Central Digitization Lab (CDL)

Gratitude to the Funding Agency for Enabling Digital Preservation

Punjabi University, Patiala, extends its deepest gratitude to the Industry and Commerce Department of the Punjab Government for its generous support in funding the “Digitization of Manuscripts” project through a CSR grant. This visionary initiative has enabled the establishment of a state-of-the-art Central Digitization Lab (CDL), ensuring the preservation and seamless accessibility of invaluable manuscripts and administrative records. The funding has been instrumental in procuring high-precision digitization equipment, secure archival infrastructure, and advanced data processing capabilities, thereby empowering the university to safeguard its rich cultural and academic heritage for future generations. This collaboration underscores the Punjab Government’s commitment to digital transformation, knowledge preservation, and academic excellence, setting a benchmark for institutional digitization efforts across the region. We sincerely acknowledge this invaluable contribution, which has positioned Punjabi University as a leader in digital archiving and historical preservation.

Mission Statement

The Central Digitization Lab (CDL) at Punjabi University, Patiala, is committed to preserving and digitizing the university’s invaluable cultural, historical, and administrative heritage. Through state-of-the-art infrastructure, advanced digitization technologies, and robust archival practices, we aim to ensure the long-term preservation, accessibility, and security of rare manuscripts and official records. By fostering collaboration with university departments and branches, CDL empowers stakeholders with structured digital content, enabling seamless research, academic excellence, and efficient administrative operations.

Vision Statement

To become a leading hub for digital archiving and preservation, the Central Digitization Lab (CDL) envisions a future where the university’s cultural and academic legacy is safeguarded through cutting-edge digitization technologies. By integrating AI, machine learning, and metadata-driven systems, we strive to create a scalable, accessible, and secure digital repository that supports scholarly research, enhances administrative efficiency, and promotes the global dissemination of Punjabi University’s rich heritage. Our vision is to set benchmarks in digital preservation, ensuring that future generations have uninterrupted access to the university’s historical and administrative archives.

Purpose and Utility of the Central Digitization Lab

The Central Digitization Lab (CDL) is a premier facility dedicated to the digitization, preservation, and archiving of manuscripts and administrative records at Punjabi University, Patiala. The lab serves as a technological hub for managing large-scale digitization projects while ensuring high standards of data security, accessibility, and longevity.

Key Objectives:

• Preservation of Historical and Administrative Records – Digitizing rare and old manuscripts and official records to safeguard the university’s academic and cultural heritage.
• Digital Accessibility & Archival Integrity – Facilitating various Departments/ Branches with structured, metadata-driven access to digitized documents for seamless retrieval.
• Optimized Record-Keeping – Reducing physical storage needs and ensuring long-term security of university archives.
• Data Security and Compliance – Implementing redundant storage, encryption, and backup mechanisms for digitized content.
• Research and Academic Support – Facilitating scholarly research by offering digitized reference materials in multiple languages, including Punjabi and English.
• Enhancing Efficiency in University Administration – Streamlining record management for departments and administrative branches through structured digital documentation.

Standard Operating Procedure (SoP) for Departments and Branches

The Central Digitization Lab supports the digitization of administrative records and rare manuscripts across various departments and branches. To ensure efficient utilization, the following Standard Operating Procedure (SoP) outlines the roles, responsibilities, and processes for both the Lab (Facilitator) and the Departments/Branches (End-users):

1. Roles and Responsibilities

A. Departments/Branches (End-User)

• Data Digitization: Carried out by respective department/branch staff. Training will be provided by Master Trainers.
• Survey and Cataloguing: Identify and catalogue administrative records and manuscripts. Assess physical condition for prioritization.
• Planning and Timeline: Develop a phased timeline to minimize disruption and submit it for scheduling.
• Data Management: Ensure safe up-keeping of original records and digitized data. Implement backup mechanisms.
• Legal and Ethical Compliance: Address copyright issues, protect sensitive data, and ensure responsible use.
• Resource Allocation: Manage stationery, manpower, and other resources.
• Quality Check and Feedback: Conduct quality checks and provide feedback to the Lab.

