Creating Digital References and Studies

by Fran Adams

My philatelic bookshelf is never wide enough for the number of reference books I aspire to. Binders with magazine cuttings don’t fit there and it never fails that some articles end up in the recesses of a bottom drawer, never to be found when needed. The question becomes: “How can I maintain a single philatelic reference, with as much information as possible included, for a collecting interest?”

Over the past few years, I’ve been working with digital exhibits and as an outgrowth of that, digitizing articles of interest seemed a logical thing to do in attempting to assemble an electronic reference for each interest area. Early efforts didn’t work; a growing stable of electronic data became an organizational problem — not much different than the paper world. Thinking someone else must have solved the problem, I stumbled through the world of electronic philatelic references looking for guidance as to what a digital reference should be and how it could be assembled.

As a novice, I decided to review different methods including CDs, Web sites, and online exhibits. My conclusion is: There is amazingly little information or consensus on what a digital reference should look like or how to assemble diverse information to make it reasonably useful, but mainly conveniently available electronically. I’ve likely missed something and I’ll know as soon as this is published and someone says, “Well, why didn’t you read xyz?”

That said, the most directly associated guideline I’ve found on electronic formatted documents is the current Mega-Event Digital Philatelic Study (DPS) rules and entry form. (www.asdaonline.com/index.php?id=65) A second source with some how-to information on using FlipAlbum software is Self-Publishing on a Dime by Peter Elias (Philatelic Communicator, First Quarter 2005.) A third along electronic lines (Web sites) is Let’s Get Visual! by Albert W. Starkweather (Philatelic Communicator, Second Quarter 2006), and finally, albeit not specific to electronic formats, is the philatelic literature judging document (www.stamps.org/directories/ dir_LitJudging.pdf) found on the APS Web site.

Let’s start with definitions.

In my mind, a digital reference is something akin to an encyclopedia on a subject and a digital study is a short work on a specific facet of a subject. The Mega-Event defines the term Digital Philatelic Study as: “A DPS is an electronic file or set of files that tells a philatelic story, such as the change from traditional to pictorial designs in British Caribbean Colonies, the Pony Express, or mail from the Crimean war. It combines elements of journal articles, exhibits, and MS PowerPoint presentations into a final electronic presentation form (i.e., PowerPoint file, PDF file, etc.). Like an article, the primary focus is on the story as it is told, but, like an exhibit or MS PowerPoint presentation, the emphasis is placed on the illustrations with the text as supplementary.”

Although that definition reflects both references (the Pony Express) and studies (mail from the Crimean War) in my opinion, it’s close enough to my end goal with two exceptions: (1) Illustrations and text should be balanced and (2) I want to include background data, checklists, maps, etc. beyond what may typically be found in the DPS examples I’ve seen so far.

Some DPS examples resemble exhibits and others don’t; it apparently is a matter of personal taste or final objective as to the format and content. Examples of previous DPS submissions to the Mega-Event can be found online at the ASDA Web site (www.asdaonline.com/index.php?id=57). Using the Mega-Event DPS rules, the overall structure, purpose and components for a digital philatelic reference/study are now better defined.

Keep in mind that per Mega-Event rules, a DPS doesn’t have to be a one person show. The power of comprehensiveness lies in collaboration between collectors of the same area, each contributing to the whole work. Another interesting facet is the ability to include material you do not own to demonstrate points you might not be able to demonstrate using only material from your personal collection. This option opens up a world of possibilities allowing research and knowledge to be presented without steep material acquisition costs.

With the what being addressed to some degree, let’s look at the how. The nuts and bolts of how-to is variable depending on your goal. The items you’ll need are:

• (1) Hardware — your computer and access to a scanner or digital camera;
• (2) Software — either word processing software (MS Word), or Presentation software (MS PowerPoint), or Page Layout software (Adobe InDesign);
• (3) Time (each of us has some);
• (4) Philatelic material — your collection and other scans;
• (5) Information and Knowledge of the subject area;
• (6) Supplies — ink, labels, CDs).

All but one of these items is straightforward; most people have misgivings about No. 2. You believe you need to be an expert user of PowerPoint or whatever software you have, right?

