Economically  Easy  Method  to  Digitize  Oversized  Documents  with  Special  Reference  to  Ola  Leaf  Manuscripts  in  Sri  Lanka   L.M.  Udaya  Prasad  Cabral  Head,  Conservation  &  Preservation  Division,  National  Library  and  Documentation  Services  Board,  Sri  Lanka,  udaya@mail.natlib.lk      Abstract  Ola leaf manuscripts are the native writing medium of Sri Lanka. It had been prepared from the leaves of a tree commonly found in the country. Due to its location, Sri Lanka has a tropical climate. High humidity and temperature have badly damaged many Ola leaf manuscripts still deposited at ancient temples in the country. Preserving, obtaining information of and disseminating the knowledge contained in Ola leaf manuscripts are some key duties of the National Library. The National Library has adopted a procedure to digitize these oversized, uneven and brittle manuscripts for studying, as well as other digitization methods. Digitizing using a camera with 50mm with copy table is very economical when comparing with other methods. Sharpness of the pictures and three-dimensional views provide natural attraction of digital files, which take readers as close as possible to the originals. Specially prepared database offers a reader friendly environment for those interested to gather knowledge from these native writings. Author  Mr. L.M. Udaya Prasad Cabral is a Postgraduate Scholar. He is carrying out research on protecting the archival materials from harmful environmental parameters of the tropical region, for his higher studies. Study on preservation aspects of ancient library materials of Sri Lanka, Ola leaf manuscripts is one of his fields of keen interest. Last year he was able to test a herbal extraction that can be used to preserve wooden objects as well as Ola leaf manuscripts. The National Research Institute of Cultural Heritage of Korea assisted him last year in his research through the Asian Cooperation Programme on Conservation Science. Presently he is working as Document Conservator and is the Head of the Conservation and Preservation Division of the National Library of Sri Lanka. The National Library of Sri Lanka acts as a convenor of the MOW programme in Sri Lanka. He provides his full cooperation to promote the MOW projects in the country, as the MOW programme is handled by his division.

1.  Introduction  

Sri Lanka is a country with glorious history and enriched with precious documentary heritage. Since the National Library a guardian of the rich documentary heritage of the country, it has a keen responsibility to protect them as in original format as well as disseminate knowledge inscribed in the documentary heritage among the younger generations in the country. Ola lea f manuscripts are one of the native writing medium that our ancestors had used to communicate their thoughts and keep records in Sri Lanka’s ancient

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society. These are basically prepared by pre-treating leaves of the Corypha umbraculifera tree, which was commonly found in Sri Lanka at that time. Ola leaf manuscripts have been a very popular writing medium since the 12th century A.D. It continued to be the main medium till paper was introduced by the Dutch Colonialists during the 17th Century.

The 3rd century B.C. to 12 century A.D. was the golden period of Sri Lankan history, according the historians. Our ancestors constructed huge pagodas, irrigation systems, storied buildings, reservoirs as big as the seas, etc. especially during that period. Modern technology couldn’t complete such constructions even today. Not only in the field of construction, but various other fields such as medicine, religious philosophy, etc. were in a highly developed stage at that time.

Ola leaf manuscripts had been the only writing medium at that time. Hence, knowledge on science, technology, religion, philosophy, astrology, medicine and other areas of knowledge had been inscribed on Ola leaf manuscripts by our ancestors. Ancient temples became the guardians of these documents when foreign invaders attacked our country on several occasions. Our ancient society had a close connection with temples. They were also education centres. These temples generated, disseminated and deposited the knowledge. These were one of key duties of the temples, in addition to religious activities. Scholars gathered around the temples and these temples automatically became knowledge depository centres. Ola leaves had been the only writing medium that had been passing indigenous knowledge from generation to generation. Considerable numbers of Ola leaf manuscripts have been protected in ancient temples until now. Ola leaf manuscripts contain invaluable information. Some Ola leaf manuscripts, especially on Buddhist religious teachings and practices, have been printed as books, but there are many manuscripts locked in almirahs at ancient temples that have not been read by anybody. Since monks believe these manuscripts reveal the route to treasures hidden by past kings, nobody gets permission to unlock the almirahs to read manuscripts for any purpose.

