A sustainable Hán-Nôm workflow has two jobs that must be planned together: protect the original object and create a trustworthy digital surrogate that researchers can use instead of repeatedly handling it. Begin with the holding institution’s authority, a condition-and-rights survey, and a catalog record. Then capture each object with conservation-informed methods, preserve the master files with metadata, fixity checks, monitoring and tested recovery, and publish access derivatives only when rights and cultural restrictions allow.
Hán-Nôm collections include Vietnamese materials written in Hán and Nôm as well as related cultural objects. They are not a uniform set of bound books, so one scanner setting, handling method or metadata profile cannot safely govern every item.
What makes a Hán-Nôm workflow sustainable?
Sustainability means that a collection remains physically safe, intellectually findable and digitally usable over time. Digitization is not a substitute for conservation: it is a way to document content and reduce routine handling when the resulting files are properly managed. The Institute of Sino-Nôm Studies describes copying Hán-Nôm books into multiple copies, keeping originals in protected storage and serving readers with copies. Its account also identifies digital access as a way to limit use of fragile originals. See the Institute’s preservation account at https://hannom.vass.gov.vn/cong-tac-nghiep-vu.
The physical risk can be unusually high. The Institute says some books are made from dó paper and may become so soft that they cannot stand upright on a shelf; protective boxes are therefore part of preservation, not an optional packing upgrade. A digital file cannot correct damage that occurs before capture, and a file that has never been checked, described or backed up is not a preserved file.
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The Institute’s current mandate, dated March 28, 2026, includes collecting, preserving, restoring, reproducing, digitizing, translating and sharing Hán-Nôm resources under applicable state rules. That remit is stated at https://hannom.vass.gov.vn/chuc-nang-nhiem-vu/chuc-nang-nhiem-vu-quyen-han-cua-vien-nghien-cuu-han-nom-562387. It illustrates why an institution with custody and subject expertise must set the workflow, even when outside partners provide equipment or software.
1. Establish authority, scope and access rules
Name the responsible institution
Write down which institution has legal or delegated custody, who may authorize handling, who approves conservation treatment, who signs off on digitization, and who decides whether a derivative may be placed online. Record provenance, donor agreements, loan terms and any restrictions attached to a series or individual item. A project agreement should identify responsibilities for equipment, staff, storage, metadata, security, takedown requests and long-term custody after the project ends.
The National Library of Vietnam and the Vietnamese Nôm Preservation Foundation have described a joint digital-library project for scholarly research, teaching and learning. Such partnerships show the value of shared expertise, but a collaboration does not automatically establish rights for every manuscript. Confirm the status of each item with the responsible institution before publication.
Resolve rights and cultural restrictions before capture
For each object or group, record copyright, donor conditions, custody restrictions, privacy concerns, culturally sensitive content and the geographic or institutional rules that apply. Distinguish permission to make a preservation copy from permission to distribute an access copy. If the status is unresolved, keep the object in a controlled workflow state rather than silently treating it as public domain. The reviewed institutional descriptions do not grant permission for any particular manuscript or collection.
Define the scope and success criteria
State whether the project covers a whole collection, a series, rare items, inscriptions, rubbings, loose leaves or related cultural materials. Define what “complete” means: for example, every page and cover captured in sequence, or only selected folios for a catalog record. Set acceptance criteria for image quality, metadata completeness, rights review, fixity and restoration tests before production begins.
