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1. Introduction
With the development of computer and computer network technology and the popularization and application of computer networks, the use of archives faces new opportunities and challenges. If the files can be published on the network through the book scanner, and the corresponding permissions are controlled, the file access will enter a new historical stage. It will invest a lot of money available to save manpower and material resources and maintain archives.
In order to realize and utilize the advantages of computer networks, in the face of a large number of stored paper media files, the first thing to do is to digitize the files through the book scanner, and then the online use of the files. This plan will elaborate on the challenges our country's current file digitization faces and solutions to these problems.
Second, the current situation and challenges of book scanner digitalization
l History
Archives In China, no matter whether it is an archives-only archive or a reference room for enterprises and institutions, most of the archives / data exist in the form of paper media. Since the 1980s, many archives / data have been remade into miniatures. The form of film saves a lot of storage space, and at the same time solves the problems that the availability of paper media files / data continues to decrease over time and the maintenance costs continue to increase-that is, the problem of long-term preservation of files / data. However, the final value of files / materials needs to be reflected by people ’s extensive use. Both paper media and microfilms do not solve the problem of file utilization very well. On the contrary, in order to make them usable, continuous investment in capital equipment is required- These funds may be used for warehouse expansion, temperature control, sterilization and mildew prevention, warehouse management staff salaries and so on.
At present, the price of network and computer equipment hardware is gradually decreasing. After more than ten years of construction of computer and network equipment, China has its own local area network in various archives, enterprises and institutions, in various ministries or industries, and even some large Of companies have their own nationwide wide area private networks. The biggest problem that these networks are currently facing is that the amount of data on the Internet is too small and there is not much available data, which makes the huge investment of the network seem to outweigh the gains. If viewed in reverse, the establishment and use of these networks just laid a solid foundation for the successful application of archives / data archives after digitization. So is the digitization of archives / materials a matter of purchasing some hardware equipment-the scanner computer can complete the digitization of archives? The answer is no. Why? Let ’s first look at what our files / data look like before the files are digitized.
l Challenges facing the digitization of archives
Whether it is files or data, through the above analysis, the reason why they are saved and can be used is because people collect files / data for storage, logically categorize and store them, and at the same time establish a request for these files. Directory index information for files / data of the class. When people need some kind of information, the person in charge of managing the files will look up the index information, find the location of these files / materials, and then take out the original for the borrower to use. Obviously, this method is a well-known method, and its shortcomings are also recognized by people: slow speed, great damage to the original, can not achieve the same file shared by multiple people at the same time.
If these files / material information files on paper can be digitized, the above-mentioned recognized shortcomings will no longer exist. Digital information is transmitted on the Internet at the speed of light. It takes only a few seconds to copy an electronic file, and millions of files / data-it takes a few warehouses to put it down, and now only requires bedside table-sized equipment, It can be stored, and may even be more than enough. The query speed of these files, whether you are on this side or the other side of the earth, you can get the files / data you want in a few seconds, of course, only if you Have sufficient permissions to access this information.
This is indeed the case. Therefore, the digitization of archives / data is sweeping the world with an irreversible trend. Whether it is government agencies, industrial and mining enterprises, schools or private companies, all are engaged in the process of digitizing archives. Equipment is also emerging one after another. When we scan each file / data with a book scanner or microfilm scanner in a microfilming device, we must create the corresponding index information as if we were collecting paper files / data so that we can analyze our files in the future. The described electronic files can be retrieved and used, and the scanner cannot perform the file cataloging and archive storage of the scanned electronic images like humans. All of this must be done by someone, at least with the help of certain software to create these index information.