Sri Lanka is a tropical island located in the Indian Ocean just below the Indian peninsula. Its situation has created the high humidity and temperature climatic conditions in the country throughout the year. Ola leaf manuscripts deposited in the temples and libraries have been affected by these climatic conditions. Environmental parameters and unsuitable storage conditions have created conservation problems and accelerated the deterioration process of the Ola leaf manuscripts. It is obvious that almost all the Ola leaf manuscripts, which are considered as treasures of the documentary heritage of this country are in danger, unless the National Library takes comprehensive steps, immediately, to rectify this problem.

The following conservation problems have been identified in the Ola leaf Manuscripts Collection Program, in substance.

Leaves sticking together - Some leaves of the Ola books tend to stick together. Excess oil on the leave is one reason of this. In addition, the oil, at high temperature conditions, results in this sticky condition. Fading letters - The writings inscribed on Ola leaf manuscripts became faded due to environmental conditions Loss of flexibility - This is due to loss of oil on the Ola leaves. At the very low RH levels and the high humidity conditions, the leaves dry and become hard. Such dry leaves can easily be broken into pieces. Pest attacks - Ola leaves are easily damaged by insects. They make holes through the leaves and make them unreadable as well as deteriorate.

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Microbial attacks - Fungi and bacteria have been found and isolated on the manuscripts. Favourable humidity and temperature for the microbes and nutrias substrate provided by the Ola leaf itself create this condition. Discoloration - Ola leaves have a tendency to get stained because of bio-deterioration. Several collections of Ola leaf manuscripts are deposited at Depository Libraries in the country.

The National Library, as the major depository library in Sri Lanka, has a huge collection of ancient Ola leaves. The Conservation and Preservation Division of NLDSB focuses its attention on preserving them, as it is a valuable collection of the library.

2.  Preserving  Ola  leaf  manuscripts  in  two  ways  

The inimitable knowledge on medicine, science, technology and etc. contained in the ancient Ola leaf manuscripts of Sri Lanka might be lost to the world forever if a comprehensive program for preserving Ola leaf manuscripts in not commenced soon. The National Library is planning the preservation process to achieve the two goals; they understand the value of the Ola leaf manuscripts preserved in their original form, and make arrangement to preserve them using chemical and traditional treatment. On the other hand, they understand the value of the knowledge itself contained in the manuscripts, which is useful for development of society, and satisfy the thirst for knowledge in our society. In order to achieve this goal, a newly defined digitization process has been introduced. It is expected this method would fulfil readers’ and researchers’ willingness for easy access to the manuscripts and save the readers valuable time and popularize these native manuscripts in the society much more than at present. Because physically handling and reading was harmful to the Ola leaves as they are brittle, the digitization process was proposed as a suitable preservation method. One of the long-term expectations is develop the scientific, medical, technological, etc. knowledge contained in these manuscripts using the facts on the manuscripts through comprehensive research.

3.  Preserving  the  manuscripts  in  original  forms  

Two traditional herbal extractions were tested to preserve the Ola leaf manuscripts in its original form. 3.1  Experimental  Method  

This study investigated microbial and insecticidal activation against the two herbal extractions named as NL and DNA believed to have been used by our ancestors.  3.2  Extracted  samples  

NL and DNA herbal emulsions were extracted.

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3.3  Strains  and  insects  

The fungi strains1 (mould) Cladosporium cladosporioides (H1), Aspergillus sydowii (H2), Penicillum citreonigrum (H3), Penicillum toxicarium (H4), penicillum corylophilu (H5) and Alternaria spp (H7) commonly found in paper materials were obtained from the micro lab of the National Research Institute of Cultural Heritage (NIRCH) in South Korea. Bacteria strains that were isolated from the ancient Ola leaf and fresh untreated Ola leaf used this experiment. For the analysis of insecticidal activities, Lasioderma serricorne (Cigarette beetles), which were bred in NIRCH bio-lab, was obtained. Lasioderma serricorne is the most dangerous library pest found in Sri Lanka.