2. Survey, describe and prioritize the collection
Inventory before choosing objects
Create a stable identifier for every object and, where useful, for each volume, folio or digital file. The Institute describes using management cards to record content and physical characteristics so staff can recommend preservation measures and support research use. Build the same logic into a controlled inventory that can be exported and audited.
| Inventory element | What to record | Why it matters |
|---|---|---|
| Identity | Stable identifier, known title, alternate titles and linked copies or translations | Prevents duplicate work and connects the surrogate to related scholarship. |
| Content and script | Hán, Nôm or mixed script; creator or attribution; subject; language notes | Supports discovery and specialist review without guessing from a filename. |
| Date and extent | Known date or date range, number of leaves, volumes, inserts and blank pages | Defines the capture sequence and makes missing views detectable. |
| Physical form | Bound book, loose leaves, rubbing, inscription or other material; dimensions and supports | Determines safe handling, imaging geometry and enclosure needs. |
| Provenance and location | Custody history, current storage location and movement history | Maintains accountability when an item leaves storage for imaging. |
| Condition and risk | Paper weakness, tears, detached sections, stains, folds, media loss and urgent hazards | Routes objects to conservation review and prevents unsafe capture. |
| Rights and access | Copyright or other status, donor terms, restrictions and review decision | Separates preservation activity from public release. |
Use a local prioritization scorecard
Rank candidates using documented criteria rather than a first-come queue. A practical scorecard can weigh:
- condition and likelihood of further loss;
- uniqueness or scarcity of the item or copy;
- research and teaching demand;
- cultural importance and institutional commitments;
- feasibility of safe capture with available staff and equipment; and
- rights clarity and the ability to provide an appropriate access level.
The Institute reports prioritizing rare books for digitization. That is a local practice, not a universal formula. Keep the score, rationale and approver with the inventory record so priorities can be revisited when a condition report, rights decision or new partnership changes the risk.
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Separate conservation triage from production scheduling
Flag any object that needs a conservator before it enters the imaging queue. A high-priority item may still need stabilization first; urgency is not permission to force it open or flatten it. Record the reason for deferral and the condition needed for safe rescheduling.
3. Stabilize and house the originals
Write object-specific handling instructions
Handling instructions should identify how the item is supported, opened, turned and returned to storage. Include limits on opening angle, page-turning, weights, clips, gloves or other contact controls according to the institution’s conservation policy. Train everyone who moves an object, including photographers and temporary staff, and require a condition check before and after imaging.
Repair decisions belong to conservation staff
Do not let a digitization operator improvise mending, cleaning or flattening. The Institute describes repairing damaged Hán-Nôm books and inscription rubbings and making boxes for fragile dó-paper books. Capture staff should document existing damage and stop when the agreed safety limit is reached; treatment proposals should be reviewed and recorded separately.
Choose supports and enclosures that fit the object
Use a box, folder, cradle or other support sized to the item and compatible with local conservation policy. A protective book box is an appropriate category to evaluate for soft dó-paper volumes, but dimensions, materials and closure must be matched to each object by the responsible conservator. Record the enclosure identifier and storage location in the catalog so a future handler does not have to open the object to find its context.
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Maintain a location history whenever an item moves from storage to a staging area, camera or reading room. A digital surrogate reduces handling only when staff can reliably find and use it; an untracked original can still be lost or mishandled.
4. Design a conservation-informed capture specification
Choose the least stressful method that meets the purpose
Select non-contact or low-stress capture suitable for the object’s condition and binding. A bound volume that cannot open flat needs a supported cradle and a geometry that avoids forcing the spine. Loose leaves, rubbings, inscriptions and three-dimensional or irregular objects may require different supports and lighting. Do not assume a single camera height, lens, illumination pattern or exposure works across the collection.
Define the specification before production
The written specification should cover:
- image quality and detail needed for reading script, seals, marginalia and material evidence;
- color management and any color or scale references used;
- focus, depth of field, geometry and acceptable distortion;
- file naming, object and page identifiers, and sequence rules;
- handling limits and stop conditions;
- operator, equipment, date, setup and software records; and
- acceptance review, reshoot rules and exception logging.
The Federal Agencies Digital Guidelines Initiative (FADGI) provides shared sustainable practices and still-image guidance for archival and cultural materials. Use that guidance as a basis for a local specification, not as a claim that one target applies to every Hán-Nôm object. The reviewed sources do not establish a universal Hán-Nôm resolution, DPI or color target.
