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Digital Initiatives: Hardware & Software

Digital Initiatives department at the North Dakota State Library

Hardware

Hardware Overview

When it comes to hardware, there are many options available. The equipment needed will greatly depend on the collection and what types of items you will be digitizing. For example, if you'll be digitizing photographs and documents, a flatbed scanner might work the best; or if you will be digitizing  books, a book scanner would likely be the best option.

Click on the tabs at the top of this section to learn more about:

  • Flatbed scanners
  • Book scanners
  • Slide/ film scanners
  • Microfilm scanners
  • Digital Storage
  • Other equipment that may be needed

The tabs in this section (and the PDFs below) include lists of hardware relating to digitization and digital projects. It has been compiled for citizens and personal digital archiving, as it strives to focus on low-cost options. However, small to medium-sized institutions may also find this information useful.

The lists are not comprehensive nor are they an endorsement for one brand or company other another. Any prices listed are estimates and may be subject to change.


There many different types and brands of flatbed scanners. For the purposes of this guide, only Epson is included. This is only due to the fact that the ND State Library has and uses Epson flatbed scanners for its digitization. It is not necessarily an endorsement of one product over another.


Flatbed Scanners
Model Cost* Photos & Documents Slides Negatives Export Format
Epson V39 $120 Yes** No No JPEG, PDF, TIFF
Epson V600 $350 Yes** Yes Yes*** JPEG, PDF, TIFF
Epson V850 $1,300 Yes** Yes Yes JPEG, PDF, TIFF

*Any prices listed are estimates and may be subject to change.

**Scanning surface is roughly 8.5 x 11.

***Epson V600 cannot scan negatives much larger than 35 mm film.


Flatbed Scanners: Guides & Resources

There are many different types and brands of book scanners. For the purposes of this guide, only CZUR is included. This is only due to the fact that the ND State Library has and uses CZUR book scanners for its digitization. It is not necessarily an endorsement of one product over another. CZUR is a small, yet powerful and affordable, overhead scanner.


Book Scanners
Model Cost* OCR Resolution Export Format
CZUR Aura $290 Yes 4320 x 3240 JPEG, PDF, TIFF
CZUR ET 16 Plus $410 Yes 4608 x 3456 JPEG, PDF, TIFF
CZUR 18 Pro $525 Yes 4896 x 3672 JPEG, PDF, TIFF+

*Any prices listed are estimates and may be subject to change.


Book Scanners: Guides & Resources

Additional Book Scanners from Vendors

Additional book scanners are also available from vendors. These scanners will likely be state-of-the-art, but they will come at a high cost.

Slide/ Film Scanners
Model Cost* Slide Formats Negative Formats Export Format
Magnasonic 22MP $70 35, 110, 126, etc. 8**, 35, 110, 126, 127, etc. JPEG
DIGITNOW 22MP $80 35, 110, 126, etc. 8**, 35, 110, 126, 127, etc. JPEG
KODAK Mini $130 35, 110, 126, etc. 8**, 35, 110, 126, 127, etc. JPEG
Wolverine Titan $150 35, 110, 126, etc. 8**, 35, 110, 126, 127, etc. JPEG
KODAK SCANZA $150 35, 110, 126, etc. 8**, 35, 110, 126, 127, etc. JPEG

*Any prices listed are estimates and may be subject to change.

**Super 8 is supported, but only for stills. These scanners cannot convert video.

Microfilm Scanners

In-House Microfilm Digitization

If you are in getting a microfilm scanner and digitizing yourself, consult this resource:


Outsourcing Microfilm Digitization

If you are interested in having someone else scan your microfilm, one company that has partnered with North Dakota institutions before is Advantage Archives, but there are other options available.

VHS to Digital Converter
Model Cost* Tape Formats Export Format
TOTMC $20 Hi8, MiniDV, MiniMV, VHS, VHS-C, etc.** MPEG
DIGITNOW $20 Hi8, MiniDV, MiniMV, VHS, VHS-C, etc.** MPEG
Diamond VC500 $35 Hi8, MiniDV, MiniMV, VHS, VHS-C, etc.** MPEG

*Any prices listed are estimates and may be subject to change.

**The hardware to play these tapes (like a VCR, for example) will also be needed for the conversion process.


VHS to Digital Converter: Guides & Resources
Digital Storage

Storage for your digital files is a highly important aspect of digitization and digital preservation. Digital storage should be one of your considerations BEFORE you begin a digital project. You want to make sure that you have enough storage for your digital items. Depending on what you are digitizing, they may be large files (like if you are scanning a book with hundreds of pages, for example).