3.4  Procedure  1  

3.4.1  Assessment  of  Antifungal  Activation  

Pasteurized paper discs were placed on the cultured plates. The two types of herbal extracts were made to be absorbed in Pasteurized paper disc by 50µL by using paper disc susceptibility measuring method. Prepared PDA and cultured the mould species (H1,H2,H3,H4,H5,H7) in same concentration (3x106 CFU) using spared plate methods. Petri dishes were sealed up with sealing tape. Samples were incubated at 28 º C for 4 days. Control samples were established adding the same amount of mould species without herbal extracts. Prepared batches of two samples. Antifungal activities were observed and obtained the inhibition zone diameter (GZD).

3.5  Procedure  2  

3.5.1  Assessment  of  Antibacterial  Activation  

Six bacteria species were isolated from ancient Ola leaves and fresh untreated Ola leaves. The top of each colony is touched with a loop, and the growth is transferred and spared in medium of Luria bertani in the aseptic condition. The two types of herbal extracts were made to be impregnated in Pasteurized paper disc by 50µL by using paper disc susceptibility measuring method. Petri dishes were sealed up with sealing tape. Control samples were established adding same amount of bacteria species without herbal extracts. Samples were incubated the in 28 º C for 2 days. Prepared batches of two samples. Antibacterial activities were observed and obtained the inhibition zone diameter (GZD). 3.6  Procedure  3  

3.6.1  Assessment  of  Ant  insecticidal  Activation  

Pasteurized filter papers were fed with 200 µL of herbal extracts in three concentrations. (0.3gml-1, 0.1gml-1, 0.05gml-1). 20 species of Lasioderma serricorne were positioned in each Petri dish. The filter papers were installed indirectly with test insects at Petri dishes. Control samples were established feeding 70% Ethanol to the filter paper. Bred in incubator at 28 º C and 60% RH for three days. Number of dead insects was examined every 24 hour, for three days.

1 A group of organisms of the same species, having distinctive characteristics but not usually considered a separate breed or variety.

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3.7  Results  

3.7.1  Anti-­‐Fungal  Effect  of  Herbal  Extracts  

Herbal extractions of DNA and NL controlled growth of three species of fungi in PDA media which were incubated strains of (H1), Aspergillus sydowii (H2), (H5) and H7)and DNA formed growth inhibition zone of 14mm, 14mm, 13mm,13mm and NL formed growth inhibition zone of 13mm,12mm,13mm,12mm.

The extraction didn’t show antifungal activity against species, (H3) (H4) Figure 1. 3.7.2  Anti-­‐Bacterial  Effects  of  Herbal  Extracts  

Herbal extractions of DNA and NL controlled the growth of species of bacteria, which were obtained from the surface of new untreated as well as ancient Ola leaves. Growth inhibition zone of three bacteria species (E6), (E3) and (E4) obtained from new untreated Ola leaves and two bacteria species (E2) and (E5) isolated from ancient Ola leaves were measured to confirm the antibacterial activity of DNA and NL herbal extracts.

Bacterial strain M1 didn’t show reaction against the herbal extraction (Figure 2).

mean  of  (IZD)  m

m  

Fungi  species  

Comparison  of  antifungal  activity  of  DNA/NL  etracts    

NL  

DNA  

Mean  of  IZD(mm)      

Bacteria  Species  

Comparison  of  Antibacterial  Activity  of  DNA/NL  Extracts      

NL  DNA  

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3.7.3  Insecticidal  Effect  of  Herbal  Extracts  

Both DNA and NL didn’t show any insecticidal effects against Lasioderma serricorne. On the third day of the experiment several dead insects were found. It could have been a natural death. However, insects gathered at one direction in the Petri dish had tried to avoid areas of the filter paper, which were fed by the herbal extraction.

