pale neutral background. This should be visible around page edges

All images must show edges of pages (this is also required for covers, foldouts etc. that are digitised on different devices), de-skewed

Metadata must be embedded in TIFF file headers, as specified in Sections 4.2 and 4.3

Cropping and De–skewing of Archival Masters

The cropping of the Archival Masters must create an image that is:

Cropped to show a 3-5 mm border around the edge of the page or cover

Care is to be taken so that cropping and de-skewing produce an image with an evenly spaced border

The edge of page adjacent to gutter/spine is to be closely cropped but still showing line of the spine

See Image Figures 1 and 2 for visual examples of cropping

Where required the Archival Master is to be de-skewed so that lines of text are within +/- 10 of horizontal

If the text is not printed square to the page edge then priority should be given to aligning the page edge rather than the text within the page.

.

Image Figure 1: Example of the cropped Archival Master file from a book, showing page edge, width of border, spine and neutral background


Image Figure 2: Example of the cropped Archival Master file from a Pamphlet The Master file is to be cropped to just outside the page edge.

Image Figure 3: Example of the cropped Archival Master file from a Pamphlet


Image Figure 4: Page corner detail of cropped Archive Master showing page edge, border proportions and background sheet colour


Title, Resolution & Foldout Scans (Reference Scans)

The first digital image in every set of scanned page images, whether a complete physical volume or a subdivision of a physical volume folder, will be a Title Scan.

The next two images will be Resolution Scans, one for the Left side then one for the Right side. These scanned images allow the Library to identify the volume and evaluate scanner performance, focus, and exposure and image clarity for that scanning session.

When a Foldout is scanned there will be two tifs generated:

1. Foldout + QP card and

2. Cropped Foldout

These files will also be known as Reference Files and should be named with an ‘r’ in the file name to separate them from the Master Files.

Title Scan

A single Title Scan is required at the beginning of all sequences of images followed by resolution scans from both cameras.

The Title Scan must include the following elements:

A clearly typed text block showing:

Call Number

Match Point

Digital ID as per SLNSW schema

Title of volume/book

Date of digitisation

Service Provider Name

SLNSW Notes (if any)

SLNSW & Digital Excellence Program Logo (will be supplied)

A Title Scan will always be the first image in a set. It should be named as in the following: Digital ID_4 Digit Sequence Number_Type (r= reference).File Extension

Example: b08851_0001_r.tif

Please see 6.3 File Naming and Digital ID Schema for more detail.


Image Figure 5: Example of Title Scan

Resolution Scans

The next two images captured when digitising a volume will be Resolution Scans, one for the Left side then one for the Right side. These scanned images allow the Library to evaluate scanner performance, focus, and exposure and image clarity for that scanning session.

The Resolution Scans must be carried out for each camera/scanning device used and needs to


include the following elements:

An indication of which camera is used (i.e. a tag indicating RHS or LHS, as appropriate, must be included in the scan)

A scan of the Association of Information and Image Management (AIIM) Scanner Test Chart #2, AIIM X441 (or equivalent approved by SLNSW)

A QP101 grey scale card (or equivalent approved by SLNSW)

A ruler or scale (if not included in the QP101 card) The Resolution Scan will always be the second and third images in a set. They should be named as in the following examples:

1. b08851_0002_r.tif 2. b08851_0003_r.tif

Image Figure 6. Resolution Scan LHS Camera Image Figure 7. Resolution Scan RHS Camera

Foldout Scans

Any page or foldout page that is digitised on a device different to the regular page images will be a Foldout Scan.

A Foldout Scan must be digitised in a colour managed workflow such that it maintains fidelity to the colour and tonality of original item.

When a Foldout is identified during scanning a place-holder should be inserted in the page sequence to indicate the location of the foldout.

Once the Foldout is scanned two files need to be created and merged back into the sequence to replace the place-holder scan. These files are:

1. The Foldout with a QP card (a Reference file) 2. A cropped version of the Foldout (a Master file)


These files need to be named using the same digital ID and sequence number but with a unique letter

as outlined in 6.3 File Naming and Digital ID Schema. For example if page 21 in a book sequence was

a Foldout then the two Foldout scans created would be named:

1. b08851_0021_r.tif (a Reference file) 2. b08851_0021_m.tif (a Master file)

Example of a Foldout with QP card Named with _r: b08851_0021_r.tif

Reference File

Example of a cropped Foldout named with _m: b08851_0021_m.tif Master File


Checksum Generation

The Library requires a Checksum Manifest to be provided in the root directory of each delivery returned to the Library on the external hard disk drive. The Checksum Manifest is a structured listing of checksum information for all the files in the delivery.

The Checksum Manifest must:

be a CSV

list the full path and file name for each file in the batch,

list the checksum type (SHA-1),

list the checksum value for each file

list the name and version of the software used to create the checksum.

