![](media/image1.png){width="2.3208333333333333in" height="0.84375in"}

361 Sinclair-Frontage Road

Milpitas, CA 95035

**[BACKFILE CONVERSION REPORT PRESENT TO]{.underline}**

**[THE LIBRARY OF CONGRESS]{.underline}**

Submitted

January 28, 2005

On behalf of ATI-Imaging Inc., we welcome the opportunity to perform the
paper and microfilm conversion projects for the Library of Commerce in
conjunction with ISS.

ATI is one of the few companies that can meet the challenge because we
have the latest in technology, skilled staff and proven background to
provide the optimum results. As an example, we just completed a scanning
project consisting of over 280 million images, which was accomplished in
under 75 days.

The following information gathered from the onsite visit and analysis
thereafter supports this and I look forward to establishing a solid
long-term business relationship.

Respectfully submitted:

Tom Windfield

ATI, Inc

800-536-2212 X322

<TWindfield@ati-imaging.com>

Brochures and test files enclosed:

This document is released by ATI, Inc. for the sole purpose of providing
product capability and pricing information to the **CLIENT** and must be
considered confidential. All information contained in this document, or
obtained in subsequent discussions with ATI is considered confidential,
and reproduction or disclosure of product capabilities, pricing, or
other material is, unless otherwise noted in this Response, strictly
prohibited.

ATI, Inc. ©2005

**[Table of Contents]{.underline}**

[PART 1: EXECUTIVE SUMMARY 3](#part-1-executive-summary)

[PART 2: ONSITE VISIT 4](#part-2-onsite-visit)

[Personnel and Equipment: 4](#personnel-and-equipment)

[Scanning Process and Findings of Library cards:
4](#scanning-process-and-findings-of-library-cards)

[Findings: 5](#findings)

[Indexing analysis of Library Cards:
5](#indexing-analysis-of-library-cards)

[PART 3: EVALUATION OF MICROFILM SAMPLES
5](#part-3-evaluation-of-microfilm-samples)

[PART 4: RECOMMENDATIONS 6](#part-4-recommendations)

[The ATI Approach: 6](#the-ati-approach)

[Scanning and Capture of Library Cards:
6](#scanning-and-capture-of-library-cards)

[Post Process after Scanning and Capture:
6](#post-process-after-scanning-and-capture)

[Equipment and Staffing: 6](#equipment-and-staffing)

[Indexing of Library Cards: 7](#indexing-of-library-cards)

[Technologies to assist in Automation of Library Cards:
7](#technologies-to-assist-in-automation-of-library-cards)

[Methodology in handling the Record Book Images (Microfilm):
8](#methodology-in-handling-the-record-book-images-microfilm)

[PART 5: ESTIMATED PRICING 9](#part-5-estimated-pricing)

[Library Cards: 9](#library-cards)

[Record Books - Microfilm: 9](#record-books---microfilm)

[PART 6: SUMMARY 10](#part-6-summary)

[Library Cards: 10](#library-cards-1)

[Record Books - Microfilm: 10](#record-books---microfilm-1)

[Indexing Recommendation: 10](#indexing-recommendation)

[Pricing Estimates: 10](#pricing-estimates)

[Flow Chart for the Library Card Project
11](#flow-chart-for-the-library-card-project)

# 

# PART 1: EXECUTIVE SUMMARY

ATI -- An Overview

ATI Inc. was incorporated in Delaware in 1979.

ATI, Inc. (ATI) is a privately held global company with operations in
the United States, Europe and India, providing a comprehensive range of
document solutions designed to meet the needs of document intensive
organizations such as government, education, financial services,
insurance and legal markets.

ATI formed its Imaging Services Division in 1990 after developing an
Imaging System that processed large backfile conversion projects. Some
of the largest government conversion contracts in the United States have
been awarded to ATI.

We employ approximately 140 people throughout its US operations with
additional staff overseas. A very experienced and skilled management
group controls each project until completion and also has a proven
methodology for each task. A thorough "Statement of Understanding" along
with specific training of the production staff takes place for each
project. Quality control stages exist throughout the project to gain
optimum results. This methodology exists throughout all production
environments including our offshore facilities where a significant
amount of indexing takes place.

Our equipment inventory available for conversion is significant and
constantly improving. The latest technology is utilized and routine
scheduled maintenance procedures take place during each shift to ensure
desired performance levels. ATI has the capacity to capture over 5
million pages of information per day through its range of technology.
Indexing and key verification of scanned documents can be performed on
50 workstations located at the various conversion sites.