Doing a Google search for the “free MS PowerPoint tutorial,” I found a large number of quick lessons that were graphical and free. I’ve used free online graphic tutorials and they do help. Other resources are the local adult education classes, or, if you’re really having trouble and need an in-house expert, ask the grandkids! (Editor’s note: Most high-end programs come with online tutorials. The XXX for Dummies (Wiley Publishing, Inc.; www.dummies.com) and Visual Quickstart Guides (Peachpit Press; www.peachpit.com) books are also excellent resources.) Another consideration is publication production costs. If you burn a CD for distribution and add a plastic case with a printed label, a single finished CD is less than $3 for materials, including label, printer ink, and electricity.

I’d like to encourage all exhibitors and collectors to share their knowledge by building electronic exhibits, digital philatelic studies, and/or reference documents using whichever method with which they are most comfortable. Each method has its own benefits and practicalities, familiarity with the software used being a main one.

For my goal of developing a digital philatelic reference, I personally decided to learn and use XHTML (eXtensible HyperText Markup Language) as my goals include:

• (1) Making the reference universal across MS Windows and Macintosh computers,
• (2) Readable using any Web browser software (MS Internet Explorer, Firefox, etc.),
• (3) Readily shared via the Internet. You can use most any software to produce your document.

If you save your shiny new document in PDF (portable document format), it will be readable across computer platforms with the free Adobe PDF reader software most every computer user has. (Editor’s note: In addition to working seamlessly on MS Windows and Macintosh computers, Adobe Acrobat is also available for Palm Pilot, Pocket PC, and Nokia Symbian for its Communicator 9500 series and 9210/9290 devices. The handheld devices are ideal for accessing data at shows or other places where a traditional computer is unavailable. Adobe is promising to release a Linux version in the near future.)

The following list is not a step-by-step procedure, but rather some points I’ve come to recognize as being helpful in my efforts. Bear in mind that this tip list is not specifically Mega-Event criteria, nor is every factor included; but, it may be helpful to those starting out with their own digital efforts.

1. The Three Keys

• - The viewer is king: Understanding viewers’ desires to learn leads to a useful digital reference tool or DPS.
• - Clearly define the document’s title, purpose and objectives on the entry page.
• - Last: Don’t make me think.

2. Viewer-Centric

• - The document should be free of needless distractions. Keep the viewer’s interest in a positive way.
• - Simplicity of a document allows viewers to concentrate on content.
• - Uncluttered layout, which is pleasing to the eye, promotes comprehension.
• - Include a table of contents with a brief description of each main section.
• - An index is very useful in larger documents as it allows viewers to easily find pages of interest. Linking directly to each main section is helpful.
• - A help page is great for explaining navigation methods and other features within a document.
• - Inclusion of advertising and commercial notices should not overpower content.
• - If such technology as Adobe Flash is used for an entry page, allow visitors to skip to the main content.

3. Ease of Use

• - Organize and present your knowledge in a way that supports the learning process. As this is a new medium, experimental approaches are expected.
• - No portion of a document should be password protected: the goal is unhindered access.
• - Allow access to content without making the viewer go through a number of steps or registration.
• - Do not include multiple entry pages or a long path to content — one or two clicks is best.
• - A viewer should be able to go directly to any main section from the index or table of contents.
• - Include a function to return to the table of contents or index from every page in the document.
• - Long pages should have a top of page function at the bottom, or at regular intervals, on long pages.

4. Hardware Compatibility and Software Coding

• - The document should not freeze or crash viewers’ computers.
• - Documents should maintain reasonable presentation, regardless of hardware type or software version.
• - Coding and scripts (HTML, Javascript, etc.) must work as intended and no code fragments should be visible.
• - Do not use cursor trailers, comet cursors, or any uncommonly used software plug-ins.
• - There should be no forced software downloads. Use standard software such as Flash Player.
• - If using Flash, balance the speed, text-images, brightness-level, color contrast, and sound-volume.
• - Functions only available with the latest hardware or software are OK. Include links so users can download newer versions of such software as Acrobat, if necessary. Functions should degrade gracefully, not affecting a document’s usability on older systems.