Capture the whole object in a controlled sequence
Include covers, spines where visible, title pages, blank leaves, inserts, folded sections, marginalia, stamps and damage when present. Keep the physical order and record any skipped, rearranged or repeated view. A sequence manifest should make it possible to distinguish an intentionally blank leaf from a missing capture.
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Review while the object is still on the imaging station
Check focus, exposure, cropping, skew, glare, page edges, color or scale references and sequence completeness before returning the item to storage. Record a failed view and its reason; do not overwrite an accepted file without preserving the audit trail. If a reshoot would increase physical risk, keep the limitation visible in the metadata and access record.
5. Create preservation masters and access derivatives
Keep an unaltered capture master
Store the highest-quality accepted capture as the preservation master, without cropping away contextual evidence or applying undocumented enhancement. Any cropping, tonal adjustment, stitching, rotation or other processing used for a derivative must be recorded, with a link back to the source master. Never replace the master simply because an access platform needs a smaller or differently encoded image.
Plan formats for change, not just for today
The Library of Congress describes format sustainability as an ongoing evaluation of format characteristics, sustainability, quality and functionality rather than a one-time file-extension choice. Review whether the chosen formats remain renderable, sufficiently detailed and supported by available tools. Preserve the relationship between the original master and every migrated representation, including the reason for migration and the checks performed before and after it.
Separate preservation and access copies
Preservation masters should have stricter write controls and a smaller circle of administrators. Access derivatives can be resized, compressed, tiled or watermarked according to the reading interface and rights decision. Keep a machine-readable link between each derivative, its master and the processing event so a user can be given the correct context without exposing a restricted original.
6. Connect descriptive, structural, technical and preservation metadata
Use a maintainable metadata model
At minimum, connect five kinds of information:
| Metadata type | Typical Hán-Nôm examples | Operational use |
|---|---|---|
| Descriptive | Title variants, script, creator, subject, date, extent and language notes | Enables catalog search and scholarly citation. |
| Structural | Volume, folio, page, insert and image sequence relationships | Reconstructs the object and detects omissions. |
| Technical | Camera or scanner, lens, lighting, dimensions, color information and software | Explains how a file was made and supports quality review. |
| Administrative and rights | Custody, restrictions, permissions, access level and responsible authority | Controls who may view, download or reuse a derivative. |
| Preservation | Checksums, validation results, events, agents, storage locations and migrations | Shows that the file remains authentic and usable. |
PREMIS is identified by the Library of Congress as an international standard for metadata supporting preservation and long-term usability. METS can package descriptive, administrative and structural metadata, while image-metadata standards can carry capture details. Choose a profile the team can maintain and exchange; an elaborate schema that no one updates is less sustainable than a smaller, consistently populated one.
Handle script and names deliberately
Record Hán and Nôm distinctions, variant readings, transliteration choices and uncertain attributions without silently normalizing them. Keep the original title or inscription alongside supplied translations and alternate forms. This allows researchers to search modern forms while preserving evidence from the object itself.
7. Ingest with validation, fixity and an audit trail
A capture file becomes a preservation object through a controlled ingest, not by being copied into a folder. The U.S. National Archives and Records Administration (NARA) describes an ingest process that includes metadata, fixity checks, format validation, manifests and logs, followed by storage, holdings monitoring and restoration tests. Its digital-preservation program page was reviewed March 20, 2026.
- Assemble the package. Bring together accepted masters, structural information, descriptive records, technical data, rights decisions and the sequence manifest.
- Validate formats. Confirm that each file conforms to the repository’s allowed profile and record the validator, version, date and result.
- Generate or verify fixity. Calculate checksums for every preservation file and package component. On later audits, compare new values with the recorded values.
- Create the manifest. List identifiers, filenames, sizes, checksums, relationships and expected counts so missing or duplicated views are visible.
- Log events and exceptions. Record transformations, rejected files, reshoots, failed validations and remediation. Never silently substitute a replacement.
- Approve the transfer. Require a named reviewer to confirm that metadata, rights state, file counts and validation results meet the acceptance criteria.
