Army ROTC Scrapbooks

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This page describes the workflow for a project that has already been completed. It is retained here in the event it might provide guidance for similar projects in the future.

The Plan

(Verbatim, notes from February 14, 2013, meeting, as emailed from Jason Battles to the group at large)

  1. April will create a single line of metadata in the spreadsheet for each scrapbook; the description field will contain the “scope and contents” note for that scrapbook from the finding aid.
  2. April will include the year in the title of each scrapbook in order to disambiguate them.
  3. If there are special instructions for how to digitize a particular page (such as to redact something, or how to arrange the loose contents), April or Donnelly will insert a sheet of paper with pencil instructions on top of that page.
  4. April will number the pages to be digitized (except for the front and back cover) and may adapt the numbering so that the front cover counts as the first page. This would make the image numbers correspond to the page numbers.
  5. Digital Services will digitize the front and back covers and the pages that are numbered (in order), covering anything they are instructed to redact, and arranging content as instructed. If they have a question/problem, they’ll contact Donnelly.
  6. After digitizing each book, Digital Services will then capture a close-up of each item on the pages (except for newspaper clippings!), and will not try to include the captions in these captures.
  7. The files for the items from the pages will be named as subpages (or for multi-pages such as pamphlets, sub-subpages) for the page on which they were found. An example is below.
  8. Jody will generate stub MODS records for each page and subpage, so that later addition of tags and /or improved metadata will enable users to find the file described by the search term.
  9. These stub MODS records will contain links back to the scrapbook in the relatedItem field.
  10. The titles for the stub MODS records will be of the form “Page 12” or “Page 12, Item 3”, to avoid filling search results lists with various levels of granularity when searching on “ROTC” or a particular scrapbook title.
  11. Will Jones will develop a PHP script which will provide context on the display of the item, so that when viewing “Page 12” or “Page 12, Item 3” the user will see the title of the scrapbook from which it was drawn.
  12. This script will solve some other issues in other collections, and will thus benefit Acumen as a whole.


(Expansion/explanation of points 4-7 above)

  1. Each book is an item within the collection
  2. For each item, a shot should be made of the whole page (numbered at page level, four digits) as well as individual shots of the images on that page (numbered at sub-page level, four + three digits), except
    1. pages with no images or content should not be captured; they should be unnumbered
    2. newspaper clippings, even when images, should not be captured
    3. original printed material (such as an event program) should be captured
  3. In the event of a multi-page object appearing at the sub-page level (four + three digits), number the entire object at the sub-sub page level (four + three + two digits)
    1. Example: If book four, page 15, item three is a pamphlet, capture its pages like this: u0003_0003925_0000004_0015_003_01, u0003_0003925_0000004_0015_003_02, u0003_0003925_0000004_0015_003_03, etc.


See Scrapbook Workflow for general information about scrapbook digitization.


  1. Disassemble the book by using a screwdriver to remove the screws holding the binding together; if this can't be done or the book is assembled in a different way, see Jeremiah or the archivists
  2. Capture the pages and individual images in two separate passes through the book
    1. Pages: Use the appropriate lens (50mm or 14mm wide angle) to get a wide shot -- don't forget front and back covers
    2. Subpages: Use the appropriate lens (100mm on 5D and 6D; 50mm on 7D) at minimum distance from the capture bed to get a good closeup shot of each image
    3. DO NOT attempt to take broad shots and closeups at the same time, or crop closeups out of the broad shots
  3. Follow any instructions left in the book by the archivists, with regard to arrangement and/or redaction
  4. Save all images to the item-level folder
  5. Track your work on the item level in the collection spreadsheet
  6. Reassemble the book

QC and Upload

  1. Run special scrapbook Quality Control script ( to ensure the pages are numbered correctly
  2. During eyeball check, make sure subpages match page they came from
  3. Second QC should be done on the book level -- you can do QC2 for another book in the batch with yours, but not your own book; or a person who didn't capture any items in the batch may QC2 any or all of them
  4. Metadata should be processed as usual for a collection: log data extracted from the spreadsheet, metadata saved as .txt, MODS created on the item level
  5. Run special scrapbook upload script (, which will create stub MODS for the subpages
  6. Continue upload process as normal