Batches

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A batch is simply a portion of a collection that goes through the upload process bundled together. This page contains or links to information related to the batching process and what differentiates it from a whole-collection upload.

Contents

When to make a batch

A new batch is created when you decide to upload content from an ongoing collection. This almost always happens when you've broken off and numbered a new Scans folder, but it is possible to upload several Scans folders at once. Whatever the case, the content from a particular collection which is uploaded together is a batch, and this content should be no more than 300 items or 4000 captures.

Documenting and creating metadata for a batch

How do you determine which batch number it is?

In the collection's metadata spreadsheet, the last column contains the batch number.

  1. Check that column for the largest number -- which should be the last/previous batch
  2. Checking for the largest batch number on the storage sever may also help with secondary verification
  3. Assign your batch the next number.
  4. Fill in that number for all the lines of metadata in your batch.

How do you create batch metadata?

While the whole metadata spreadsheet should stay with the collection in progress, the collection batch that has been moved to Completed needs its own batch metadata.

Batch metadata includes

  • Batch spreadsheet
    • This is created from the collection metadata spreadsheet
    • Copy the following to a new sheet: the header row and the rows of metadata that correspond to your batch
    • Save that sheet as a new, separate file, so that you don't alter the original collection metadata
    • Naming format: collectionnumber.batchnumber.m0number.xlsx
      • Example: u0003_0000193.2.m01.xlsx
      • For older spreadsheets that don't have m0numbers (m01, m02, m03, etc) simply leave that out: u0003_0000193.2.xlsx
  • Batch text file for MODS creation
    • Text file creation explained in the first part of Making MODS -- make sure to process your batch spreadsheet, not the whole collection metadata spreadsheet
    • Naming format: collectionnumber.batchnumber.m0number.txt
      • Example: u0003_0000193.2.m01.txt
      • Same rule applies for text files made from metadata spreadsheets without m0numbers.

Checklist: What's different about workflow for a batch

  • Preparation for Upload
    • Separate batch spreadsheet in Administrative\Pipeline\collectionInfo\forMDlib\needsRemediation
    • Text file version in S:\Digital Projects\Digital_Coll_Complete\[collectionnumber]\Metadata, with MODS created from that
  • Upload
    • The script-running process should be identical
    • With a batch (unless it's the first), the collection info xml is already online, so you don't have to wait 24 hours for Acumen to index the items before you can run moveContent
  • Storage
    • You will not need the collection info xml file when you move the collection from the share drive to storage. In fact, the moveContent script will tell you to delete it...unless it is a new, improved version
  • Documentation
    • Unless you're working on the last batch of a collection, do not move the collection from in progress to completed on the Selection spreadsheet
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