NARA also states, “A digital preservation training initiative for NARA staff launched in 2022.” That date describes a U.S. federal program, not a requirement for a Vietnamese repository.
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8. Store, monitor and recover
Separate copies by failure domain
Maintain multiple managed copies under a written separation and access-control plan. A production access service should not be the only location of a master, and a backup that is permanently connected with the same administrator credentials is not an independent recovery path.
| Copy or service | Primary purpose | Controls to document |
|---|---|---|
| Preservation store | Authoritative masters and preservation metadata | Restricted write access, checksums, audit logs and monitored capacity. |
| Recovery copy | Restore after corruption, hardware failure or an operational incident | Physical or administrative separation, independent credentials and restoration tests. |
| Access service | Search, viewing and permitted downloads | Derivative-only permissions, rights enforcement and availability monitoring. |
Monitor both systems and holdings
Check storage health, capacity, permissions, software dependencies and network paths as well as the files themselves. Schedule fixity verification, retain audit records and investigate every mismatch. A checksum failure may indicate media degradation, an interrupted transfer or an unauthorized change; identify the cause before restoring a known-good copy.
Test restoration, not just backup completion
Periodically restore representative objects, including metadata and structural relationships, into a separate environment. Confirm that files open, pages remain in order, scripts render as intended and rights states survive the restore. NARA describes media audits and emergency backup-restoration tests. Its annual sample and ten-year migration examples are NARA practices, not universal schedules; set intervals according to media, risk, staffing and institutional policy.
Plan migrations as recorded preservation events
When a format, storage system or dependency changes, retain the source, destination, validation results, operator, date and reason. Keep the original master where policy and capacity allow, and preserve the provenance link to the migrated representation. A migration that produces a readable file but loses its event history weakens trust in the collection.
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9. Deliver access without putting originals back in the handling queue
Build access around the catalog, not a directory listing
Expose stable identifiers, title variants, script information, dates, extent, provenance, condition notes appropriate for public view, rights statements and links between volumes, folios, translations and related copies. Provide a page viewer or download structure that preserves sequence and makes missing or restricted views explicit.
The Institute describes moving from individual CD-ROM access to an integrated local-network search service and using digitized materials to limit access to originals. That model puts the surrogate where researchers can find it while reserving physical consultation for cases that truly require the object.
Apply rights and sensitivity controls at the derivative level
Use public, reading-room, registered-user, embargoed or restricted states as needed. A public catalog record can exist even when the image is withheld. Explain the reason for a restriction and provide a contact route for legitimate requests without exposing private information or culturally restricted content.
Support scholarly use
Offer citation-ready identifiers, page-level links where possible, downloadable metadata and clear statements about transcription or translation status. The National Library of Vietnam–Vietnamese Nôm Preservation Foundation digital-library project identifies scholarly research, teaching and learning as goals; a sustainable service should make those uses practical while respecting the custody decision for each object.
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10. Measure performance and improve the workflow
Track measures that reveal both progress and risk. These are management indicators to define locally, not published Hán-Nôm sector statistics.
| Measure | Useful definition | What a problem may indicate |
|---|---|---|
| Survey coverage | Objects with complete identity, condition, location and rights fields divided by the collection scope | Production is outrunning basic control. |
| Capture acceptance | Objects or views accepted after quality review divided by those imaged | Specification, equipment or operator training needs attention. |
| Metadata completeness | Required descriptive, structural, technical, rights and preservation fields populated | Records may be hard to discover, interpret or preserve. |
| Rights backlog | Items awaiting a rights or restriction decision | Access plans may be exposing unresolved risk or creating unnecessary delay. |
| Fixity incidents | Checksum mismatches by storage location and period | Media, transfer processes or access controls may be failing. |
| Recovery success | Restoration exercises that reproduce usable files, metadata and sequence relationships | Backups may exist but not be recoverable. |
| Access-copy use | Views or downloads of permitted derivatives, interpreted with privacy and context | Helps balance investment in interfaces and priorities without treating popularity as cultural value. |
Review the procedure after a failed fixity check, conservation finding, equipment change, rights decision or new institutional standard. Record the change, its approver and the date it becomes effective so staff do not follow conflicting versions.
