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Workflow
AlabamaMosaic Project
- Selection
- Process collection, if needed
- arrange materials according to archival principles
- place items in acid-free folders and acid-free boxes
- create finding aid, a Word document that describes the
collection at the series or folder level (rather than item-level)
for users
- Data extraction and scanning preparation.
- create item-level lists of the material selected within
each collection in a MS Word file and add to finding aid;
this created the “expanded” finding
aid.
- transfer Word files to Alabama Mosaic database; database
includes a record with collection name, box number, folder,
and item description for every document to be scanned.
- print report from database that will serve as scanning
work log and place in scanning room
- Digitize images (creating Master Image) using the scanning work
log as a guide and adding file names to work log
- enter digitization information from work log into database
- Create Intermediate and Access Images of each item,
performing limited image manipulation, keeping records of these
actions on a work log
- enter information from work log into database
- Perform Quality Control of Intermediate and Access Images,
keeping records of these actions on a work log
- enter information from work log into database
- Rescan necessary items, keeping records of these
actions on a work log
- enter information from work log into database
- Perform second Quality Control of new Master, Intermediate,
and Access Images, keeping records of these actions on a work
log
- enter information from work log into database
- Transfer information (including Access Image file
names, box/folder number, and item description) from database
to Word document
- add Word document to collection’s expanded finding
aid
- review expanded finding aid and send to Metadata Coordinator
- send message to Systems Librarian requesting transferal
of Access Images from the server to Encompass
- Send original, not expanded, finding aid to Web
Services Coordinator for posting to website
- Select collections for transcription
- transcribe items, keeping records of these actions on
a work log
- enter information from work log into database
- perform quality control on transcription files, keeping
records of these actions on a work log
- make any necessary changes to transcription files
- transfer transcription files to Metadata Coordinator
- Metadata record creation
- Receive expanded finding aid from Archival Access Coordinator
- Receive notification from Systems Librarian that images have been moved to Encompass server
- Create and link records and images in the Alabama Mosaic repository using the expanded finding aid and metadata standards*
- create collection level records representing themes from Alabama Moments web site
- create container records representing each collection
- link to appropriate collection level records
- create sub-container records representing documents within the collection
- link to appropriate container record
- create object records representing single images of a document
- link to appropriate sub-container records (document)
- link image to its object record
- Expanded finding aid served as work log
- Perform quality control review after the completion of each collection
- edit records to achieve consistent use of subject terms and form of personal and corporate names
- Add transcriptions to appropriate records
- Perform quality control at the repository level
- edit records to achieve consistent date format in the date field, interpretation of Dublin Core fields (format, publisher, and relation), and meet end-users needs.
*Metadata standards
Anglo-American Cataloging Rules, 2nd ed., 2002 Revision- Available through American Library Association and available on the Cataloger’s Desktop from the Library of Congress Archives, Personal Papers, and Manuscripts: A Cataloging Manual for Archival Repositories, Historical Societies, and Manuscript Libraries, 2nd ed. – Available through the Society of American Archivists and available on the Cataloger’s Desktop from the Library of Congress
Cornerstone
Project’s Metadata Guide [05/03]
Dublin Core http://www.dublincore.org
IMLS’ A Framework
of Guidance for Building Good Digital Collections
http://www.niso.org/framework/Framework2.html
ISO 639.2 Codes
for the Representation of Names of Languages http://www.loc.gov/standards/iso639-2/englangn.html
Library of Congress Subject Heading List – Available
through the Library of Congress Authorities http://authorities.loc.gov/