Checksum Manifest file naming

It is expected that the checksum manifest will be generated to match the delivery of files and will be given an appropriate file name:

Components of a Checksum Manifest filename: Example:

Project Name 3 letter code _PMA or DSM or PAM

Vendor Name 4 letter code _DCIT

Reverse Date YYYYMMDD 20160610 ( at 10/06/2016 for example)

Sequential Delivery

Number

3 digit number _001 (then 002 etc to match the delivery number)

Content Type Checksum _checksum

File Extension .CSV, .TXT .csv

Example of a Checksum Manifest file name: DSM_ DCIT_20160610_001_checksum.csv

Instructions for specific file naming of the checksum manifest will be provided with documentation that accompanies each batch of Collection Materials.

Manifest file naming requirements:

The file name must use “_” (underscore) to separate component parts of file name

The file name must not include spaces or other diacritics

Checksum Manifests should be stored in the Level 1 (root) Project ID directory for each batch.

N.B. While checksum manifests are typically text or CSV files, some checksum generation software will apply the hash algorithm used, as the file extension to a checksum manifest text file. These files are still considered suitable text files. For example: checksum_manifest_filename.md5 instead of checksum_manifest_filename.text

In addition to the checksum manifest some checksum software e.g. Shotput Pro will also output an Offload Log. If possible this should also be supplied as a .csv or.txt file

Tools for Generating Checksums

Depending on the Operating System used by the vendor, the SLNSW suggests the following checksum generation tools.

For PC:

● Shotput Pro ● ExactFile ● Hash My Files ● TeraCopy 3.0 beta

For Mac:

● Shotput Pro


Checksum Manifest File Formats

Depending on which checksum software is selected, the following file formats for the checksum manifests are expected to be generated from each of these tools:

● CSV - Hash My Files, Shotput Pro ● TXT - ExactFile ● XML - Shotput Pro ● XSLX - Hash My Files

The specific file format will be negotiated with the SLNSW once the software tool for generating checksums has been nominated by the Contractor.


5. METADATA

The SLNSW requires a variety of metadata relating to the creation of digitised images to allow for the long term management and sustainability.

The Library will provide a CSV file containing metadata for each batch of collection items to be processed. The detail of the supplied metadata is outlined in Section 4.1.1 Metadata provided by the Library.

The CSV file is to be used by the Contractor to:

● incorporate specific metadata into new fields in the provided CSV for each item digitised as outlined in Section 4.1.2 Metadata required from Contractor and

● embed metadata into the XMP metadata (Section 4.2.1) and TIFF tag metadata (Section 4.3) into the captured image TIFF header as outlined in Section 4.2 Embedded Metadata

External Metadata (CSV)

This section covers what is supplied in the CSV file and how this data is to be supplemented and used by the Vendor.

The CSV will be supplied for each batch of 25 books and will be named according to the Batch Number or Work Order Number for that Batch e.g. D47519.csv

The supplemented CSV should be supplied using the same name and should be placed at the 3rd Level

of the Delivery folder as outlined in 6.2 File Directory Structure – Archival Master Deliverables

Metadata Provided by the Library

The Library will provide the following metadata in a CSV file for each batch of collection items. Each Volume will be represented on a single row of the CSV file.

Field Label Definition

BATCH Work Order Number supplied by the Library

DIGITAL ID Digital ID supplied by the Library

MATCH POINT 019 field subfield a from the bibliographic record – Libraries Australia number used as match point for overlay

CALL NO. Call Number from the Millennium item record

VOLUME Volume field from the Millennium item record if present

TITLE 245 field from the bibliographic record

AUTHOR 100 field from the bibliographic record if present

EDITION 250 field from the bibliographic record if present

PLACE 260 field subfield a from bibliographic record

PUBLISHER 260 field subfield b from bibliographic record

DATE 260 field subfield c from bibliographic record. May also include copyright information or multiple dates.

MAT TYPE Code from MATTYPE fixed field in Millennium


- - no information

“a” – printed material

“b” – archival material

“c” – music, printed

“d” – music MSS

“e” – map, printed

“f” – map, MSS

“g” – film, video

“j” – sound, music

“i” – sound, word

“k” – picture

“m” – computer file

“o” – kit

“p” – mixed material

“r” – realia (object)

“t” – manuscript

“y” – digitised

“z” – online

LANG ISO 639 code for the language of the book, e.g.

“eng” – English

“fre” - French

“spa” - Spanish

“dut” - Dutch

“dan” – Danish

“ger” – German

PAGINATION 300 field subfield a – number of pages in the book, as printed in their respective sequences. “Leaves” differ from “pages” in that leaves are printed on one side not both sides.

ILLUSTRATIONS 300 field subfield b – an indication about whether the book is illustrated, has maps, whether the illustrations are in colour, and the presence of other graphical content

DIMENSIONS 300 field subfield c – usually an indication in cm of the height of the book

BARCODE Barcode field from the Millennium item record

RIGHTS Copyright statement supplied by the Library

CONTRIBUTOR Contractor acknowledgment statement

SL NOTES [as required]

Metadata required from Contractor

The Contractor is required to incorporate selected metadata into the provided CSV for each item digitised.

