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:
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.
| 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.
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.
| 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.
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.
| 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.
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.
| 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.
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
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.
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.
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:
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.
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.
FastStone Image Viewer
GIMP
Image Composite Editor
Multi-Page TIFF Editor
Nomacs
XnConvert
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) | Free | |
| Foxit (editor) | View, edit, and convert documents; embed OCR | PDF & JPEG | $129-159 |
| Foxit (reader) | PDF viewer (no editing) | 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.
Foxit
Multi-Page TIFF Editor
Notepad++
Sumatra PDF
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.
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.
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.
Foxit
FreeOCR
Multi-Page TIFF Editor
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.
Advanced Renamer
Bulk Rename Utility
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.
DROID
ExifTool
jExifToolGUI
Metadata++
Notepad++
OpenRefine
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.
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. | Free |
*Any prices listed are estimates and may be subject to change.
Bad Peggy
DPF Manager
DROID
MediaConch
MP3val
veraPDF
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.