In addition to a fully staffed and equipped production facility, ATI
specializes in [on-site]{.underline} conversion projects. High-speed
equipment along with mobile Management and Production teams allow
numerous large projects to be done throughout the United States at the
customer site to insure the safety and confidentiality of the documents.

**Company Mission Statement**

ATI is committed to providing the highest quality products and services
for the lowest possible price, without compromising the value of the
final product. With a commitment to personalized service, specialized
project management, highest quality equipment, cost-efficiency and each
client's overall satisfaction, ATI has become a leader in the field of
document imaging.

Finally, maintaining a focus on our "Mission Statement" has allowed ATI
to grow significantly in size and capacity that will allow us to
accomplish the project requirements of the Library of Congress.

## PART 2: ONSITE VISIT 

## Personnel and Equipment:

Tim Plette, VP of Production, James Kerkstra, Project Manager and Tom
Windfield, Regional Manager arrived on site bringing with them the
following equipment:

1.  High Speed Canon 9080 C - Color scanner

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1.  Dell PC and Monitor with appropriate scanning software

The team arrived on November 30^th^ and set-up, obtained the reader
cards and completed the entire required scanning process of all 27
drawers by end of day December 1. In addition, we were escorted
throughout the file rooms and viewed the microfilm as well as bound
material that will eventually be part of the project. On Wednesday
morning, Tom Windfield met with Baha Akpinar to gain further insight and
direction of the overall LOC conversion project.

## 

## Scanning Process and Findings of Library cards:

The following summarizes condition of each card drawer:

[DRAWER]{.underline} [CONDITIONS-FINDINGS AND NOTATIONS]{.underline}

Applications Pink - all cards required unfolding and refolding (folded
6.5x6) Double sided

Prints/Labels Some tissue cards single sided (3x5)

1946-54 Cards thicker than normal, single sided (3x5)

1955-70 Same card type and thickness found previously, single sided

1971-77 Same card as in previous 2 drawers with some staples - single
sided

Assignments Same thickness and size -- some yellow, pink, and tan --
single sided

Combined Same thickness & size -- multicolor throughout (blue, yellow,
pink) single sided

Notice of use Same thickness and size -- off white -- single sided

Notice-intent Same thickness and size -- blue -- single sided

Bks (Author) Same size -- off white. Difficult to feed (info taped on
card, some double sided)

Bks (Claimant) Most 6.5x6, some smaller, double sided
(unfolding/refolding) -- difficult scan

Graphic Arts Some variation in thickness (slow feeding) size of 3x5 --
off white -- single sided

Period. (C&T) Approx. 3x6 -- off white with some green cards, slow to
feed, single sided

Period. Title 3x5 off white, light text, difficult scan (thickness) both
single and double sided

Period. Title Same images and condition of cards as drawer 13

Dram. (Claimant) Approx. 3x6 -- multicolor, slow feeding through
scanner, double sided

Dram. (A&T) 4x6, multicolor with some carbon -- single sided

Gen. Index 3x5 both colors and off white -- some thin cards, difficult
feeding -- single sided

Music 3x5 in size, standard thickness -- double sided

Pseudonyms Smaller size, some double sided, some with blank fronts and
info on the back

Renewals (3)\* 3x5 (Approx 2 out of 50 required unfolding and refolding)

Periodicals 3x5 - Pink cards and some were blue carbons

Graphic Arts 3x5 - Pink cards and some were blue carbons (tested bitonal
and gray scale)

\* Summary of all 3 Renewal drawers, which had very similar cards in
size and color

## 

## Findings:

During the scanning process, we experimented with color, bitonal and
gray scale settings throughout the entire procedure to gain the best
result due to the fact that the cards varied so much in color, size and
print quality. Also, brightness settings were constantly being changed
in an attempt to capture light colors. Example of setting changes were:

[DRAWERS]{.underline} [ADJUSTMENTS]{.underline}

LOC 10 & 12 Brightness to 220

LOC 13 & 14 Light brightness to 90 - 256 gray scale

LOC 16 Because of carbons, used brightness of 190

## Indexing analysis of Library Cards:

Two experienced people from our staff, who also have technical
background, have been indexing the scanned Library Cards from the
on-site visit. Because of the different periods in time and origination,
there is a significant lack of field consistency. The positioning of
data on the cards

are commonly located in different areas. Often times there are multiple
entries associated with a field and the data can exist in different
languages. This data is found in both typewritten and handwritten
entries. All of these aspects often cause the indexer to read and
interrupt the card before being able to key the fields in correctly.
During the indexing of the scanned cards, many formulations took place
to establish the best practices both for manual keying assisted by
automated methods.

