What is digitization?
Digitization has been a widely-discussed topic in the library and archives fields for some years. The widespread availability of scanners and digital cameras and the explosion of digital information have made digitization of collections seem accessible even to small repositories. Many historical repositories have undertaken scanning projects, and many more have considered them.

At face value, digitization can seem quite simple; just a matter of owning a collection of interesting old photographs and a scanner-but in fact it is a complex process that must be thought out carefully. If it is undertaken without careful planning, it can use up a great deal of staff time and other resources for very little gain.

Why is digitization important?
• Digitization is an excellent process for providing access to collections and reducing handling of originals.
• Digitization can “add value” to collections by providing additional indexing and other Features that would not be possible otherwise.
• Digitization can increase the audience for a repository’s collections.


What is metadata?
When managing digital documents and electronic records, it is crucial to understand the concept of metadata. Digital documents do not just consist of content; to understand the context of a digital document, information about the document (called metadata) must also be maintained over the long term. Metadata may describe the document’s content, the context of its creation (e.g., date, recipient, creator, address from which it was sent), and/or its structure (e.g., its relationship to other documents). In a paper collection, this metadata is provided through the physical arrangement of the documents, or through descriptive tools like catalogs and finding aids. Metadata in the digital world is much more complicated. In addition to traditional types of metadata, there is technical metadata relating to the original format of digital documents (file formats, security data, hardware and software documentation, and much more) that must be maintained in order to ensure their long term survival. Additional metadata is created over time as actions are taken to preserve digital documents, and this must be retained as well.

Why are digital documents and electronic records important?

• Digital documents and electronic records already document a great deal of important historical information, and in coming years even more information that should be preserved over the long term will be created only in digital form.

• Digital documents and electronic records do not have the luxury of time. A paper record will not usually deteriorate to the point of loss within five or ten years, but digital documents could easily be lost forever.

• To be retained so they can be accessed over the long term the most effective way, Digital documents need to be managed almost from the point of their creation.

• Software for Image Retrieval/Database Management System: We are developing the software through .net with SQL platform for image retrieval system. We are following two methods i.e.
1.Desktop Application for image retrieval system with six fields i.e. 1.Roll number, 2.Year, 3.Month, 4.College code, 5.district, 6.image path).
2. Web Application for the data base management system with 24 fields i.e.1.Roll number, 2.year, 3.month, 4.college code, 5.district, 6.image path, 7.student name, 8.father name, 9.date of birth, 10.sex, 11-16. 1st year marks with five subjects with total marks, 17-22. 2nd marks with five subjects with total marks, 23.grand total , 24.result.

How can digital documents and electronic records be systematically preserved?
Preservation of digital materials over the long term must involve some type of copying the original simply cannot survive in the way that a paper document survives if put in a box in archival storage. Since all copying involves some type of change, it is crucial to manage that change carefully so that the content, metadata, and legal validity (where needed) are retained over the long term. Preservation options are:

Place electronic records and digital documents in a trustworthy digital repository (TDR).
a. Use a digital repository that already exists. This is a rapidly changing field, so it is best to see the additional resources in this manual for suggestions on where to go for updated information on existing digital repositories. See below for a very general description of the capabilities that are desirable for a TDR.

b. Create a digital repository within your own organization. But you must be aware that this is be a very complex and challenging task. You must have sufficient resources and cooperation from upper level management in your institution. You must also be able to work closely with the information technology (IT) personnel or department associated with your organization.

c. Take an interim path, using basic strategies to preserve  your digital documents and electronic records to the extent possible (perhaps without allowing access) until you decide on a TDR to be used for the long term.

• Backing up data (e.g., making an exact duplicate, preferably one that is stored in another location). Not technically a preservation strategy, because it does not address obsolescence issues, but a necessary day-to-day strategy for avoiding loss of data due to hardware failure or other disastrous events. At a minimum, all repositories with digital documents should have a regular backup schedule.

• Provision of use copies. If digital documents are to be used by researchers, use copies must be provided. The original digital document should never be used by a researcher. Consider providing a copy that is used to make a new additional copy for each research request (with the new copy to be destroyed afterward) since there is no way to guarantee that the digital file was not changed by the researcher. It is crucial to devise a systematic method for ensuring that all digital documents with long-term value are backed up, refreshed, and/or migrated on a regular schedule. It is also very important to maintain meticulous records (metadata) about all preservation activities that have been undertaken for all digital documents in the repository’s collection.

While managing the long-term retention of digital documents and electronic records may seem overwhelming, archival professionals already involved in such projects emphasize the importance of research (acquiring the best information you can about current developments), planning, and careful consideration-but also the importance of taking steps, even small ones, to move ahead before crucial information is lost through lack of action.