On 7 February 2025, the National Library Board (NLB) of Singapore participated in the Digital Preservation Workflow Webinar series, organised by the Digital Preservation Coalition. The week-long webinar series showcased some of the digital preservation workflow processes developed and implemented by the digital preservation community and brought together experts from various institutions to discuss strategies and challenges in preserving digital content. NLB highlighted its digitisation and preservation efforts for legal deposit books and newspapers, reinforcing its role as the custodian of Singapore’s documentary and published records for future generations. The webinar provided a platform for NLB to exchange knowledge with other institutions and gain insights into emerging trends in digital preservation.

Role as a Singapore Memory Institution
As a key Memory Institution of Singapore, NLB is dedicated to preserving the nation’s invaluable historical and cultural assets for future generations. Committed to fostering a nation of lifelong readers and informed communities, it has established itself as a cornerstone of Singapore’s cultural identity. Under the NLB Act (Chapter 197), its mandate includes safeguarding library materials and maintaining a national repository of historically significant archives. This commitment is further strengthened by the Libraries and Archives Blueprint, which aims to enhance NLB’s digitisation and digital preservation capabilities for a seamless integration of print and digital resources. By continually refining its strategies in response to technological advancements, NLB ensures its digitisation and preservation efforts remain adaptive and sustainable.

The Role of Resource Discovery and Management
At the heart of NLB’s operations is its Resource Discovery and Management (RDM) group, which plays a vital role in overseeing the library’s collection lifecycle. Overseeing key processes such as acquisition, cataloguing, processing, digitisation, digital preservation, distribution, and warehousing, RDM enables library users to efficiently discover resources, access the latest materials, and explore Singapore’s rich literary collections.

As highlighted in NLB’s presentation on 7 February 2025, a key area of focus is the work of the Digital Preservation Management team within RDM. This team is responsible for digitising selected print materials and newspapers, as well as carrying out essential preservation activities to maintain the integrity and accessibility of digitised content. Through a meticulously managed workflow, it upholds the quality and longevity of these valuable resources for future generations.

A Comprehensive Digitisation and Digital Preservation Workflow
NLB’s digitisation and digital preservation workflow is a carefully coordinated effort designed to protect Singapore’s documentary records and published materials. The process begins with selection and preparation, ensuring that materials are chosen based on their digitisation and preservation priority, and assessed for any necessary repairs. Following assessment and any required repairs, the materials move on to scanning and processing, where high-quality digital replicas are created. Image enhancements such as cropping, de-skewing, and optical character recognition (OCR) ensure accuracy and searchability.

To maintain quality, rigorous quality assurance checkpoints are conducted throughout the digitisation process. Initial verification ensures that scanned images are clear, all pages are included, and files are properly structured for access and preservation. After scanning, additional refinements enhance clarity and standardise resolution, ensuring a consistent output. OCR technology makes text searchable, particularly for newspapers, where elements such as issues, titles, headlines, captions, and articles must be correctly organised for accessibility.

Further quality checks confirm the accuracy of OCR results, validate readability at various magnifications, and ensure compliance with digitisation and preservation standards. Once all verification processes are completed, the files enter the digital preservation phase, where they are packaged into Submission Information Packages (SIPs) and undergo integrity checks, including checksum validation, virus scanning, and format verification. After passing these assessments, the archival files are ingested into the Digital Preservation System (DPS) and maintained in preservation-grade formats as Archival Information Packages (AIPs), ensuring their long-term accessibility and usability. Regular monitoring processes are also in place to detect potential risks and maintain file integrity over time.

The Scale of Preservation
Committed to long-term preservation, NLB continues to expand its digital archives, ensuring the retention of Singapore’s documentary records and historical collections. NLB’s Digital Preservation System maintains an extensive collection of master files and archival materials, encompassing a diverse range of resources, including books, maps, photographs, and newspapers. This vast repository underscores NLB’s commitment to preserving and providing access to Singapore’s documentary and published records for research, education, and cultural enrichment.

Beyond Preservation: Facilitating Access
Preservation is as much about accessibility as it is about storage. NLB ensures that its digitised collections are readily available through dedicated access platforms, allowing the public to explore Singapore’s rich literary collections. Publicly accessible platforms such as National Library Online and NewspaperSG provide researchers, educators, and the general public with seamless access to historical publications and archival records.

Conclusion
NLB’s digitisation and digital preservation approach exemplifies its commitment and role as a Singapore Memory Institution. Through meticulous planning, ongoing technological advancements and a steadfast vision, NLB ensures that the nation’s literary resources remain accessible and relevant in an ever-evolving digital landscape. As digital transformation accelerates, NLB’s preservation initiatives continue to shape best practices, fostering collaboration and innovation in the global archival community.

Screenshot of the presentation

Contributed by Chelsea Chin, Senior Manager, Digital Preservation/ Resource Discovery & Management, NLB