### PART 3: EVALUATION OF MICROFILM SAMPLES

The test consisted of 16 rolls of 35mm and 13 rolls of 16mm microfilm.
The quality of images ranged from acceptable to poor. Acceptable images
could be read without magnification and the very poor ones could not be
read at all. The viewing variables related to such aspects as size and
nature, registration, and type of print along with background and
speckles. In addition, simple indexing fields were consistent and
recognizable. [The majority of film tested was acceptable.]{.underline}

The following is a representative evaluation:

[REEL]{.underline} [DESCRIPTION]{.underline} [CONDITION]{.underline}

27-161 Record Books Large hand written documents, average quality

(Entries of Title) Yr. 1907 requires zoom-in for most, decent Reg.
Number

104. Application for Registration Most difficult to view, legibility
     with manipulation,

> Of Claims Yr. 1973 Common indexing fields - Class and Reg. Number

195-004 Application for Registration Better to view, some background and
bleed,

> Of Claims Yrs. 1950-1962 Common indexing fields - Class and Reg.
> Number

155-085 Assignment Title Cards Good legibility, some background and
speckles

Yrs. 1927-1956 Common indexing fields

# 

# 

# PART 4: RECOMMENDATIONS

## 

## The ATI Approach:

With many years of experience, a methodology has evolved and been
developed for dealing with large backfile conversion projects. ATI will
automate as much as possible, practically and economically. Best
practices have been developed for these factors:

-   Separation of work done on and off site for efficiency

-   High Speed Internet Access if available and secured

-   Indexing locations both at our facilities in the US and offshore

-   Quality of documents and the number of form types

-   Indexing -- number of appropriate fields and length for desired
    search ability

-   Aids to help automate the process from related databases (computer
    assisted retrieval)

-   Use of different Technologies

## 

## Scanning and Capture of Library Cards:

Scanner Type -- During the onsite test, we used the Canon 9080 C Color
Scanner. It was found to be durable and possess the necessary
characteristics to capture most source materials with the exception of
the smaller size cards. Selecting the correct scanner is imperative to
ensure a successful conversion. Due to the varied thickness and
different sizes of the cards, we will use a larger and full-featured
scanner designed to handle extreme applications. It is the Kodak i600
Color Scanner series that has enhanced speeds, expanded flexibility in
quality adjustments and maintains a very durable feeding system that can
automatically adjust to different stocks. It also has easy operator
access to the feed transport area for enhanced efficiency.

Capture Process -- Because of the volume of cards, it is imperative that
optimum quality is gained the first time. Rescanning of cards would be
very cumbersome and costly. ATI plans to scan in 24-bit color using the
JPEG 2000 standard compression technology. The selected Kodak scanner
allows color scanning to be done at maximum speed to maintain
efficiency. Scanning cards in color allows the images to be manipulated
in bitonal or gray scale. Also, other practices such as full OCR can
take place for maximum results. The JPEC 2000 technology is extremely
efficient and allows presetting the compressed image size. A library
card can be scanned in 24-bit color and compressed to a 50 kilobyte or
less size to achieve a photograph-quality image.

### 

### Post Process after Scanning and Capture: 

After scanning the images in color, proper rotation, cropping,
deskewing, blank page elimination and quality enhancement techniques
will take place attaining the most optimum image to index.

## 

## Equipment and Staffing: 

The number of scanners to be used for this project will be based on the
hours of operation and scheduled deadline. Scanners are rated at 80 to
120 pages per minute. In an optimum environment, this equates to 4,800
to 7,200 scans per hour. Likely, no more than 4000 scans per hour can be
expected.

**Equipment and Staffing -- Continued:**

To achieve this rate, we anticipate workstations to consist of a scanner
and 4 key staff members to include:

1 Prep person

1 Scanner operator

1 Post-prep person

1 Quality Control and overall workstation Supervisor

Our methodology is to provide a prep and post-prep person in order to
keep a consistent flow of cards to the scanner, which will increase the
image output. We are accustomed to providing multiple workstations in
order to complete the project within the predetermined timetable.