You will also need to come up with a plan to back up these files. You should not have just the one digital copy, in case something ever happens to one of the copies (corruption, accidental deletion, etc.). Follow the 3-2-1 rule (consult the resources in the section below for more information).

There are many options for digital storage available, but here are three common ones:

  • Drives
  • Server/ network-attached storage (NAS)
  • Cloud

Drives

Local drives (stored on your computer) or external hard drives are common methods of digital storage. They are arguably the simplest and inexpensive option.

One thing to keep in mind with local drives is this: If anything ever happens to your computer, these files will also be susceptible.

There are also numerous external hard drives available, and they typically range from about $50-150 (here is one example). External hard drives are good for personal use, but institutions should be leery of them. They are not typically shock resistant (meaning that if the hard drive is accidentally dropped, it could break and you could lose everything on it).

Network-Attached Storage (NAS)

Libraries, archives, museums, etc. should consider more advanced options of digital storage, such as network-attached storage (NAS). This is essentially a small server (here is one example, and here is a second).

NAS provides a robust option for storage, but it comes with a high cost and maintenance. The downside of NAS storage is the set up. You cannot just take them out of the box, plug them in, and then expect it to be good to go. There is a set up process that takes time.

Many NAS boxes don’t include drives, so these would have to be purchased separately (here is an example). Also, it is good practice to have a backup power supply for a NAS, just in case something happens (like a power outage). An uninterruptible power supply would do the trick (here is an example).

So, to get a NAS and its needed accessories, you could easily be looking at $1,000-1,500.

If your institution is considering a NAS box for its digital storage needs, contact Digital Initiatives for further guidance.

The Cloud

Cloud storage can be a beneficial addition to your storage plan. It can be utilized for personal use and by institutions. The good thing about cloud storage is that it is located off-site and can usually be accessed from anywhere. So, if something ever happens to your local computer, external hard drive, NAS, etc., then then the cloud would still be there as a backup.

However, cloud storage should only be a backup and not the only storage option. The cloud is not the solution to everything. When you use cloud storage, your files will be stored on a server that is managed by a third-party company. There are no guarantees that this company will last forever. Here are a few things to consider when exploring cloud storage: access, security, stability, and privacy.


Digital Storage: Guides & Resources
Other Equipment

Flash Drive

When undergoing a digitization project, it may be necessary to use a flash drive. However, these should only be used temporarily (like when transferring digital files from one computer to another, for example). Flash drive are not suitable long-term digital storage options. You want to make sure the flash drive has enough digital storage to adequately fit your files. A SanDisk 128GB flash drive, for example, has plenty of storage and won’t break the bank at about $20.


Computer/ Laptop

Some of computer or laptop is typically needed to operate scanning hardware. Make sure your computer's operating system is compatible with the hardware.


Digital Camera

A cost-effective way to digitize objects and large materials (like maps, blueprints, posters, etc.) is to use a digital camera. However, not all digital cameras are created equal. Cameras from smartphones and tablets should be avoided. Point-and-shoot cameras should also be avoided. Instead, use a high-quality SLR (single-lens reflex) camera.


Portable Studio Tent/ Light Box

A portable photo studio tent or lightbox can be useful when using a digital camera to capture objects. These accessories provide a backdrop and remove the background from your images. There are many options available from places like Amazon (like this one or this one), and there are also many DIY options available online (like this one).


Glass

Generally, it is a good idea to have at least one piece of glass to accompany a book scanner. You would put the piece of glass over the pages that are being scanned, and then the glass would help flatten the pages.

The size of the glass depends on the size of the items you will be scanning and on the size of the scanning surface. So, you may any need a small piece of glass (like 8x10), or you may need something larger (like 11x17 or 16x20).

Glass like this can be purchased from places like Hobby Lobby. But make sure it is museum-quality glass to reduce any potential glare.

Software

Software Overview

When it comes to software, there are many options available. Most scanners come with their own software to handle the digitization of the item (e.g. photograph). However, managing and processing the files after digitization will likely require additional software. The software needed depends on your project and the files you will be processing (e.g. TIFF or PDF).

Click on the tabs at the top of this section to learn more about:

  • Image software
  • Document software
  • Video software
  • Audio software
  • OCR software
  • Bulk renaming software
  • Checksum software

The tabs in this section (and the PDFs below) include lists of software relating to digital projects. It has been compiled for citizens and personal digital archiving, as it strives to focus on low-cost options. However, small to medium-sized institutions may also find this information useful.