Field Label Definition

CAPTURE DATE Date of capture in ISO 8601 format

CAPTURE DEVICE

OPERATOR ID Identifier for the Operator


EQUIPMENT ID Serial number

DIGITAL ID SEQUENCE Example of this

EXCEPTION NOTE Exception reports for missing or out of sequence pages

CONDITION NOTE Damage and condition notes

PAGE COUNT Actual page count based on pages digitised (excluding Resolution Scans)

CONTRACTOR NOTES [as required]

QA CHECKS General note after digitisation

Embedded Metadata

The Library requires that a small amount of metadata is embedded into Archival Master TIFF files, along with metadata that is automatically produced during digitisation. This is to assist with the long term management of the images and is required within the XMP and TIFF tag metadata.

The metadata to be embedded is supplied in the CSV in the following fields.

MATCH POINT (Unique ID)

RIGHTS

CONTRIBUTOR (Contractor)

XMP Metadata

The Extensible Metadata Platform (XMP) is an ISO standard, originally created by Adobe, to create, process and exchange standardised and custom metadata for digital documents and data sets.

A typical process to update XMP data is to create an XMP file containing the required data from the supplied CSV and then apply that to a collection of images using an Adobe product such as Photoshop or Bridge or any of a number of open source or proprietary metadata editing tools.

A list of metadata editing tools can be found at: https://en.wikipedia.org/wiki/Extensible_Metadata_Platform#Support_and_acceptance.

Alternatively a command line tool such as Exiftool can be used to populate the required metadata e.g.

exiftool -identifier="Match point from CSV" -contributor="Contributor from CSV followed by

Contractor name" -rights="Rights from CSV" -documentname="Match point from CSV" -

artist="Contributor from CSV followed by Contractor name" -copyright="Rights from CSV" -

overwrite_original -P filepath\*.tif

Metadata to be embedded in XMP format should use the following namespaces:

EXIF (namespace: http://ns.adobe.com/exif/1.0/)

TIFF (namespace: http://ns.adobe.com/tiff/1.0/)

DC (namespace: http://purl.org/dc/elements/1.1/)

http://ns.adobe.com/exif/1.0/

http://ns.adobe.com/tiff/1.0/


CSV fields DC elements Name

Type Description Value

Contributor dc:contributor Unordered array of ProperName

DCMI definition: An entity responsible for making contributions to the resource. DCMI comment: Examples include a person, an organization, or a service. Typically, the name of a contributor should be used to indicate the entity.

XMP addition: XMP usage is a list of contributors. These contributors should not include those listed in dc:creator.

CONTRIBUTOR (supplied by Library in CSV)

followed by Contractor’s name

Match point

dc:identifier Text DCMI definition: An unambiguous reference to the resource within a given context.

DCMI comment: Recommended best practice is to identify the resource by means of a string conforming to a formal identification system.

MATCH POINT

(supplied by Library in CSV)

Rights dc:rights Language

Alternative

DCMI definition: Information about rights held in and over the resource.

DCMI comment: Typically, rights information includes a statement about various property rights associated with the resource, including intellectual property rights. XMP addition: XMP usage is a list of informal rights statements, given in various languages.

RIGHTS

(supplied by Library in CSV)

XMP example

The following is an example of well-formed XMP. Content in the example is supplied for demonstration purposes only. The sections highlighted in bold green text show the correct encoding for the values that will require embedding as outlined in 4.2.1. and in 4.3 TIFF tags.

<?xpacket begin='' id='W5M0MpCehiHzreSzNTczkc9d'?> <x:xmpmeta xmlns:x='adobe:ns:meta/' x:xmptk='Image::ExifTool 9.32'>


<rdf:RDF xmlns:rdf='http://www.w3.org/1999/02/22-rdf-syntax-ns#'>

<rdf:Description rdf:about=''

xmlns:aux='http://ns.adobe.com/exif/1.0/aux/'>

<aux:Firmware>IQ180, User Firmware: 2.01, Main=2.35, Boot=1.00, FPGA=1.12,

DPLD=1.01, Util=1.28, CIF=4.23.1, TGEN=2.00.32768, Fonts=0.05,

Images=0.05.18</aux:Firmware>

<aux:Lens>Mamiya MACRO 120mm f/4.0 D</aux:Lens>

<aux:SerialNumber>FP001138</aux:SerialNumber>

</rdf:Description>

<rdf:Description rdf:about=''

xmlns:dc='http://purl.org/dc/elements/1.1/'>

<dc:contributor> <rdf:Bag>

<rdf:li>Contributor from CSV followed by Contractor name</rdf:li>

</rdf:Bag> </dc:contributor> <dc:creator> <rdf:Seq> <rdf:li>Ellis, Alfred William Leslie</rdf:li> </rdf:Seq> </dc:creator> <dc:date> <rdf:Seq> <rdf:li>1914-19-44</rdf:li> </rdf:Seq> </dc:date> <dc:format>image/tiff</dc:format> <dc:identifier>Match point value from CSV</dc:identifier> <dc:language> <rdf:Bag> <rdf:li>eng</rdf:li> </rdf:Bag> </dc:language> <dc:rights> <rdf:Alt>