## 

## Indexing of Library Cards:

We believe that focusing on the primary fields is the best practice. The
7 key fields include:

Registration Number, First Registration Date, Title, First Personal
Author, First Corporate Author, First Personal Claimant, First Corporate
Claimant. An additional open field that you refer to, as "Data Notes"
will be tested for automatic population using Forms Recognition and OCR
technology. A quality result is somewhat of a concern in this area.

Because of the variations of data, it is our determination that the 7
primary fields, done manually will encompass approximately 100
characters per card with an input rate of approximately 2 cards per
minute by a trained operator. Based on this our recommendations are:

1.  Offshore indexing -- ATI can assemble a large staff of skilled and
    supervised people to key fields from our offshore production group
    maintaining a high level of security for approximately 50 percent
    less cost compared to doing it in the US. An organized and
    well-managed process will be set in place with the very best Q and A
    practices. We currently do this for other major organizations with
    highly sensitive data.

2.  One area to assist in auto-population of data is to have a Prep
    person at time of capture record the label of each file drawer.

3.  Enter the first item listed on a card only pertaining to Author,
    Date or other entry.

4.  Utilize correct technologies to automate -- (Forms Recognition with
    limited OCR)

## 

## Technologies to assist in Automation of Library Cards:

ATI utilizes every current and meaningful technology in the backfile
conversion projects that can enhance or automate the process. The
document/forms application can be modified after the scanning and
capture process to optimize the result with successful use of secure and
highly accurate document recognition methods including Bar Coding,
Optical Character Recognition and Information Character Recognition.
With the nature of the Library Cards, limited results using OCR is
expected. However, tests will be done to explore all accuracy and
economics.

Some benefits can be obtained from 'Forms Recognition' where we can
identify the form and form-layout allowing us to extract and present the
required indexing fields to the indexer in the same position on the
screen for keying. For example, an Author's name may appear in a
different position on every library card but we intend to present it on
the indexers screen in the same position every time to assist in the
keying process -- this will help minimize the visual search. By
recognizing and extracting the fields in this manner, we will achieve
greater accuracy and more rapid indexing.

**Technologies - Continued**

Other benefits from using Forms Recognition may be in the area of
securing a successful OCR read of some fields. In recognizing the form,
it is possible that we can automatically extract and repair the
characters and attempt an OCR read. If the OCR has the desired result
and has properly recognized the field, the indexer can view and
comparison with the original image. However, our experience has been
that if there are 3 or more failed characters due to a poor OCR result,
it is best for the indexer to key the entire field. Upon review of all
data, we believe that a Forms Recognition process will increase speed
and accuracy in the keying of indexes. However we are guarded in our
expectations that OCR as part of the Forms Recognition process will
provide much benefit.

## 

## Methodology in handling the Record Book Images (Microfilm):

In conversion of the Record Book Images, there are 3 options:

-   Direct scanning of Books --on site with an overhead scanner

-   Unbind the books -- on site with a production sheet scanner

-   Scan the microfilm

Of these options, film scanning is preferable and will be much less
costly. Because of this we believe that as much film and likely all
should be scanned and indexed especially if the objective is to provide
data that leads to access points. Even with the poorest of film, the
final results could accomplish the LOC objectives.

In reviewing the quality of the film samples provided, it is estimated
that approximately 85% to 90% will produce proper results without much
manipulation. The biggest quality issues in the samples appeared to be
with the "Applications" which contained small and distorted print. Using
the latest in clean-up technology, it is expected that many of the poor
quality documents can be recovered to have suitable legibility. It is
also noteworthy that each of the poor documents had portions that were
very readable. Furthermore, it would be interesting to compare the
poorest film with the source images. Possibly those documents are of
poor quality and the rescanning may not necessarily provide the desired
results.

Scanning - ATI will use the best high quality film scanner available
which is the Wicks & Wilson RS 300. We have 15 of these models at our US
production facility. It has tremendous automated image and feeding
adjustments that will certainly enhance and clean up the quality. This
scanner along with very skilled operators will impact the overall
quality of the film. Images will be scanned in gray scale to realize a
better image using JPEG 2000 standard compression technology.