Although many of these programs are used by the ND State Library, the lists are not comprehensive nor are they an endorsement for one brand or company other another. Any prices listed are estimates and may be subject to change.


Image Software

Software for the viewing, editing, splicing, and converting of digital image files.

Software Description Supported Formats Cost*
FastStone Image Viewer Image viewer; batch image converter and editor JPEG, TIFF, PNG, GIF, etc. Free for private or educational use; about $35/ license for commercial use
GIMP View, edit, and convert images JPEG, TIFF, PDF, PNG, GIF, etc. Free
Image Composite Editor Image stitcher/ splicer JPEG, TIFF, PNG, GIF, etc. Free
Multi-Page TIFF Editor View, edit, and convert images and documents; OCR extractor JPEG, TIFF, PDF, PNG, GIF, etc. $40-50 + an annual fee (25% of base purchase price)
Nomacs Image viewer; limited editor JPEG, TIFF, PNG, GIF, etc. Free
Photoshop View, edit, and convert images JPEG, TIFF, PNG, GIF, etc. $120/ year (advanced plan); $70-150 (basic plan)
XnConvert Batch image converter and editor JPEG, TIFF, PNG, GIF, etc. Free for private or educational use (including non-profit organizations); about $10-20/ license for commercial use

*Any prices listed are estimates and may be subject to change.


Image Software: Guides & Resources

FastStone Image Viewer

GIMP

Image Composite Editor

Multi-Page TIFF Editor

Nomacs

XnConvert

Document Software

Software for the viewing, editing, and converting of digital document files.

Software Description Supported Formats Cost*
Adobe Acrobat (editor) View, edit, and convert documents; embed OCR PDF, TIFF, JPEG, etc. $150-180/ year
Adobe Acrobat (reader) PDF viewer (no editing) PDF Free
Foxit (editor) View, edit, and convert documents; embed OCR PDF & JPEG $129-159
Foxit (reader) PDF viewer (no editing) PDF Free
Multi-Page TIFF Editor View, edit, and convert images and documents; OCR extractor JPEG, TIFF, PDF, PNG, GIF, etc. $40-50 + an annual fee (25% of base purchase price)
Notepad++ Text editor; Notepad++ is a free source code editor and Notepad replacement that supports several languages. It supports tabbed editing, which allows working with multiple open files in a single window. TXT, JavaScript, JSON, etc. Free
PDFill (PDF Tools) Limited PDF editor & converter PDF, JPEG, TIFF, etc. Free
Sumatra PDF Document viewer PDF, EPUB, MOBI, CHM, XPS, DjVu, CBZ, CBR Free

*Any prices listed are estimates and may be subject to change.


Document Software: Guides & Resources

Foxit

Multi-Page TIFF Editor

Notepad++

Sumatra PDF

Video Software

Software for the viewing, compressing, editing, and converting of digital video files.

Software Description Supported Formats Cost*
HandBrake Convert & compress videos AVI, DVD, FLV, MKV, MOV, MP4, MPG, etc. Free
Shotcut Edit and convert videos AVI, DVD, FLV, MKV, MOV, MP4, MPG, etc. Free
VLC Media Player Video viewer; limited converter; screenshots AIFF, AVI, CD, DVD, MOV, MP3, MP4, WAV, etc. Free

*Any prices listed are estimates and may be subject to change.


Video Software: Guides & Resources
Audio Software

Software for the editing, recording, and converting of digital audio files.

Software Description Supported Formats Cost*
Audacity Audio editor & recorder AAC, AIFF, AU, FLAC, MP3, WAV, WMA, etc. Free
fre:ac Audio converter AAC, FLAC, MP3, WAV, WMA, etc. Free
VSDC Free Audio Converter Audio converter AAC, AIFF, MP3, WAV, WMA, etc. Free

*Any prices listed are estimates and may be subject to change.


Audio Software: Guides & Resources
OCR Software

Software for the embedding and extracting of OCR (optical character recognition) from digital files.

Software Description Supported Formats Cost*
Adobe Acrobat (editor) View, edit, and convert documents; embed OCR PDF, TIFF, JPEG, etc. $150-180/ year
Foxit (editor) View, edit, and convert documents; embed OCR PDF & JPEG $129-159
FreeOCR OCR extractor TIFF, JPEG, & PDF Free
Multi-Page TIFF Editor View, edit, and convert images and documents; OCR extractor JPEG, TIFF, PDF, PNG, GIF, etc. $40-50 + an annual fee (25% of base purchase price)

*Any prices listed are estimates and may be subject to change.


