Preserving History with Certainty: The Technology That’s Redefining Historical Preservation

The Washington State Archives plays a critical role in preserving the state’s history, ensuring that government records—both digitized and born-digital—remain accessible to the public. This accessibility is more than just a convenience; it upholds government accountability and safeguards historical integrity, a responsibility the state’s founding leaders recognized as essential to maintaining democracy.

However, for years, the archives relied on outdated digitization equipment that made it difficult to produce clear, accurate, and consistent digital records. Their existing system required constant manual adjustments and introduced inconsistencies that could undermine the reliability of preserved documents. Beyond efficiency concerns, these challenges also posed a risk to the very mission of the archives: ensuring the long-term preservation of historical records in their most faithful form.

As the demand for digital access grew and technological advancements set new standards for archival imaging, the team recognized that their current system was holding them back. Instead of focusing on preservation, they were forced to work around the limitations of outdated technology—constantly adjusting settings, troubleshooting inconsistencies, and worrying about whether their records were truly being captured with accuracy.

They needed a system that would empower them to preserve history with confidence, rather than compromise their efforts. That search led them to DT Versa—a system that would not only improve efficiency but also give them full control over the accuracy, consistency, and longevity of their digital preservation efforts.

Challenges Before DT Versa

Before implementing DT Versa, the Washington State Archives relied on an older system modified with a digital camera. While this setup allowed them to transition from film-based to digital archiving, it came with significant inefficiencies that hindered their ability to create high-quality, consistent digital records.

One of the biggest challenges was the need for constant manual adjustments. The scanner was not designed for fully automated, high-precision imaging—operators had to manually calibrate settings such as resolution, distance, and exposure for each document. The lack of automated focus and uniform lighting meant that users often had to reposition documents, tweak settings, and capture multiple images just to get a usable scan. This trial-and-error approach made the process tedious and prone to inconsistencies, leading to frustration and uncertainty about whether the final digital images truly reflected the originals.

“We spent a lot of time just hoping we got it right,” recalled Patrick Williams, Imaging Service Manager at the archives. “There was always this underlying concern that we weren’t producing the most accurate representations of these historical documents.”

The inefficiencies didn’t stop there. The older system required a multi-step process to produce archival records. After capturing digital images, the team had to convert them to microfilm for long-term storage—a workaround necessitated by the system’s inability to generate archival-quality images directly. This extra step not only added to the workload but also introduced further opportunities for degradation in image quality. Every additional conversion increased the risk of losing crucial details, undermining the goal of preserving Washington’s historical records in their most accurate form.

To continue fulfilling their mission of safeguarding public records, the archives needed a more streamlined and reliable system—one that would eliminate guesswork, reduce the need for manual intervention, and produce high-fidelity digital records without unnecessary processing steps.

Finding the Right Solution

In late 2021, the Washington State Archives sought to overhaul their digitization process to address the inefficiencies and inconsistencies of their existing system. Their search led them to the DT Versa, a comprehensive digitization platform designed to meet the rigorous demands of archival preservation. Integration began in early 2022, and the team quickly recognized the transformative improvements it offered.

Enhanced Precision and Document Handling

One of the immediate benefits of the DT Versa was its precision digital imaging capabilities. The system’s design supports conservation-friendly digitization, allowing for high-quality captures without excessive handling. This feature was crucial for preserving delicate historical documents, ensuring that each item could be digitized accurately without compromising its physical integrity.

Streamlined Workflow with Advanced Software Integration

The integration of Capture One software introduced a level of control and automation previously unattainable. This powerful software suite offers features such as auto-cropping, straightening, and batch processing, which significantly reduced the manual effort required in the digitization process.

Maggie Cogswell, who works in digital access and cataloging records, noted, “With DT Versa, we can rely on auto-cropping, straightening, and batch processing to handle many of the tedious tasks we used to do manually. That alone has saved us an incredible amount of time.”

Flexible and High-Fidelity Image Processing

Another significant advancement was the ability to work with RAW image files, providing greater flexibility in post-processing. This capability ensured that digital records could be exported in various formats while maintaining the highest level of detail and color accuracy. Additionally, the foot pedal capture feature streamlined the process by keeping their hands free, enabling the team to digitize large volumes of documents more efficiently than before.

A Smooth Transition with Expert Support

Adopting new technology can be challenging, but with DT Heritage’s expert guidance, the Washington State Archives team quickly mastered the DT Versa system.

Beyond simply delivering and setting up the equipment, DT Heritage provided hands-on training that helped staff fully utilize the system’s capabilities. Their support enabled Cogswell to develop a step-by-step checklist that streamlined the learning process, ensuring her entire team could confidently integrate DT Versa into their workflow.

Maximizing the Power of Capture One

A key part of this transition was learning how to leverage Capture One software, which introduced a new level of precision and efficiency to the digitization process.

With its advanced features—including auto-cropping, straightening, batch processing, and customizable workflows—the software eliminated many of the manual steps that previously slowed down the team’s work. Cogswell’s structured checklist walked team members through everything from system setup to exporting high-quality images, allowing them to take full advantage of the software’s automation and editing tools.

“There was definitely an adjustment period, especially when it came to Capture One,” Cogswell admitted. “But once we got past that, we started to see just how much more we could do with it. It’s not just about taking better pictures—it’s about making the entire workflow more efficient and adaptable.”

Measurable Improvements and Outcomes

The impact of DT Versa was both immediate and quantifiable: the team logged 32 hours digitizing 26 volumes, producing approximately 1,325 images—a level of efficiency they had never achieved before.

Cogswell’s most recent project involved scanning a 500-page volume in just six hours, an impressive feat compared to the time-consuming process they had previously used.

Beyond the increased speed, the quality of the digital images saw a dramatic improvement. The archives could now produce high-resolution scans with exceptional detail, color accuracy, and sharpness. These improvements weren’t just about aesthetics; they provided a more faithful representation of historical records, ensuring they could be studied and referenced with confidence.

“I was honestly blown away when I saw the level of detail in our scans,” Cogswell shared. “The ability to zoom in without losing clarity, the accuracy of the colors—it’s just night and day compared to what we were working with before.”

For Williams, the biggest benefit was the long-term confidence in the archives’ digital preservation efforts. “We don’t like doing things twice,” he said. “With DT Versa, we know that these records are being captured correctly the first time, and they’re going to last. That’s a huge weight off our shoulders.”

A Lasting Impact on the Institution

The adoption of DT Versa has fundamentally transformed the Washington State Archives’ approach to digital preservation. By eliminating inefficiencies, enhancing image accuracy, and streamlining workflows, the team can now focus on their core mission—ensuring historical records are preserved with the highest fidelity.

More than just a technological upgrade, DT Versa has empowered the archives with greater control, confidence, and efficiency in their preservation efforts. No longer hindered by outdated equipment, they can now produce high-quality digital records that will stand the test of time.

“The DT Versa has given us the best possible setup for the types of records we handle,” Patrick Williams concluded. “It’s not just about better technology—it’s about giving us the ability to do our job the right way.”

Conclusion

The Washington State Archives’ transition to DT Versa marks a new era in digital preservation. Their success demonstrates how the right technology doesn’t just improve efficiency—it redefines what’s possible. By setting a new standard for archival imaging, they ensure that Washington’s most valuable records remain accessible, accurate, and protected for generations to come.