<rdf:li xml:lang='x-default'> Rights value from CSV</rdf:li> </rdf:Alt> </dc:rights> <dc:title> <rdf:Alt> <rdf:li xml:lang='x-default'>Alfred William Leslie Ellis, Group Captain,

papers, 1914-1944, mainly concerning the 4th Squadron, Australian Flying

Corp</rdf:li> </rdf:Alt> </dc:title> <dc:type> <rdf:Bag> <rdf:li>textual record</rdf:li> </rdf:Bag> </dc:type> </rdf:Description> <rdf:Description rdf:about='' xmlns:exif='http://ns.adobe.com/exif/1.0/'> <exif:ApertureValue>13301/2002</exif:ApertureValue> <exif:DateTimeOriginal>2013-06-28T14:41:00</exif:DateTimeOriginal> <exif:ExifVersion>0220</exif:ExifVersion> <exif:ExposureTime>1/2</exif:ExposureTime> <exif:FNumber>10/1</exif:FNumber> <exif:FileSource>3</exif:FileSource> <exif:FocalLength>120/1</exif:FocalLength> <exif:ISOSpeedRatings> <rdf:Seq> <rdf:li>50</rdf:li> </rdf:Seq> </exif:ISOSpeedRatings>

http://www.w3.org/1999/02/22-rdf-syntax-ns

http://ns.adobe.com/exif/1.0/aux/

http://purl.org/dc/elements/1.1/

http://ns.adobe.com/exif/1.0/


<exif:LightSource>255</exif:LightSource> <exif:PixelXDimension>5555</exif:PixelXDimension> <exif:PixelYDimension>6105</exif:PixelYDimension> <exif:SceneType>1</exif:SceneType> <exif:ShutterSpeedValue>1/1</exif:ShutterSpeedValue> </rdf:Description> <rdf:Description rdf:about='' xmlns:exifEX='http://cipa.jp/exif/1.0/'> <exifEX:BodySerialNumber>FP001138</exifEX:BodySerialNumber> </rdf:Description> <rdf:Description rdf:about='' xmlns:photoshop='http://ns.adobe.com/photoshop/1.0/'> <photoshop:ColorMode>3</photoshop:ColorMode> <photoshop:DateCreated>2013-06-28</photoshop:DateCreated> <photoshop:ICCProfile>Adobe RGB (1998)</photoshop:ICCProfile> </rdf:Description> <rdf:Description rdf:about=''

xmlns:tiff='http://ns.adobe.com/tiff/1.0/'>

<tiff:Artist>Contributor from CSV followed by Contractor name</tiff:Artist> <tiff:documentName>Match point value from CSV</tiff:documentName> <tiff:BitsPerSample> <rdf:Seq> <rdf:li>8</rdf:li> <rdf:li>8</rdf:li> <rdf:li>8</rdf:li> </rdf:Seq> </tiff:BitsPerSample> <tiff:Compression>1</tiff:Compression> <tiff:Copyright> <rdf:Alt>

<rdf:li xml:lang='x-default'> Rights value from CSV</rdf:li> </rdf:Alt> </tiff:Copyright> <tiff:ImageLength>6105</tiff:ImageLength> <tiff:ImageWidth>5555</tiff:ImageWidth> <tiff:Make>iCam Archive</tiff:Make> <tiff:Model>GUARDIAN</tiff:Model> <tiff:Orientation>1</tiff:Orientation> <tiff:PhotometricInterpretation>2</tiff:PhotometricInterpretation> <tiff:PlanarConfiguration>1</tiff:PlanarConfiguration> <tiff:ResolutionUnit>2</tiff:ResolutionUnit> <tiff:SamplesPerPixel>3</tiff:SamplesPerPixel> <tiff:Software>CCS docWORKS v6.6-1.19</tiff:Software> <tiff:XResolution>400/1</tiff:XResolution> <tiff:YResolution>400/1</tiff:YResolution> </rdf:Description> <rdf:Description rdf:about=''

xmlns:xmp='http://ns.adobe.com/xap/1.0/'>

<xmp:CreateDate>2013-07-02T20:24:12</xmp:CreateDate> <xmp:CreatorTool>CCS docWorks v6.6.1.19</xmp:CreatorTool> <xmp:MetadataDate>2013-07-02T20:24:12</xmp:MetadataDate> <xmp:ModifyDate>2013-07-02T20:24:12</xmp:ModifyDate> </rdf:Description> <rdf:Description rdf:about=''

xmlns:stEvt='http://ns.adobe.com/xap/1.0/sType/ResourceEvent#'

xmlns:xmpMM='http://ns.adobe.com/xap/1.0/mm/'>

<xmpMM:DocumentID>xmp.iid:79543E44-01E3-E211-BA37-0022195FC2E8</xmpMM:DocumentID>

<xmpMM:History>

<rdf:Seq>

<rdf:li rdf:parseType='Resource'>

<stEvt:action>saved</stEvt:action>

<stEvt:instanceID>xmp.iid:79543E44-01E3-E211-BA37-

0022195FC2E8</stEvt:instanceID>

<stEvt:softwareAgent>CCS docWorks v6.6.1.19</stEvt:softwareAgent>

http://cipa.jp/exif/1.0/

http://ns.adobe.com/photoshop/1.0/

http://ns.adobe.com/xap/1.0/

http://ns.adobe.com/xap/1.0/sType/ResourceEvent

http://ns.adobe.com/xap/1.0/mm/


<stEvt:when>2013-07-02T20:24:12</stEvt:when> </rdf:li> </rdf:Seq> </xmpMM:History> <xmpMM:InstanceID>xmp.iid:79543E44-01E3-E211-BA37-0022195FC2E8</xmpMM:InstanceID> </rdf:Description> </rdf:RDF> </x:xmpmeta> <?xpacket end='w'?>

