Behind the Scenes: Reformatting as Access and Preservation Work

Published Oct. 22, 2021

Hello! This is Timothy Provenzano, Project Manager and Reformatting Lead for the ASU Library. I oversee and coordinate all the reformatting work completed for the library’s special and archival collections, and work with other units too.

Scenic view of a lake in the Southwest. People are sitting on an overlook watching other people zoom around in motorboats.
An example of reformatting from the Herbert and Dorothy McLaughlin collection.

The reformatting lab at ASU Library supports the archives, special collections and researchers by creating electronic versions of all sorts of materials for patrons, researchers, and electronic exhibits. But what does the reformatting lab actually do?

Good question! Our work at the reformatting lab varies quite a bit depending on the type of material. And there are many different types of material to be found within the library’s collection! Everything from photographs, slides, negatives, rare books and manuscripts, to audiovisual material such as VHS tapes, movie film, and many others. We work on material at the lab itself, using scanners and digital cameras to create high-quality images of the material. But we also coordinate work with a list of specialized vendors who help us with the audiovisual side of things.

Scan of a page from "The works of Geoffrey Chaucer : now newly imprinted"
Example of reformatting from the Kelmscott Chaucer.

Scanning material appropriately involves quite a bit more than slapping a textbook on one of those copiers you may find in a library! Creating images that capture the details of these specialized materials and can be expected to last takes a lot of time and preparation. We use tools such as color targets and profiles to ensure that images look the same in different viewing environments (i.e., different monitors). Digitized materials also go through a quality control process to ensure errors are avoided. As part of the Preservation department, we also work closely with our Conservator to make sure these often-fragile items are treated with care.

The result of our work is that valuable material held by the library and previously available only to those who had the ability to come into the library (or not available at all), can now be enjoyed by many. Sharing the incredible variety of material is one of our favorite parts of the job!

Interested in learning more? Reach out via Ask-an-Archivist or email archives@asu.edu