Both herbal extractions of DNA and NL showed mild antifungal and antibacterial activities. Results confirmed DNA is more active than NL. NL contains several ingredients rather than DNA. Results confirmed that both herbal extracts are not highly effective against the insect Lasioderma serricorne, but it was observed that most of the insects had gathered in one direction of the Petri dishes, which were the extraction free areas. They may have tried to avoid getting or contacting the herbal extractions. These extractions have some effects against insects. These are not insecticide effects but it would be an insect repellent effect. The herbal extraction of DNA was selected to use in traditional conservation before digitization.

4.  Preserving  Manuscripts  by  Digitization  

Digitization is a practical solution, which is able to satisfy readers who are interesting in Ola leaf manuscripts. The concept of digitization of library material as a preservation method is a new idea for our library. Actually it is still a conceiving idea in library sector in the country. Lack of knowledge about this modern trend of digitization and budgetary restraints for buying instruments are main problems confronting us. Ola leaves manuscripts are available in different sizes. Normally, its width is 4 to 5 inches, but its length varies from ½ foot to 3 feet. A manuscript normally consists of 10 – 250 leaves. Even large size scanners available in the country cannot accommodate some of these manuscripts. On the other, hand scanners are very expensive. The A0 size scanner, which is named the face-up scanner in the market, abounded in libraries for digitizing books. These are really suitable for the digitization process.

Scanning is an easy and convenient technology that could be used for the digitization of books. In this particular occasion, such scanning technology is not important due to several reasons. Sizes of the manuscripts vary from ½ foot to 31/2 feet. Sometimes, scanning the surfaces alone is not enough. The nature of the Ola leaf manuscripts is completely different to that of books. For instance, in books printed letters are found on the surface of the paper, but in the case of Ola leaf manuscripts, the letters are engraved on the surface of the leaf. Each letter has a depth. The Ola leaf surface is not smooth like paper, and not clear and even as, is paper. Some Ola leaf manuscripts are very fragile and difficult to handle as they are large sized documents. The A0 type face-up scanner, attached to two digital cameras is suitable for this purpose. But several disadvantages are encountered in this instrument. As described earlier, most of the Ola leaf manuscripts are still found deposited in ancient temples in various part of the country. Digitization should be carried out at the respective temple premises. Handling a face-up scanner in a temple, which has limited facilities, is a very tiresome job. Several workers are required to perform this task. Transportation is also a difficult problem. Scanning Ola leaf manuscripts using face-up scanners is a very costly job. We cannot be sure that the final picture received after scanning would trace all the characteristics of the manuscripts in advance. It might not provide / indicate depth of the letters as a three dimensional picture of the Ola leaves. Readers prefer to actually see the real Ola leaf manuscripts. So, three-dimensional pictures are very important to fulfil the readers’ desires.

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Digitized by camera is the best and most important method. The cameras are not heavy; one worker can arrange the instruments. In addition, a vehicle for transportation is not necessary. The working area is illuminated by two lights. Normal daylight can also be used.

The National Library of Sri Lanka was able to develop this economically easy, user-friendly method for digitizing oversized Ola leaf manuscripts, after investigating issues regarding digitization of Ola leaf manuscripts and available technologies in the country. This method is the result of a combination of three fields - traditional conservation treatment methods, photography and computer literacy. This economically easy, user-friendly conservation and preservation method could be described in three steps. Step 1 - Brittle Ola leaf manuscripts are treated according to traditional treatment methods. Step 2 - Digitization of treated Ola leaf manuscripts by a digital camera. Step 3 - Editing and feeding the data thus obtained into the database. 4.1  Step  1  