TIFF Tags

The SLNSW requires the use of some of the data elements in ANSI/NISO Z39.87-2006 (R2011) Data Dictionary—Technical Metadata for Digital Still Images to record technical metadata in the TIFF header of each image. In addition to the required TIFF tags, some additional tags are utilised to document the provenance of each image.

The following table shows the tags to be included in the Archival Master header:

Tag ID Name Description Sample Values

256 ImageWidth The number of columns in the

image, i.e., the number of pixels

per row.

Positive integer count of pixels

257 ImageLength The number of rows of pixels in

the image

Positive integer count of pixels

258 BitsPerSample Number of bits per component

for each pixel

1 = 1-bit(bitonal)

8 = 8-bit Grayscale

8,8,8 = RGB (24-bit)

16 = 16-bit Grayscale

16,16,16 = RGB (48-bit)

8,8,8,8 = CMYK

259 Compression Compression scheme used on

the image data.

1=Uncompressed

2=CCCIT 1D

3=CCCIT Group 3

4=CCCIT Group 4

5=LZW

6=JPEG

262 PhotometricInterpretation The colour space of the image

data

0=WhiteIsZero (bitonal &

Grayscale)

1=BlackIsZero (bitonal &

Grayscale)

269 DocumentName Name of Document from which

scanned image was made

Match Point from CSV

271 Make Camera/Scanner Make e.g. Sinar AG

272 Model Camera/Scanner Model e.g. Sinarback Evolution 75,

Sinar P3

273 StripOffsets For each strip, the byte offset of

that strip

Positive Integer



274 Orientation The orientation of the image with

respect to the rows and column

1=normal

277 SamplesPerPixel The number of colour

components per pixel

1 = When

PhotometricInterpretation = 0 or

1 (bitonal or Grayscale)

3 = When

PhotometricInterpretation =2

(RGB)

4 = When

PhotometricInterpretation = 5

(CMYK)

278 RowsPerStrip The number of rows per strip Positive integer

279 StripByteCounts For each strip, the number of

bytes in the strip after

compression

Positive integer

282 XResolution The number of pixels per

ResolutionUnit in the

ImageWidth direction

400

283 YResolution The number of pixels per

ResolutionUnit in the

ImageLength direction

400

284 PlanarConfiguration How the components of each

pixel are stored

1 = Chunky format. The

component values for each

pixel are stored contiguously.

For example, for RGB data, the

data is stored as RGBRGBRGB

2 = Planar format. The

components are stored in

separate component planes.

For example, RGB data is

stored with the Red

components in one component

plane, the Green in another,

and the Blue in another

296 ResolutionUnit The unit of measurement for

XResolution and YResolution

inch

305 Software Name and version number of the

software package(s) used to

create the image

e.g. CaptureShop V6.5

306 DateTime Date and time of image creation YYYY:MM:DD hh:mm:ss

315 Artist Used for imageProducer CONTRIBUTOR (supplied by Library in CSV)

followed by Contractor’s name



Name of the Contractor or

production unit responsible for

creation of the file

700 XMP Extensible Metadata Platform for

technical and descriptive

metadata

See 4.2.1 XMP above

34675 ICCProfile ICC Colour profile name e.g. sRGB or,

AdobeRGB(1998)

33432 Copyright Copyright notice as supplied by

Library

RIGHTS from CSV (supplied by

Library in CSV)


6. QUALITY ASSURANCE

Quality Assurance (QA) encompasses all procedures and techniques to verify the quality, accuracy and consistency of the deliverables.

The Contractor’s Quality Plan must include a detailed overview of all Quality Assurance processes that will be conducted in providing the digitisation services and the measures that will be applied.

The SLNSW will engage in a formal evaluation both to verify that the digital product of the participating Contractors meets the specifications detailed in this document and to evaluate the quality and acceptability of the digital imaging for further post-digitisation needs (e.g. OCR).

The SLNSW reserves the right to reject any digital file or files which fail to meet the specifications and requirements detailed in this document, as determined by both automated and manual evaluation methods.

The SLNSW also reserves the right to require the Contractor to rescan any page images which do not meet the specifications and requirements of this document or to refuse payment, up to and including the whole digital product produced for a shipment of materials. If the digital product of any Contractor fails to meet these specifications and requirements after rescan, the SLNSW reserves the right to require the return of materials for submission to another Contractor.