Obviously, the difficulties in digitizing files / data files are:
The first is due to the huge number of files / data, ranging from tens of thousands of pages to tens of millions of pages and even hundreds of millions of pages. During the scanning process, it is necessary to ensure that the image is clear and neat. For the file, the original appearance of the file must be maintained as much as possible, and the data should be as fresh and easy to use as possible;
The second is that after the file is set up, there is a volume, a directory, a file, and a remarks table. The data may have chapters, sections, bibliography, keywords, Chinese and English abstracts, etc. When scanning into an electronic image, you must Ensure these logical structures. The various items of information used for database queries are valuable information resources that have been spent a lot of manpower and material resources. How to make full use of these resources, when consulting these information, you can find the corresponding electronic image files. Is another huge challenge facing digitalization;
The third is that once the files are digitized, the object of file management is no longer a simple carrier of paper files. People have become accustomed to opening paper files to know the content. How to manage them is invisible and can only be resorted to Computer equipment and corresponding software can only know what electronic file / data it is, which is another big challenge for file management personnel. Not only that, how to ensure the unity or consistency of various files / data and various media , Is the problem of file management.
Whether it is the digitization of files or the management of file data, it is not our purpose. Our purpose is to make better use of files / data. The digitization and management of files / data are the prerequisites and means to ensure better use. .
To sum up, the difficulty of digitizing files / data can be divided into three stages. The first stage is how to solve the paper files / data of different paper types, different binding forms, and different formats, which can be quickly scanned and ensured. The electronic image is of high quality-that is, there is no black border, unbiased, non-oblique content is clear and complete, suitable for reading; how to ensure that the scanned electronic image maintains a logical structure consistent with the paper medium in the second stage; how is the third stage To ensure that these electronic files / data are conveniently used—connected with the information in the database, and can be easily accessed and used by users; the third is the security of the files.
Third, the solution
Facing a huge number of files / data, the only way to digitize files is to batch process pipeline operations. As far as the current computer technology is concerned, a considerable amount of post-processing work can be handed over to the software system for processing. According to the files / data kept by them, suitable scanning equipment is selected, and the results processed by these equipment are connected and processed through the software system It will be able to carry out digital processing of files / data files very quickly.
For users who digitize paper files / data directly, the possible problems are:
1. One volume of files / one piece of data cannot be used to complete the scanning task of each page with one scanner. Especially in engineering archives, a volume of invoices contains a very small invoice receipt, and also contains the building structure of the entire building. It may be a large drawing with a size larger than A0 or A1; a document may also contain more than In order to ensure the completion of the digitization of files / materials, drawings and schematic diagrams of book formats may require book scanners of different sizes to participate in the digitization of files.
Second, in order to ensure the fastest possible scanning speed, we must distinguish the characteristics of the scanned paper; for good paper quality, disassembly and binding do not cause significant damage to the original files / data, relatively high-end books and periodicals should be used for scanning This kind of book scanner can quickly complete the scanning task, and includes the function of real-time processing of image quality.
3. Considering the convenience of access and use, the integrity and order of the smallest unit of file / data access must be guaranteed. During the scanning process of the scanning device, some can guarantee that the scanned pages are merged into a multi-page image file, but this requires manual intervention, and this manual intervention will greatly damage the scanning speed. At this time, the software needs to perform subsequent processing and add appropriate isolation marks during the scanning process.
4. For electronic images generated from files / data that can only be scanned with low-end book scanners, batch quality processing can be performed on the images at a later stage-correction, black border removal, pitting, contrast adjustment, etc. Compensation process.
Fifth, software is needed to assist in the logical processing of the scanned electronic images, and provide a means for quality inspection of the results of the logical processing and a method for adjustment after an error occurs.
6. Extract the retrieved information of the archived digital files / materials. If the user already has a large amount of item information, the connection between the electronic image location information and the database item information must be realized. For users without entry information, they must provide a window and operation interface for users to enter the entry information. For incomplete index information, it should be able to supplement the index information in batches to achieve access to the data entry and the full text.
In summary, the digitized processing of scanned paper files must be based on the specific analysis of the digital object of the file, select the appropriate equipment and the corresponding post-processing software, and combine the use of the file / data after the file is digitized to ensure the file The digitized electronic image and extracted index information can be used by the retrieval system.
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