Brittle and deteriorated Ola leaves manuscripts are selected from the library for digitization. Letters on the Ola leaves fade when they get aged. It is very difficult to recognize the letters with normal sight or through digital camera, which is unable to capture the clear picture without blacking of the letters. A Conservator has to blacken the letters using finely powdered charcoal derived from Trema orientales. The National Library of Sri Lanka was able to invent a mixture of herbal extractions, which is similar to the extracts used by our ancestors from earliest time for protecting these manuscripts (DNA extraction). This solution reacts on the Ola leaf and protects it in various ways. Herbal extractions give high flexibility to brittle leaves. In addition, applying charcoal powder mixed with herbal extractions gives bright colour to faded letters. Some ingredients of the extract react as fungicides and bactericides. It prevents the growth of micro-organism on Ola leaves due to high atmospheric moisture conditions in tropical climates. The smell of the extract reacts as an insect repellent and protects it from library pests. The adherence property of this extraction is made to good use and preserves Ola leaf manuscripts for a long time. 4.2  Step  2  

At the second stage Ola leaves are photographed by digital camera. Suitable technical devices and necessary technical support are essential at this stage. Over size images taken by camera are not evenly clear and sharp at the edges, especially when the leaf is very long. Sometimes, the image hasn’t enough brightness to be read easily as well. Sometimes the image is not like in the original leaf, most probably because its colour is differing from the original one.

Selecting a suitable camera is a very important factor in this process. Several technical aspects of camera were tested. For example, different lens, apertures, shutters speeds and film speeds were investigated. However, more than 20 mega pixels, full frame sensor 36X24 camera, which can accommodate 50mm lens, gives clear sharp image at the digitization process. Even long leaf (1m) can be captured as a clear picture by this camera. The Copy stand is an important device, which is essential for this process. It provides support to the Ola leaf which place on it and parallel to the camera lens hang at the upper level. Camera should always level to the supports where the Ola leaf is accommodated and whole the document be care to level its floor during the whole process. For the best results, the working area should be lighted with two flash bulbs, of at least 300W. For the best results lights could be softened by umbrellas for each light or by using soft boxes. Diffused light in this direction strengthens can be

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controlled remotely and more effectively by using radio slave flash trigger. Verify the colour profile of the computer ensures that the colour displayed on the screen are as smaller as possible to colour recorded by the camera. The colour should be adjusted for the largest resolution made on the computer. This is very important.

A particular book of Ola leaf manuscripts consists of a bundle of leaves. Each bundle is photographed and the record is digitally stored as < name of manuscripts cropped > JPEG files.

4.3  Step  3  

The computer operator edits the files using Adobe Photoshop and converts the files to pdf format. At the final Meta data is feed to computer database created by Information technology division of the library (Figure 3). Digitization Ola leaf manuscripts by camera is very cheap and practical method. This method might be very important for libraries in the country which having traditional library materials as Ola leaf manuscripts. It would be clear solution for the institutions which getting limited annual budgets and are able to start a digitization project at the minimal level. Not only a digital camera, but also even cheap manual cameras can be used instead of digital camera. Less budgetary requirement and less human resources are needed to carry out this digitization process. Hence, it is a practical and realistic method for developing countries. The tropical climate as well as high humidity and temperature badly affect the manuscripts. Therefore, all the digitized manuscripts can be stored in a room equipped with a climate control system. It would help to preserve the original manuscripts from harmful environmental parameters as well as the damages caused by physical handling by the readers.

Figure 3.

Readers can access the database (Figure 4) and obtain the desired information in a very short time.

It would save the valuable time of readers and researches. Researchers can even retrieve manuscripts on their desktop at home via the internet instead of loitering in the library. However, at this stage the

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National Library wouldn’t link the database as an online resource due to laws and ordinances related to intellectual property issues. In the near future, the National Library would be able to provide online searching and retrieval facilities, with some restraints.

Figure 4.

References  

“Palm leaf manuscripts preservation by digital camera photography demostration of method” last modified 2012, http://www.himalayanacademy.com/resources/books/agamas/palm-leaf-demo/ Milburn, Ken. Digital photography bilble (New York: Hungury minds, 2000) Krishan Gopal, Digital libraries in electronic information era (New Delhi: Authors press, 2000) Medlicoff Andrew, Digitization as a method of preservations (Amsterdam, 1997) Ostrow Stephen, Digitization historical collections for the internet (Washington: council of library 1998) Patel Santosh, Library information preservation and access (New Delhi: Authors press, 2003)