BELSPO archiving and digitization
Use case art scanning
Project description
Objective
Support the digitization of Belgium’s extensive cultural, scientific, and historical heritage under the DIGIT-03 (2014-2019) and DIGIT-04 (2019-2024) programs. These initiatives focus on preserving and providing digital access to invaluable collections from federal museums, libraries, research, and archival institutions. Youston Group (iGuana) was chosen as a partner for multiple projects, entrusted with digitizing millions of items through its specialized ArtFactory.
Scenario
BELSPO oversees 10 Federal Scientific Institutions, including museums, libraries, and research centers, which serve as key resources for Belgian scientists and attract over 1.2 million visitors annually. Together with the Royal Belgian Film Archive (Cinematek), these institutions are central to the DIGIT program.
Since 2014, Youston Group has digitized diverse collections such as newspapers, registers, manuscripts, photographs, and archival documents, ensuring they are preserved for future generations and accessible for research and public engagement.
- Digitization Sites: The specialized ArtFactory handled the secure digitization of materials ranging from fragile historical records to high-resolution images of art and cultural artifacts.
- Notable Projects:
- Royal Library of Belgium (KBR): Newspapers like Le Patriote and Sportwereld (2014-2015, 130,000 items).
- ARA Archives: Registers and legal documents from Brussels, Wallonia, and Flanders (2016-2024, 985,226 scans).
- Royal Meteorological Institute (KMI): Climate and hydrology data, photos, and handwritten observations (2016-2024, 153,000 items).
- Cinematek: Belgian cinema magazines and photographs (2021-2024, 307,000 items).
Challenges and Solutions
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1. Preserving Fragile and Diverse Materials
Challenge
Many items, including centuries-old manuscripts, photographs, and newspapers, were delicate and required specialized handling to prevent damage.Solution
Youston Group’s ArtFactory employed high-precision scanning equipment and non-invasive techniques to digitize fragile materials while maintaining their integrity. -
2. Large-Scale Digitization Across Multiple Projects
Challenge
The digitization effort spanned multiple institutions and involved millions of items, each with unique requirements and formats.Solution
Youston Group customized workflows for each project, from newspapers and bound registers to photographs and loose-leaf documents, ensuring efficient, high-quality digitization tailored to each collection. -
3. Complex Metadata Extraction
Challenge
Capturing and structuring metadata for diverse collections was critical to ensure the digitized materials could be searched and accessed efficiently.Solution
Youston Group leveraged AI tools and advanced workflows to extract metadata such as titles, dates, and descriptions, integrating this information into user-friendly digital platforms. -
4. Adhering to Strict Deadlines and Standards
Challenge
Coordinating multiple projects under tight timelines while meeting BELSPO’s high standards for quality and consistency.Solution
A robust project management approach ensured timelines were met without compromising quality. Daily tracking and quality checks guaranteed compliance with BELSPO’s requirements.
Key Benefits for BELSPO
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Preservation of National Heritage
Fragile materials were safely digitized, protecting them from physical degradation while ensuring long-term preservation. -
Enhanced Accessibility
Digital collections are now available to scientists, researchers, and the public, enabling broader engagement with Belgium’s heritage. -
Tailored Workflows
Custom digitization and metadata workflows allowed each institution’s unique requirements to be met efficiently. -
Scalable Expertise
Youston Group’s ArtFactory handled projects of varying size and complexity, from individual manuscripts to hundreds of thousands of photographs and registers.
Transformative impact
Through its partnership with BELSPO, Youston Group has played a pivotal role in preserving Belgium’s cultural, historical, and scientific heritage. By digitizing millions of documents, photographs, and artifacts, Youston has enabled:
- Improved Research Capabilities: Belgian scientists and researchers now have digital access to invaluable resources, enhancing their ability to conduct world-class studies.
- Public Engagement: Heritage collections are accessible to over a million annual visitors, increasing awareness and appreciation of Belgium’s history.
- Future-Proof Archiving: By leveraging advanced digitization and metadata extraction, BELSPO’s collections are preserved and accessible for generations to come.
- Cultural Legacy: National treasures, from cinema archives to climate records, are safeguarded against deterioration and widely shared with the global community.
Outcome
Since 2014, Youston Group has successfully digitized millions of items across multiple institutions under the DIGIT program. This collaboration has ensured the preservation of Belgium’s invaluable heritage while making it digitally accessible to scientists, researchers, and the public.
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Relevant services
Archiving
Free up space and store your documents in our fully controlled facility, managed by professionals. Need 24/7 accessibility? We ensure retrieval within 60 minutes.
Digitization
Scanned, indexed and backed up online. The future of your archive is digital. Our promise: access from anywhere at any time, 0% risk of data loss and 100% trust.
iGuana iDM
Centrally archive your files with our state-of-the-art software system iGuana iDM: all your documents in one place. Centralized, easily accessible and 100% secure.
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