OCR Software: Guides & Resources

Foxit

FreeOCR

Multi-Page TIFF Editor

Bulk Renaming Software

Software for the bulk renaming of files and folders.

Software Description Supported Formats Cost*
Advanced Renamer Batch file and folder renamer JPEG, TIFF, PDF, MP3, etc. Free for personal use; $30/ license for commercial use
Bulk Rename Utility Batch file and folder renamer JPEG, TIFF, PDF, MP3, etc. Free for personal use; $50-93/ license for commercial use

*Any prices listed are estimates and may be subject to change.


Bulk Renaming Software: Guides & Resources

Advanced Renamer

Bulk Rename Utility

Metadata Software

Software for the extracting and editing of metadata for digital files.

Software Description Cost*
DROID DROID (Digital Record Object Identification) is a software tool developed to perform automated batch identification of file formats. DROID uses the PRONOM signature files to perform format identification. Like PRONOM, it was developed by the National Archives of the UK. Free
ExifTool ExifTool, by Phil Harvey, is a platform-independent Perl library plus a command-line application for reading, writing and editing meta information in a wide variety of files. Free
jExifToolGUI jExifToolGUI is a java/Swing Windows/Linux/MacOS graphical frontend for the excellent command-line application called ExifTool by Phil Harvey. Essentially, jExifToolGUI adds a graphical user interface (GUI) to ExifTool. Some many find this interface more user-friendly. ExifTool must first be installed before jExifToolGUI can be used. Free
Metadata++ Metadata++ is a powerful yet easy to use freeware tool to view, add, edit, modify, extract, copy metadata of various files formats (image, video, text, audio). Free
Notepad++ Text editor; Notepad++ is a free source code editor and Notepad replacement that supports several languages. It supports tabbed editing, which allows working with multiple open files in a single window. Free
OpenRefine OpenRefine is a powerful free, open source tool for working with messy data: cleaning it; transforming it from one format into another; and extending it with web services and external data. Free

*Any prices listed are estimates and may be subject to change.


Metadata Software: Guides & Resources

DROID

ExifTool

jExifToolGUI

Metadata++

Notepad++

OpenRefine

Checksum Software

Software that can create and verify checksum values for the purpose of monitoring digital files over time. A checksum is a sequence of letters and numbers used for the purpose of detecting any errors or changes that may have occurred with a digital file during storage, transmission, etc.

Software Algorithms Cost*
FastSum MD5 Command Line Edition is free; Standard Edition is $15
File Checksum Utility MD5, SHA-1, SHA-256, SHA-512 Free
HashMyFiles CRC32, MD5, SHA-1, SHA-384, SHA-512 Free
HashTools CRC32, MD5, SHA-1, SHA-384, SHA-512 Free
Md5Checker MD5 Free

*Any prices listed are estimates and may be subject to change.


Checksum Software: Guides & Resources
Validation Software

Software that supports the validation of digital files. These programs scan specific file formats for errors, data loss, corruption, etc.

Software Description Supported Formats Cost*
Bad Peggy Scans images for damages and other blemishes, and shows the results and files instantly. JPEG, PNG, BMP, GIF Free
DPF Manager DPF Manager is an advanced TIFF conformance checker for digital preservation. TIFF Free
DROID DROID (Digital Record Object Identification) is a software tool developed to perform automated batch identification of file formats. DROID uses the PRONOM signature files to perform format identification. Like PRONOM, it was developed by the National Archives of the UK. 2,200+ formats Free
MediaConch MediaConch is an extensible, open source software project consisting of an implementation checker, policy checker, reporter, and fixer that targets preservation-level audiovisual files for use in memory institutions, providing detailed and batch-level conformance checking... AAC, ASF, AVI, MOV, MP3, MP4, MPEG, MPG, WAV, WMA, WMV Free
MP3val MP3val is a small, high-speed, free software tool for checking MPEG audio files' integrity. It can be useful for finding corrupted files (e.g. incompletely downloaded, truncated, containing garbage). MP3 Free
veraPDF veraPDF is a purpose-built, open source, file-format validator covering all PDF/A parts and conformance levels. PDF Free

*Any prices listed are estimates and may be subject to change.


Validation Software: Guides & Resources

Bad Peggy

DPF Manager

DROID

MediaConch

MP3val

veraPDF

IMLS logo

Many of these resources and programs are funded under the provisions of the Library Services and Technology Act from the Institute of Museum and Library Services.