The Library’s quality acceptance criteria are:

Criteria Description Acceptance Level

File name accuracy File names and directory names are accurate 100%

File format accuracy File formats are per the Library’s specification 100%

Image quality Images meet image quality specification 100%

Completeness Required pages are captured and represented

as a digital image (i.e. no page images are

missing)

100%

Metadata accuracy Metadata and TIFF tags are present and

accurate for auto-generated fields

100%

Delivery media Delivery media is readable and images can be

ingested by the Library

100%


7. FILE NAMING AND FOLDER STRUCTURES

File and Folder Naming Schema

Instructions for specific file naming schema will be provided with documentation that accompanies each batch of Collection Materials.

File Directory Structure – Archival Master Deliverables

The following file directory structure is to be used:

Level Item Name

1st level Delivery Folder named: 3 Letter Project Code_4 Letter Vendor Code_Reverse Date_Delivery Number

2nd level Administration file folder named: Admin Files containing Checksums, QA Certificates, Project Status Reports etc

2nd level Batch Number = Workorder Number (e.g. D47549)

3rd level The updated CSV for this workorder (e.g. D47549.csv)

3rd level Intellectual Entity (IE) folder named using the stem of the Digital ID_Match Point: e.g. b08851_12345678

4th level Master file folder named: Master_ Digital ID (e.g. Master_b08851)

5th level Archival Master files sequence: contains all Master files for this ID, including Resolution Scans etc (e.g. b08851_0001_m.tif to…b08851_9999_m.tif


Level Item Name

Example screen shot


File Naming and Digital ID Schema

Each file will have a unique identifier. The naming pattern will be:

Item Description

Master file b08851_0004_m.tif (to …. b08851_9999_m.tif) or b08851_0001_r.tif

Where: b08851 is the Digital ID

0001 is a 4 digit sequence counter

‘m’ is the signifier for an Archival Master file

‘r’ is the signifier for an Archival Reference file such as a Title

Scan, Resolution Scan or any Fold-out scan with a QP Card


8. SERVICE LEVELS

Services, responsibility and measure

Service Contractor’s Responsibility

Principal’s responsibility

Measure Level required

7.1.1 Digitisation of Collection Materials to create Archival Master files

Meets the requirements set out in this SOR

100%

7.1.2 Supply of specific Administrative metadata


100%

7.1.3 Creation of Checksum data


100%

7.1.4 Quality assurance of the Deliverables produced from the services described in sections 7.1.1 and 7.1.2 (above)


100%

7.1.5 File transfer of the digitised files and return of Collection Materials (originals and digitised files)


100%

7.1.6 Retention of the digitised files until the integrity and Quality acceptance of the transferred files has been confirmed by SLNSW


100%

7.1.7 Project Management


100%

7.1.8 Change in Technical Evaluation Schedule

Inform SLNSW’s Project Manager with supporting evidence in writing immediately as per clause 7.6 “Delays” of the Master Digitisation Services Agreement. (Part C)

100%

7.1.9 Response from SLNSW on change to Project Schedule

Upon receiving the written advice about changes in project schedule, SLNSW’s Project Manager will respond back in 3 Business Days with the Principal’s decision on the change in project schedule

100%


Service Contractor’s Responsibility

Principal’s responsibility

Measure Level required

7.1.10 Delivery of Digitised files (Deliverables)

All deliveries to SLNSW must have a supporting QA Report

100%

7.1.11 Quality Inspection

The quality of Deliverables will be assessed against requirements set out in the Statement of Requirements and the Delivery Report will be completed within one business day of receiving the Collection Materials

100%

7.1.12 Technical Evaluation

SLNSW must complete inspections and certify acceptance within 30 days of receiving the Deliverables QA certified from the Contractor

100%


9. DELIVERABLES

Matrix of deliverables mapped against each service:

Service Deliverable

8.1.1 Archival Master • Archival Masters must be created as per Section 3.6

• Metadata must be embedded as specified in Section 4

• Archival Master is to be saved as per the file naming convention in Section 6

8.1.2 Addition of specific administrative information in the provided spreadsheets (CSV’s)

Completed Summary spreadsheet (CSV)

8.1.3 Addition of specific technical and administrative information in the provided spreadsheets

Completed Itemised Collection Metadata spreadsheet

8.1.4 Creation of Checksum data for each file and batch

Checksum Manifest generated and supplied in specified file format

8.1.5 Quality assurance of digitisation deliverables

Files digitised as per Quality Acceptance Criteria (Section 9)

8.1.6 File transfer and return of Collection Materials and digitised files

Files transferred onto the supplied USB/Flash Hard drive/s,

Items packed, Notification to the Library to arrange transport.

8.1.7 Retention of digitised files Access to Contractor version of digitised files

8.1.8 Project Management Compliance with SLNSW supplied templates for status reporting


10. QUALITY ASSURANCE AND ACCEPTANCE OF DELIVERABLES

The Contractor will on reasonable notice from the Library allow the Library to inspect materials and services associated with digitisation of the collection items as per this SOR.

The Contractor’s services and the Deliverables must be of the professional standard and reflect expertise commensurate with standard commercial or industrial practice for activities of those required under this Agreement and shall be suitable for the Objectives and Purpose described in sections 1.2 and 1.3 of this document.

Acceptance of deliverables will be measured against fulfilment of the requirements in this Statement of Requirements (including Annexures A to E).

