Digital Imaging Grant | WA Secretary of State

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Digital Imaging Grant Overview

This funding is to cover digitalization of a set of well-defined and organized records, up to $50,000.

Digitization aids access to frequently requested records. Digitization aids access to frequently used records. This can be for internal use or public access. Digitizing has multiple steps: document preparation, scanning, quality control, indexing, and may include microfilming.

Document Preparation: removing staples, duplicates, verifying there are no unexpected document types.
Quality Control: comparing scan to original and ensuring a complete record has been captured.
Indexing: metadata is key to identifying the digital record and is a manual process.
Microfilm: a trusted, cost-effective option for disaster recovery of long-term and/or essential records.

Lessons shared by previous grantees:

It is essential to organize your file room before applying for the digitization grant to get a realistic view of what records require digitization.
Having the files indexed, organized and prepped for digitization, i.e., removing staples, removing duplicate records significantly increased the number of records scanned with the money and time allowed.
Naming conventions for digitized records might be unique based on the record series (personnel files versus meeting meetings). It is important to coordinate with your stakeholders to ensure folder structure and naming meets the needs of all.

If significant staff time is required to prepare the agency’s records, please first apply for an Organizing the File Room grant to cover this preparatory work and re-apply for digitization in the next grant cycle.

Planning Your Application

Request for Quote

Agencies will need to work with a vendor to develop a quote as part of their application. Agencies may have their records scanned by Washington State Archives or another qualified vendor.

Working with Washington State Archives Imaging Services:

Your agency will not need to seek reimbursement as all work will be invoiced internally;
Work quality is guaranteed; and
Records can be uploaded to the Digital Archives.
Email: [email protected]

Factors Impacting Cost

Variety of Records. Are the records of uniform size? Are they all text? Are there photos, detailed drawings, or graphs? Is color important?

Condition of Records. Are there staples, clasps, folds, rips? If there is binding, what type? Are pages double-sided? Fragile?

Number of Pages. How many pages are being scanned? How many boxes and/or shelves? What is the estimated count of maps? For microfilm, how many estimated feet/reels? How many images are typical in 1” of fiche? Note: A standard archival box holds an average of 2,500 pages.

Indexing / Access to Records. List all applicable record series (DANs) and date ranges. What information is already prepared so the vendor can map the digital file naming conventions to the current index?

Send Photos or Pre-Sample Work. Pre-sampling work will help mitigate mid-project surprises. If this is not feasible, photographs of the materials will still provide important insight for the vendor(s) preparing a quote.