Indexing -- It appears that there will be some standardization with the
different types of records. Classification, registration and year seem
to be common. Different fields may be required for different types of
records but some standardization is possible. We recommend avoiding an
entire date, as that can be manually intensive and costly. Technology,
previously described, will be used to help with the manual keying
process. This may include several automated methods such as 'Forms
Recognition'.

Although film conversion is likely to be the best overall option, ATI
can provide the rescanning of bound books in a partial or complete
manner on-site if desired.

# PART 5: ESTIMATED PRICING

The following estimates are based upon our analysis thus far. This is
not intended to be a best and final but rather to provide a solid idea
for planning purposes.

## 

## Library Cards:

Based on approximately 47 million cards with automated technology used
as applicable for enhancements and indexing: (Note -- A blank side has
no charge)

**On site Scanning, Prep and QA described:** \$0.055 per image

**Indexing based on populating 7 Primary fields**

**and OCR for 'data notes' where possible:**

(Note -- Fewer fields will lower this estimate)

> **Work done Offshore:** \$0.15 to \$0.20 per card

**Work done in the US:** \$0.30 to \$0.35 per card

##  

## Record Books - Microfilm:

There is an economy of scale in film scanning meaning that the pricing
stated below is done without true knowledge of the number of images. The
following is based on review of the samples and the assumption of
indexing fields (such as classification number and year) with automated
technology used as applicable for enhancements:

**Scanning and Preparation (our facility):**

> **16mm film:** \$0.025 per image

**35mm film:** \$0.045 per image

**Indexing** \$0.015 per field

> (A field is defined as - up to an 8-digit number. If significant alpha
> keying is required, a test can be made to validate an amount per
> field)

**Other Aspects:**

-   All travel and lodging is included

-   Freight is not included and nor part of this estimate

-   Final storage media and associated costs are not part of this
    estimate

-   Changes are welcome and could decrease/increase this estimate

-   Any specific terms and conditions are not reflected in this estimate

***All estimates are intended to provide a benchmark and can be adapted
based on changes keeping in mind that 'quality results' should not be
compromised! The biggest expense to the Library Of Congress would be if
an entire rescan and index occurred.***

***In going forward, we welcome the opportunity to meet with your team
in person to discuss our methodology leading to the pricing
estimates.***

# 

# 

# PART 6: SUMMARY

## 

## Library Cards:

ATI is well staffed and equipped to perform the conversion projects for
the Library Cards.

A skilled-well managed staff is prepared to do the following:

-   Prepare a complete and all-inclusive plan for the entire project

-   Institute our Production Control Database software that tracks
    entire activity

-   Exercise full Quality Control, Exceptions and Reporting processes

-   Perform on-site preparation and scanning of all images

-   Reassembly as desired

-   Post scanning process to ensure optimum results as well as handling
    exceptions

-   Thorough review of project and proper finalization before leaving
    facility

-   Indexing of predefined fields matched to the database -- manually
    with automation

-   Final Quality Assurance review

-   Delivery of the indexed digital media and full color images

***[Please see the attached flow chart (Applicable to film conversion
with minor deviations)]{.underline}***

## 

## Record Books - Microfilm:

Although able to accommodate the scanning of books onsite, we believe
that the best value is to scan the microfilm. ATI is one of the best
companies in the world in film conversion having the latest in
technology along with a trained and qualified staff. The process is as
follows:

-   Prepare a complete and all-inclusive plan for the entire project

-   Institute our Production Control Database software that tracks
    entire activity

-   Preview and Preparation

-   Exercise full Quality Control, Exceptions and Reporting processes

-   Scan the film using a variety of image enhancements and clean-up
    technology

-   Quality Assurance review including managing exceptions prior to the
    indexing stage

-   Indexing of predefined fields matched to the database -- manually
    with automation

-   Final Quality Assurance review

-   Delivery of digitalized and indexed images

## 

## Indexing Recommendation:

Due to the fact that images are for public viewing, we see no security
issues in doing the indexing offshore. ATI manages and controls millions
of images being indexed each year and has a well-defined process in the
handling, security and quality of work leading to the desired results.
Therefore, we recommend using our offshore staff for indexing.

## 

## Pricing Estimates:

ATI partners and teams well on large projects of this nature and have in
place all the necessary aspects to arrive at the best and final results.
*When selected, we will implement methodology and testing applications
to insure that the best overall price possible is derived without
sacrifice in quality.*

## Flow Chart for the Library Card Project

![](media/image2.wmf)