Quality Assurance Process

The following acceptance process for Deliverables will apply:

1. Delivery of Digitised files (Deliverables) - Contractor to the SLNSW

All project Deliverables must have a supporting QA Certificate completed by the Contractor

2. SLNSW QA Inspection The quality of Deliverables will be assessed against requirements set out in the Statement of Requirements

3. SLNSW’s QA Inspection - Acceptance

The Library must complete inspections and certify acceptance within 30 days of receiving the Deliverables QA certified from the Contractor

4. SLNSW Quality Rejections

The Contractor must correct any deficiencies identified by the SLNSW within its 30 days’ quality inspection review period at the Contractor’s own expense and resubmit the deliverable(s) within 10 Business days from the date of notification.

5. Review by the SLNSW of rejected Deliverables

The SLNSW must complete inspections and certify acceptance within 30 days of receiving the rejected Deliverables QA certified from the Contractor

6. Resubmissions

Rework should be submitted under the same workorder number as the original rejected work with a numerical counter on the workorder number to indicate that it is a resubmission. The names for the Masters should be the same as the files they are to replace. For example if there are files rejected under a workorder D12345 the resubmitted folders would be named: D12345 (the original submission) D12345_1 (the first resubmission) D12345_2 (the second resubmission)

The Library will acknowledge the acceptance of deliverables by supplying an Acceptance Certificate.

Technical Evaluation Assessment Criteria

The Library’s assessment criteria are:


Criteria Description Acceptance Level

Archive Master -

Compliance

The extent of capture is to follow the SLNSW’s

specification 100%

Archive Master -

Completeness

Archive Master files exists for each page of volumes

supplied as per the State Library NSW’s specification 100%

Archive Master -

Sharpness

Image quality is to meet the SLNSW’s image quality

specification 100%

Archive Master - File

format accuracy

Archive Master file format have been created as per the

SLNSW’s specification 100%

Archive Master - File

name accuracy

Archive Master file names and directory structure are

accurate and follow SLNSW’s specification 100%

Archive Master -

Metadata

Metadata has been written to the Archive Master files

as per the SLNSW’s specification 100%

Archive Master files -

Cropping

Archive Master files have been cropped as per the

SLNSW’s Specification 100%

Volumes –

Resolution Scans

Each digitised file set from each volume is to contain

Resolution scans as per the SLNSW’s Specification 100%

Generate Checksum

for each file

MD-5, SHA-1 or SHA-256 checksums 100%

Creation of

Checksum Manifest

Checksum manifest provided for each Collection as the

file type CSV, TXT or XML

100%

File Delivery and

Media - Operating

System & File

System

Windows OS 7.0 compatible, NTFS and free of

malware 100%

Reporting -

Spreadsheets

Spreadsheets completed:

Summary spreadsheet, Itemised Collection Metadata

spreadsheet

100%


11. DEFINITIONS AND ACRONYMS

Term Definition

Accepted (work) Packages of work returned to the Library by the successful Contractors that meet all quality acceptance checks conducted by the Library

Archival Master A high Resolution reproduction of the Original source material that contains content that the Library intends to maintain for the long term without loss of essential features.

ALTO ALTO (Analysed Layout and Text Object) an XML Schema that details technical metadata for describing the layout and content of physical text resources

Collection Item / Material

Any item that forms part of the collection held by the Library

Checksum Checksums are used to ensure the integrity of a file after it has been transmitted from one storage device to another. The checksum is calculated using an algorithm and is normally posted along with the download. To verify the integrity of the file, a user calculates the checksum using a checksum calculator program and then compares the two to make sure they match

Checksum Manifest A log file containing a checksum plus its associated file path and file name metadata. Checksum manifests may also include other technical metadata, such as date-time stamps of files and information about the software and version that created the checksum manifest file

Cropping/Cropped The process of reducing the size of images by removing parts that are near the edges

Deliverable(s) Digital files or services that the successful Contractors will provide

Descriptive Metadata Metadata describing and identifying information resources

Deskewing The correcting of distortion caused by image capture from a viewpoint other than on the perpendicular

Digital Imaging A term used generally to describe the process of creating and manipulating digital images

Digitisation The process of converting analogue materials into digital objects. This involves not only digital imaging but also the production of Metadata and OCR-ing

Foldouts Foldouts can be attached or contained as a loose item within the volume. A foldout page that is imaged on a device different to regular page images will be a Foldout Scan

Image Manipulation The process of editing images e.g. de-skewing, cropping, rotating, de-speckling, etc.

Image Optimisation for OCR

The process of improving the digital image for improved OCR accuracy as well as display e.g. smoothing of characters, sharpening, increasing contrast, removing dirt and noise.

Job A defined package of work identified within an Official Order (consists of multiple Work packages)

Machine-readable Text

A text file derived from a Source image through an OCR process

Match Point Unique bibliographic identifier from the Libraries Australia Database

Metadata Metadata is structured data that provides intelligence in support of more efficient operations on resources, such as preservation, reformatting, analysis, discovery and use. It operates at its best in a networked environment, but is still a necessity in any digital storage and preservation environment. Metadata instructs end-users (people and computerised programmes) about how the data is to be interpreted. Metadata is vital to the understanding, coherence and successful functioning of each and every encounter


with the archived object at any point in its lifecycle and with any objects associated with or derived from it.