5. Navigation

• - Have a clearly visible navigation system, standardized throughout the document.
• - The navigation system should be flawless, with no broken hyperlinks.
• - Color encoded markers for sections are fine — maintain consistency.
• - Links should be named, or have tool tips, so it’s clearly understood where the link is going.
• - When using alternate navigation methods to enhance navigation, remain consistent.

6. Layout

• - All pages should be laid out in a consistent manner unless the subject demands specific treatment.
• - Subject schemes should match throughout the document and not change from page to page.
• - Maintain the same background (color or graphic) on all pages within sections.
• - Harmony between text, graphics and page colors is a good thing.
• - Avoid too much information on one page.
• - Allow for margins and white space around text.
• - Horizontal scrolling to view content not in the window is undesirable. Vertical scrolling is fine.
• - Ensure the viewer knows where they are in the document by including header/footer information.

7. Interactivity

• - Software allows embedding active text and graphic links in documents, take advantage of that option.
• - Use tool-tip windows to convey supplemental information such as explanations of abbreviations, etc.
• - Make hyperlink buttons large enough to be used easily.
• - Include an option to turn music or sound off and make the option obvious, easy, and quick to select.
• - Do not rely on sound to convey information. Sound is an optional feature to enhance the document.

8. Text in an On-Screen Environment

• - Choose a common font for Windows and Macintosh as special fonts can affect your presentation. Some optimized fonts for computer screens include Arial, Georgia, Verdana and Times. (Editor’s note: The newer OpenType format, developed jointly by Adobe and Microsoft, allows fonts to be embedded in Adobe and other programs that are universally readable on different platforms.)
• - Text must be easily readable and not too large, not too small. Colored backgrounds should be selected with text legibility in mind. Graphic backdrops are generally undesirable.
• - Do not use “CoOl WrItiNg”, blinking text, or text on animated backgrounds.
• - Text should not be in multiple colors unless for a specific use such as headers.
• - Text should have good contrast with the screen background for visually impaired viewers. (Editor’s note: Designers should be aware of color deficient (colorblind) users. One site offering a convenient way to test your output is www.colorlab.wickline.org/colorblind/colorlab.
• - Use bold type only to emphasize a word or a small group of words.
• - Use italics sparingly as they sometimes display with difficulty on computer screens.
• - If hyperlinks are underlined, do not use underlines as text decoration.
• - Do not use lazy abbreviations such as U instead of you.

9. Textual Content

• - Use your spell check to minimize spelling errors.
• - If available, the automatic grammar checker can assist with correcting mistakes.
• - Don’t use million dollar words; if you do, include a definitions page.
• - Do the research to ensure accuracy.
• - If it’s new information, say so.
• - If you have open questions or need information, include a page with that need.
• - Translations of foreign language markings, etc. are encouraged.

10. Graphic Images

• - The document should not consist of only graphic images.
• - All images must load properly.
• - Images should not be blurry or too small to illustrate the point.
• - Color images are great, but optimize images to ensure minimal loading time.
• - Images should be relevant to the theme and have a purpose.
• - Do not include cute graphics only because you like them.
• - Images normally should be described.
• - Ensure icon images are large enough to communicate the idea behind their purpose.
• - Include animations, but use them carefully.
• - Limit movie clips due to file size.
• - Images should include original size information if various sized items exist with identical designs.
• - Constructed images should be described as such.

11. File Formats

• - Use Portable Document Format (PDF) files when possible.
• a. PDF files may be generated directly within Adobe Creative Suite and Microsoft Office.
• b. The PDF Reader is a free download.
• c. PDF documents display correctly on Windows and Macintosh, as well as hand-held devices.
• d. PDF documents allow a document to include embedded special fonts.
• - Microsoft Word and PowerPoint also have third party viewers available.
• - Documents built with XHTML are universal on all hardware using any Web browser software.
• - Illustrations are generally best viewed as GIFs (graphic image format) and photographs in JPEG.

