Our digitization and documentation team consists of a central core of 5 people of technical education, associated by 2 more specialists (one Architect and one Museum Specialist).

Digitization Methodology

For every digital file created, there are automatically produced four copy files, each one for a different use. These copy files are:

• SUB-MASTERFILE: Is a high quality file for scientific use or system use. SUB-MASTERFILE is created in order to avoid using the original file. The original file is saved and retained without any further processing for long term use. SUB-MASTERFILE is a lossless compressed file, of high quality and large size.
• LARGE: Is a file used in electronic publications. It consists of a compressed file, in a lossy compression form (e.g. JPEG), of good quality and of the same size with the original file in a 150 dpi resolution.
• LARGE: Is a good quality file for use in the Internet. It consists of a compressed file, in a lossy compression form (e.g. JPEG), of good quality and of the same size with the original file in a 72 dpi resolution.
• THUMBNAIL: Is a low quality file for use in the Internet and e-catalogues. It is a file of limited size (about 100 pixels) in a 72 dpi resolution, used as a preview file.

Applied Methodology

When Stay Global works on digitization projects concerning museum items or other cultural material, we take special care on the treatment of prototypes. Many of these items are fragile and sensitive. Therefore we take all the necessary precaution measures, which vary in a wide range according to the specific conditions of each project. It may be necessary to choose the appropriate digitization equipment, or it may be required an on site digitization process. In the latest case, all the digitization equipment is transferred in place where the cultural content is kept (e.g. museum, library etc). The main steps and procedures followed on cultural and antique items digitization projects are mentioned below.

Prototypes’ transfer and treatment – Because Stay Global takes care !

• Before prototypes are transferred or treated in any way, specific guidelines are taken from the museum befitting specialists.
• Our experienced personnel have been appropriately prepared for overcoming any problems that may occur on digitization procedure.
  
  Our people know that even a small damage on a unique exhibit is priceless !
  
  
• Prototypes should never be transferred and treated in a hurry, even under time-limited conditions.
• At first the material to be digitized is examined thoroughly, in order to obtain possible previous damages or weak points, where support may be needed, so that its condition doesn’t get worse during the digitization procedure.
• Before starting with digitization, the below mentioned stages are taking place:
• Careful examination of each item, in order to specify its dimensions and condition.
• Confirmation by the cultural content directors about each item’s condition and authorization to proceed with digitization. When considered necessary some restoration may take place in advance of digitization.
• Cotton gloves are used when prototypes are transferred, especially in case of paper made items or negatives.
• Items classification and check for problems on the prototypes (e.g. folded or missing parts).
• Labelling of items that need to be treated by special care, due to their condition.
• Removal of all plastic cases from the prototypes. Plastic cases are often folded or scratched and usually attract dust. All these may reduce the final result of digitization. Of course when material is digitized without protective cases, more care must be taken and therefore the procedure takes more time.
• When digitization procedure is complete, all items return to their original place and their condition is checked again thoroughly.

Museum items’ digitization and documentation by Stay Global – Quality and control !

Stay Global possesses a complete system of importing and managing data and metadata, in order to speed up digitization and documentation procedures.
The main features of this system are:

• Operation is based on interactive multimedia data bases that offer remote administration services, as well as data security and integrity.
• Ability for running on a web application so that digitization and documentation team can process the digital content from distance.
• Final user can import, modify and delete metadata. The system also offers an advanced multi-criteria search tool (search criteria can be keywords, names, categories, dates etc).
• Ability of extracting documentation metadata in various types and saving them as independent data. According to international documentation standards, metadata are saved as XML files that built information fields. These XML files are saved in a separate system part, so that they can be reused by the specific system or by other systems developed in future.
• Offers an electronic protocol tool.
• Offers an automatic double digitization check tool.

Equipment

Our company can digitize items and documents of any size, from A4 up to larger than A0, by the use of A4, A3 scanners and A0 speed scanners. We can also digitize 35mm and 6cm x 6cm negatives, as well as handwritten films. For other items’ digitization, such as museum exhibits, we use cameras of specific type.