There are three main types of metadata

1: Descriptive metadata describes a resource for purposes such as discovery and identification. It can include elements such as title, abstract, author, and keywords. This is critical for Discovery.

2: Structural metadata indicates how compound objects are put together, for example, how pages are ordered to form chapters. This is critical for Delivery

3: Administrative metadata provides information to help manage a resource, such as when and how it was created, file type and other technical information, and who can access it. There are several subsets of administrative data; two that are sometimes listed as separate metadata types are:

Rights management metadata, which deals with intellectual property rights,

Preservation metadata, which contains information needed to archive and preserve a resource.

Optical Character Recognition (OCR)

The conversion of text images into machine-readable text

Original Source Material

The hard copy or other text-based material used to create Source images

Page(s) A single page printed in any text-based item

Printed Materials SLNSW Collection Category consisting of Books, Pamphlets, Catalogues, Serials

Quality Assurance (QA)

Quality assurance (QA) encompasses all procedures and techniques to verify the quality, accuracy, and consistency of the deliverables

Reference File A high resolution file of content that the Library intends to maintain for the long term without loss of essential features. It includes Title Scans, Resolutions Scans and Foldouts with QP cards. These files will not be displayed through the catalogue.

Resolution Maximum spatial Resolution without recourse to interpolation. Resolution imaged by optical system in a capture device – without subsequent software interpolated pixels

Rotating Process of turning (rotating) the image file so that the top of the page appears at the top of the image file

Sharpening A software method of exaggerating ‘edges’ in an image to give an enhanced definition

Source Image, Page Image

An image representing a scanned book/serial/catalogue page

State Library State Library of New South Wales (SLNSW)

SOR Statement of Requirements

Technical Metadata Metadata that describes the technical attributes of the digital image

TIFF Tagged Image File Format, a file format for storing images

Volume A single book/serial/journal/catalogue belonging to the SLNSW’s printed materials collection

Work Package A package of work that constitutes a batch of volumes to be digitised


Work Report A customised report outlining detail about completed work packages

Work Schedule The schedule in which Work packages are to be sent by the Library and delivered by the successful Contractors.

12. STANDARDS REFERENCES & VERSION REQUIREMENTS

The Library’s standards are based on internationally applied standards as set out in the document:

TIFF – TIFF Revision 6.0 & Supplements.

o http://partners.adobe.com/public/developer/en/tiff/TIFF6.pdf

o http://partners.adobe.com/public/developer/tiff/index.html

ANSI/NISO Z39.87-2006 (R2011) – Data Dictionary—Technical Metadata for Digital Still Images

o http://www.niso.org/apps/group_public/download.php/14698/z39_87_2006_r2011.pdf

XMP – “ISO 16684-1:2012 Graphic technology -- Extensible metadata platform (XMP)

specification” and “Adobe XMP Specification”.

o http://www.iso.org/iso/iso_catalogue/catalogue_tc/catalogue_detail.htm?csnumber=57421

o http://www.adobe.com/devnet/xmp.html

Adobe RGB (1998) ICC profile

o https://www.adobe.com/digitalimag/pdfs/AdobeRGB1998.pdf

ANSI

http://partners.adobe.com/public/developer/en/tiff/TIFF6.pdf

http://partners.adobe.com/public/developer/tiff/index.html

http://www.niso.org/apps/group_public/download.php/14698/z39_87_2006_r2011.pdf

http://www.iso.org/iso/iso_catalogue/catalogue_tc/catalogue_detail.htm?csnumber=57421

http://www.adobe.com/devnet/xmp.html

https://www.adobe.com/digitalimag/pdfs/AdobeRGB1998.pdf


13. LIST OF ANNEXURES

Annexure A – Project Management Status Report for completion by the Contractor

The Project Management Status Report is to be used to track progress against the agreed baseline of the project. It is a requirement this is updated and sent to the Library on a regular basis (agreed by both parties).

Annexure B – Quality Assurance Report for completion by the Contractor

The Quality Assurance Report is to be completed by the Contractor at the end of digitisation for the Technical Evaluation. It must be included with the Archive Master files when being sent back to the Library.

Annexure C – Deliverables Acceptance Criteria for completion by the State Library of NSW

The Acceptance Criteria/Quality Assurance Report will be completed by the Library at the completion of their QA activities for the Technical Evaluation.

Annexure D – Collection Metadata Spreadsheets for completion by the Contractor

Itemised Collection Metadata Spreadsheet – this spreadsheet is used to capture and add various descriptive, technical and administrative metadata for each item and/or files in the collection. The Contractor is required to follow the instructions in the spreadsheet and add required metadata.

Summary for reporting spreadsheet – this spreadsheet is used to provide summary details regarding what collections are to be digitised, including information such as number of collection items/volumes, estimated page numbers etc.

Annexure E – Sharpness Comparison Text File.jpg

Sharpness reference file to visually determine acceptance levels for in and out of focus text.

request for quote part b: statement of …...environmental management system. hardware and software...

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