12. Electronic File

• - The electronic document’s file name should be simple.
• - Electronic files should include the date the document was last updated or revised.
• - Version numbers are helpful when discussing changes.
• - A list of newly added information or features is often useful for long-time readers.
• - Files contain invisible data (metadata) for search purposes, incorporate such data when possible.
• - CDs should be enclosed in a protective case with a label.
• - CDs should be clearly identifiable when removed from their protective case.
• - Consider file size carefully. Is it only available on CD, on the Internet, or also via e-mail?

13. Printed Materials

• - If also available in printed format, ensure the typeface is appropriate for printed materials.
• - Consider the printed pagination before designing the electronic document.
• - Some documents may be made available in two formats, one for screen and one for printing.
• - Hand-outs or instructions on using the electronic media are useful.
• - Including instructions on the CD label or the inside cover of the case is helpful.
• - CD labels should be clearly legible.

14. Internet

• - The document should not be dependent on a connection to the Internet to function.
• - Live hyperlinks to Web sites on the Internet may be included on a CD. Note that the computer must be connected to the Internet for them to function properly.
• - Live hyperlinks to Web sites on the Internet are treated as strictly supplemental information.
• - Hyperlinks to Web sites should open in new windows indicating a change to a different source.
• - Hyperlinks to Web sites should complement the document subject and content.

15. Credits and Administrative Information

• - A clear statement declaring copyright notices and/or attributions is required. Protect your work; http://whatiscopyright.org, http:// creativecommons.org.
• - Use of graphics not produced by the author is acceptable provided permission and credits are included.
• - If a graphic or text is in the public domain, that can be stated.
• - Including a bibliography of sources of your information is useful to viewers.
• - Make your document freely available in at least a minimal format. This is not saying you should not charge for the full version.
• - Consider adding your document to an Internet Web site as that helps with distribution.
• - Reading about the author is interesting, but, screen your personal information before publication.
• - Make it easy to contact you, include your e-mail address.

16. Beta Testing

• - Before going public with your masterpiece, have friends check it for embarrassing errors on both PCs and Macs.
• - Both expert and novice computer users should check the document's ease of use.
• - Accept feedback and suggestions for improvement gracefully.

I’m not sure my digital reference will ever be completely finished, but that’s inherent in the process of information gathering. There’s satisfaction in knowing I can continue the journey at my own pace and skill level, plus it’s a great outlet for my creative side. I share my digital reference on the Internet and once in a while, I get an e-mail with information on a new stamp release or some other facet of the area. Other collectors are sharing with me as well.

The future of Digital Philatelic Exhibiting should be bright, but it’s fraught with fears of Photoshop fakes, concerns of ownership, verification, or just plain reluctance to include this exhibiting method in philately’s future. Digital Philatelic Studies however are, simply put, electronic literature. This new breed of literature has far fewer ‘issues’. DPS rules bypass the fears in Digital Philatelic Exhibiting and literature is inherently a collection of information from all sources, regardless of ownership. As the DPS is a completely new development, it owes little to established philatelic competition and can develop on its own terms, changing its rules as appropriate to accommodate the future.

More and more collectors are becoming familiar with computers and more proficient with various software programs. Our ability to share information is faster and easier with higher speed connections to the Internet. The avalanche of digital exhibits and title or synopsis pages being posted to the Web today is a good indication that this medium is here to stay and becoming very popular, very quickly.

With the hobby seemingly diminishing, maybe this is another way to help ensure its future among younger generations. Perhaps digital materials for simple studies might also be offered free through our societies and the participants encouraged to craft them, in their own fashion, into new and exciting formats (kids love computers and being creative!). With a little luck, it’ll be fun and they’ll continue with more serious projects, building on the experience and methods of others until we finally have Intelligent Digital Philatelic Reference Tools that talk to us and search through libraries, etc. on our behalf.

The dream is there for the grasping. So, when can we look forward to seeing your digital effort?

Author Bio

Fran Adams, a newer member of WU30, is a collector and exhibitor of mainly thematic subjects. His current efforts are aimed at learning how to combine the hobby of philately and computer technology to produce digital exhibits and literature references for his interest areas (www.boneandstone.com). He's a member of many national philatelic societies and especially enjoys working with the San Diego Exhibitor's Workshop.