B. The Central Digitization Lab (Facilitator)

• Training and Support: Provide training and technical guidance.
• Facility Access: Allocate resources on a first-cum-first basis, prioritizing Vice-Chancellor/ Dean/ Registrar projects.
• Digital Archiving: Implement robust backup and disaster recovery plans.
• Technical Infrastructure: Provide access to lab equipment such as scanners, cameras, and high-performance PCs.

Note: Free and Open Source Software will be used. Proprietary software, if needed, should have a perpetual license from CDL or be provided by the concerned department. The use of pirated software is strictly prohibited.

2. Workflow Process

• Request Submission: Departments submit a formal request detailing records, timeline, and assigned staff.
• Approval and Scheduling: The Lab schedules slots based on availability and priority.
• Training Session: Staff must attend mandatory training before using the facility.
• Digitization Process: Department/Branch staff execute digitization under Lab guidance.
• Completion and Handover: The Lab transfers digitized data to the department/branch.

3. Priority and Exceptions

• First-cum-first scheduling, with priority for Vice-Chancellor/Dean/Registrar-directed projects.
• Urgent projects may lead to rescheduling with prior notice.

4. Resource Management

• Departments/Branches: Manage manpower, stationery, and backups.
• Central Digitization Lab: Provides technical infrastructure and expertise.

5. Compliance and Accountability

• Departments must ensure compliance with legal and ethical guidelines.
• The Lab maintains accountability for safe storage and backup of digitized data.

Role and Duties of the Central Digitization Lab in Digital Content Creation

Digitization Process: Ensuring High-Quality Digital Outputs

• The lab provides high-resolution scanners, cameras, and OCR software for accurate digital copies in Punjabi, English, and regional languages.
• Metadata tagging ensures organized and retrievable content.
• Regular quality checks maintain accuracy and clarity.

Preservation and Storage: Safeguarding Digital and Physical Assets

• Implements robust backup and disaster recovery systems.

Capacity Building and Training: Empowering Staff

• Conducts workshops on digitization techniques, metadata tagging, and digital preservation.
• Encourages collaboration with experts and inter-departmental coordination.

Future Expansion: Ensuring Scalability and Innovation

• Explores AI and machine learning for text analysis, translation, and content recommendation.
• Ensures scalability for future digitization initiatives.

By fulfilling these roles and duties, the Central Digitization Lab empowers departments and branches to create, preserve, and access digital content effectively, safeguarding the university's cultural and historical heritage for future generations.

This document serves as a comprehensive guide for a unified approach to the digitization of manuscripts and administrative records at Punjabi University, Patiala.

Contact Information for SoP, Queries, and Further Information

Departments and administrative branches seeking guidance on digitization processes, compliance, and scheduling should contact CDL officials at:

Central Digitization Lab (CDL) Lab F-8, Sophisticated Instrumentation Centre, Punjabi University, Patiala

Email: cdl@pbi.ac.in

For SoP details, procedural queries, and project scheduling, faculty and administrative personnel are encouraged to reach out to:

Sh. Abdur Rashid – System Analyst & Master Trainer

CDL Technical Team – Available for hands-on training and technical assistance

Recommended Departments & Branches to Engage with CDL:

• Administrative Offices & Archives Section – For digitization of official records.
• Libraries & Research Centres – To facilitate digital accessibility to manuscripts.
• Department of History, Punjabi Language, and Religious Studies – For digitizing historical, cultural, and linguistic texts.
• Examination & Academic Branch – For secure storage of academic records and administrative documentation.
• Finance & HR Departments – For structured digital documentation of financial and personnel records.

For any inquiries regarding workflow, equipment usage, data storage policies, and compliance guidelines, concerned departments are encouraged to initiate correspondence with the CDL Team.

Sh. Abdur Rashid, System Analyst, Mob: 9815437786

Dr. Kawal Jeet Singh, Coordinator, Mob: 9915099577