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Digital Collection Project Best Practices


The Digital Collection Project Best Practices are developed to support digital collection projects at the Gerth Archives and Special Collections through the entire cycle from creation throughout usage, including digitization, metadata creation, digital file management and preservation, and outreach. Implementation of uniform standards is highly recommended to ensure the consistency and quality control, promote interoperability, and enhance accessibility of digital objects and resource discovery.

General Workflow

Archival Processing

Begin digitization AFTER archival processing is completed. 

  • Accessioning
  • Processing


  • Documentation template and example
  • Decisions and activities during the processes
  • Names of staff members involved
  • Dates
  • Timeline
  • Funding agencies and deliverable


  • Scope and selection criteria
  • Digitization specifications
  • Digital reproduction file processing
  • File naming convention
  • Metadata elements
  • CONTENTdm configurations
  • Metadata creation


  • File formats
  • Server locations
  • Folder structure