How to compare capture, metadata and storage options
No single platform or hardware setup is universally best for Hán-Nôm collections. Compare alternatives against the same questions:
| Decision axis | Questions to ask |
|---|---|
| Risk to the original | Does the method support the binding and condition without forcing pages, adding heat or creating contact damage? |
| Fidelity and completeness | Can it record script detail, marginalia, seals, blank leaves, inserts, damage and object geometry at the required quality? |
| Metadata and script handling | Can it preserve Hán/Nôm characters, variants, transliterations, uncertain attributions and structural page relationships? |
| Fixity and recovery | Does the repository generate checksums, manifests, audit events, monitoring and tested restores? |
| Format sustainability | Can the team render, validate and migrate the files while preserving processing history? |
| Staff and lifecycle burden | Who will maintain equipment, software, storage, identifiers, metadata rules and training after the grant or project ends? |
| Rights and community access | Can restrictions be applied at collection, object, volume, folio or derivative level, and can legitimate communities receive appropriate access? |
The Library of Congress resources on format sustainability and PREMIS, FADGI still-image guidance and the Korean National Archives standards registry (accessed October 13, 2026) are useful reference points. Korean standards are an example of a national standards system, not automatically binding rules for a repository in Vietnam. Adopt only the parts that the responsible institution can maintain, explain and audit.
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A fragile volume is opened flat for speed
Symptom: new tears, detached sections or a damaged spine appear after imaging. Correction: stop production, document the condition change, consult conservation staff and revise the support and opening limit before any reshoot.
Files exist but nobody can prove the sequence
Symptom: a viewer shows pages, but blank leaves, inserts or skipped views cannot be distinguished. Correction: reconcile the physical collation with the structural map and manifest; record intentional omissions and reshoot or quarantine unexplained gaps.
The access server is treated as the archive
Symptom: a platform outage or administrator error threatens the only copy. Correction: move authoritative masters to a restricted preservation store, maintain an independent recovery copy and test restoration.
Metadata is added after publication
Symptom: images circulate without stable identifiers, rights statements or technical provenance. Correction: make the minimum descriptive, structural, technical and rights package an ingest gate; publish only the derivative whose status is clear.
A checksum mismatch is overwritten
Symptom: a new checksum replaces the old value with no event record. Correction: preserve the original manifest, quarantine the changed file, identify the cause and document restoration or authorized transformation.
A standard is copied without local governance
Symptom: staff collect fields or quality targets they cannot maintain, while critical rights or condition information remains absent. Correction: map each adopted requirement to an owner, a system field, a review interval and a realistic training plan.
A practical rollout sequence
- Set governance. Name the custodian, approvers, conservation lead, rights reviewer and digital-preservation owner. Freeze the scope and access categories.
- Survey a representative sample. Include sound and fragile books, loose materials, rubbings and any unusual formats so the capture specification reflects real variation.
- Pilot the complete chain. Move a small set from condition check through capture, metadata, ingest, fixity verification, access release and restoration test. Do not evaluate the camera alone.
- Revise the specification. Resolve failure modes, clarify stop conditions, set acceptance checks and document exceptions before scaling.
- Scale by risk and readiness. Work through prioritized groups, keeping originals tracked and conservation referrals visible.
- Operate and audit. Monitor files and infrastructure, review rights and metadata backlogs, test recovery and update procedures after incidents or standards changes.
The operating principle
Protect the object first, capture what a researcher will need, and preserve the evidence that explains how each digital representation came into being. A Hán-Nôm archive is sustainable when an authorized institution can locate the original, show why it was handled, prove that the surrogate is complete and unchanged or properly migrated, recover it after a failure, and provide useful access without making fragile materials bear the cost of every research visit.
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