Folder Renaming To Show Progress

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This information regarding naming Scans folders on the S Drive on this page has been deprecated and is now in a grey font color. Please refer to Scans_folder.



From now on, we will not be moving files from folder to folder, such as from 'Digital Coll-In Progress' to 'Digital Coll-Complete.' We will work with everything in the same folder (the one currently labeled 'In Progress') and simply re-label individual folders (either on the collection level, or within the scans folders for collections completed in stages) to reflect the status of the collection.

Contents

General description of folder naming scheme

  • folder name as is = material in progress
  • folder name + '_Check' = material ready to be checked for quality control (for images, by Marina/Photographs; for manuscripts or other types, but Jeremiah/Digital Services)
  • folder name + '_Ready' = material checked and ready for Metadata Unit
  • folder name + '_Online' = material online, Metadata Unit done; it can be moved from our server to the storage server at Jody's discretion

For collections delivered in their entirety (not in batches):

  1. Scanning and metadata input done by students at Digital Services.
  2. When step 1 done, the folder name for collection is changed: '_Check' is added by Jeremiah to denote that it's time to do the quality control check.
  3. Quality control by Marina (for images) or Jeremiah and/or someone else at Digital Services.
  4. When step 3 complete, the folder name for collection is changed: '_Check' is changed to '_Ready' by the person who has done the quality control, to denote that it's ready for the Metadata Unit. Marina or Jeremiah will alert the Metadata Unit when there are new 'Ready' collections.
  5. Collection put into Content DM and put online by Metadata Unit.
  6. When step 5 done, the folder name for the collection is changed: '_Ready' is changed to '_Online' by the Metadata Unit to denote that the material is online.
  7. Collection is complete and may be moved from the share drive to the storage drive.

Example of folder labeling:

  • u0001_2008004_Jubiliee_Singers = collection in progress
  • u0001_2008004_Jubiliee_Singers_Check = collection ready to be checked for quality control (by Marina, because it is a photo collection)
  • u0001_2008004_Jubiliee_Singers_Ready = collection checked (by Marina) and ready for Metadata Unit
  • u0001_2008004_Jubiliee_Singers_Online = collection online, Metadata Unit done

For collections delivered in batches

For large, ongoing collections such as Sheet Music or Harper Timetables. The procedure works in much the same way, only the labeling is done on the level of the 'Scans' folder, rather than on the collection folder level.

  1. Scanning and metadata input done by students at Digital Services.
  2. When we have enough scans to work with (determined on the basis of number or done at a regular time, regardless of number), the 'Scans' folder label is changed to 'Scans_Check' by Jeremiah to denote that it's time to do the quality control check. At the same time, a new folder labeled 'Scans' is created for continuing work on the collection.
  3. Quality control by Marina (for images) or Jeremiah and/or someone else at Digital Services.
  4. When step 3 is done, 'Scans_Check' is changed to 'Scans_Ready' by the person who has done the quality control, to denote that it's ready for the Metadata Unit. Marina or Jeremiah will alert the Metadata Unit when there are new 'Ready' scans folders.
  5. Batch put into Content DM and put online by Metadata Unit.
  6. When step 5 done, 'Scans_Ready' is changed to 'Scans_Online' by the Metadata Unit to denote that the batch of material is online.
  7. Once entire collection is complete, the collection folder should be changed to add '_Online.' Collection is then complete and may be moved from the share drive to the storage drive.

Note: It might be necessary at times to have more than one folder labeled with '_Check,' '_Ready,' or '_Online,' depending on each department's workload. If multiple folders at the same level of progress are needed, simply add a number to the end of each. Example: 'Scans_Check_2.

Example of 'Scans' folder labeling: Within S:\Digital Projects\Digital Coll-in progress\u0004_Sheet_Music\u0004_0000002_Wade_Hall_SheetMusic…

  • Scans = scans in progress
  • Scans_Check = batch of scans ready to be checked for quality control (by Jeremiah, because it is not a photo collection)
  • Scans_Ready = collection checked (by Jeremiah) and ready for Metadata Unit
  • Scans_Online = collection online, Metadata Unit done

Other Folder Renaming

  • As METS records are created for each collection, and it is prepared for long term storage, "_Store" will be added to the collection level folder. For example: p0002_0000001_Store.
  • As collections are added into the LOCKSS network, the "_Store" will be replaced by "_LOCKSS" to indicate the current location of this content.

Once our long-term storage facilities are ready, folders will be deleted from the share drive as they are moved there.

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