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This article discusses the topic of document preparation for archival institution or records repositories before the materials been digitize. Document preparation is a process that came across before the scanning process. Topics include types of document that are collected for digitizing, criteria that makes the documents collected for digitization, steps of document preparation for before the digitizing process, during the process and post document preparation. The methods used benefits and the challenges of preparing document for digitization are also included in the article. Recommendations also been proposed to propose new ideas and advice on the topic discussed. This article devotes readers into understanding more about the importance of document preparation process in digitization project implementation in organization. Keyword: Document Preparation, Digitization, Scanning Document, Content Value, Document Digitization Introduction to Document Preparation Digitization is a process that converts information from documents into a digital form document. Paper or non-digital files and documents have a very important part in the growth of the world since the previous eras. However, these files and documents will become harder to be hold or even look at it clearly because of the fragility of the files and documents physical. Before digitizing those documents, it is a must to make a document preparation process. Document preparation process is a process of collecting documents or records to be digitize. However not all documents or records are necessary to be digitize. All documents or records need to be observed their appropriateness before digitizing them. When the physical state of the documents is not tolerable, it is supposed to be fixed first before undergoing a digitization process. Usually, the physical and characteristics of the documents or records are the reason why some of them need to be digitized. Document preparation is the process of determining all of these problems because it helps in easing the digitizing process. It is very important for the documents or records to be undergoing the digitize process. Without digitizing them, it will be a problem to obtain information from the past in the future. This is because there might be important information on those documents that is needed in the future. Especially International Journal of Academic Research in Business and Social Sciences Vol. 8 , No. 9, Sept. 2018, E-ISSN: 2222-6990 © 2018 HRMARS 181 information agencies, they should be making digitization as a practice from now on as they hold so many important information. Types of Document Collect for Digitization The National Archives (n.d.) stated that documents that will be digitized are in various forms, not only focuses on paper documents. This is because there are many types of documents that are stored in the information agencies. These documents even take up a lot of spaces in the organization. Digitizing them helps to reduce the usage of spaces in the organization. Besides that, it helps those organizations to have an extra copy of the vital documents in case they would be lost or damage. There are several types of documents that will be digitized: Standard files One of the document collect for digitization is standard files. Standard files are those documents that are paper form and put in files. These kinds of documents are normally found in record canter and archives. They are the most types of documents that are placed in record center and archives. It should be digitized because it is easy to deteriorate and damage. Digitization of the standard files documents is important as it allows the documents to be able to be use although the original copies of document have already been damage. Maps and Plans Maps and plans are a huge type of document. It is so big that it requires many spaces for the storage of the document. Some of them are also easy to deteriorate because it is also in paper form as those documents of standard files. By digitizing maps and plans, it helps the record center or archive to safe some space for other documents. In addition, it is also a way to make those documents have a backup copy if the original copy deteriorates or damage. Photographs and Negatives These types of document are not paper form and some of them require a tool to be able to use them. Photographs are also in paper form and it is also easy to deteriorate or damage. Negatives are used to produce photographs and it was used back in the old days as there are no digital cameras. It also allows photographs to be produce so many times by using the negatives. It helps to avoid a photograph from being loss. However, it is also a must to digitize these types of documents as there are probabilities of damage or deterioration. Criteria in Preparation of Document When it comes to digitizing the file and document, Archivist or Record Manager need to consider every requirements and assessment criteria over the file and document in the repositories. The numerous of file and document with different format in the archives repository require an assessment over the document need to be digitize. This is because the goal and objective of the preparation documents before digitization is to ensure that all records determine with value and rare are to be scanned and that scanning process is performed according schedule and period agreed. It is discussed by Jervis and Masoodian (2014), one of the most prevalent roles served by paper documents was the keeping of records, such as legal documents and correspondence. Although all the offices had records of some form, there was some variety as to what was kept, and how much information was kept. So, based on that there is need for documents to be assessed with the criteria International Journal of Academic Research in Business and Social Sciences Vol. 8 , No. 9, Sept. 2018, E-ISSN: 2222-6990 © 2018 HRMARS 182 in preparing the document for scanning process. The digitization process could also develop a comprehensive policy to aid the archivist in preparation and collection of documents. The policy should outline a proper guide and criteria that related to preparation documents before digitization process. The following criteria were necessary to be considered by Archivist during the process of preparing and collecting the documents. The Condition of Material Documents that are chosen for digitization process need to have significant factor that convince the documents chosen is required to be place into digitization process. The document condition should be examined before taken it to the next process. For documents with the worse condition of physical, it first needs to be taken for preservation and conservation process. It is addressed in International Federation of Library Associations and Institutions, (2002) stated that selection of material for digitization will be affected both by its physical condition and by the existing quality of the bibliographical descriptions available for it. Material which is fragile damaged and in poor condition may present too many risks of further damage being caused by handling to allow it to be scanned without special care, or some basic conservation treatment. This will involve additional costs, and the institution will need to consider whether other collections in better condition should have priority, or whether the costs of preparation and conservation should be built in to the costs of the overall digitization project. Risk of the Material Been Damage The archivist should assess the risk of the material to be damage by documents going through digitization process. These are importance to know the damaged rate of documents if the document were schedule for digitization. These will inform archivist about risk and what action that is need to be taken before the document were schedule for digitization. This could be done by assessing the level of damage that is acceptable for document to be digitized. The level of damage helps document to be identified on the damage occurs and the level that of damage that are accepted into digitization. The documents need to have least preservation and conservation care to allow document to be digitize. Demand and Priorities of the Document The users play a significant role for digitizing the documents. A specific demand of users that exist on the document may be considered as the demands over the document. If the document has a higher demand over the physical document, it is indeed needed to be considered for digitization. As indicated by International Federation of Library Associations and Institutions (2002) did mention that the level of demand is of course of great interest when selecting source material for digitization. If the purpose is mainly to enhance access, the likelihood of significant use of a digitized material will probably govern the selection process. Involving scholars and other researchers in the original decision is therefore a traditional selection methodology. Content Value of Material The document that require to be chosen by the archivist need to hold an intrinsic value to and unique information. This information would bring value and worth to the institution to digitize the documents. The documents must bring a representative value to the larger collection that the institution stored. Documents must be identified and analyze the value of information and the International Journal of Academic Research in Business and Social Sciences Vol. 8 , No. 9, Sept. 2018, E-ISSN: 2222-6990 © 2018 HRMARS 183 specific purposes for documents to be digitize. The core content of the documents must be unique and rare which could generate users interests over documents digitize. So, that document will be access and used by the users effectively. Therefore, every digitization project must have its own definitions of value based on the goals it trying to achieve. If the material being considered as a

Document Preparation for Electronic Document Management System