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

Creating a Batch

What is 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.

Dual role of the metadata spreadsheet

As of January 2013, tracking data is incorporated into the metadata spreadsheet during the capture process. For the purposes of this explanation, metadata refers to the data which goes online, while tracking data is the internal, administrative information we capture for our unit. Those columns are found at the end of the spreadsheet, and they should be removed before handing off the spreadsheet to the metadata unit.

Isolating a batch within the metadata spreadsheet

  • As you track your captures in the metadata spreadsheet, make sure to note in the Batch column that the item is part of the current batch.
  • Note which items have been skipped by labeling them 'skipped' in the Batch column (see Skipped Items)
  • When you are ready to upload a batch, sort the spreadsheet by the Batch column; this will bring all of the lines of metadata for that batch together

Batch Documentation

Batch Spreadsheet

  • Used by: the Metadata Unit
  • Used for: remediating metadata that has already gone online

To create a batch spreadsheet...

  • Select just the rows that belong to the batch, plus the header row
  • Deselect the tracking data, leaving the metadata
  • Save the selection as a new, separate file: a Microsoft Excel document (.xlsx)
    • Naming format: collectionnumber.batchnumber.m0number.xlsx
    • Example: u0003_0000193.2.m01.xlsx
  • Save this file to the Metadata folder temporarily; just prior to upload, it will be moved to Administrative\Pipeline\collectionInfo\forMDlib\needsRemediation

Batch text export

To create a batch text export...

  • Select just the rows that belong to the batch, plus the header row
  • Deselect the tracking data, leaving the metadata
  • Save the selection as a new, separate file: a tab-delimited text document (.txt)
    • Naming format: collectionnumber.batchnumber.m0number.txt
    • Example: u0003_0000193.2.m01.txt
  • Save this file to the collection's Metadata folder (S:\Digital Projects\Digital_Coll_Complete\[collectionnumber]\Metadata)

Batch log file

  • Created for: archiving tracking data collected during the capture process

To create a batch log file...

  • Select just the rows that belong to the batch, plus the header row
  • Deselect the metadata, leaving the tracking data
  • Save the selection as a new, separate file: a tab-delimited text document (.txt)
    • Naming format: collectionnumber.batchnumber.m0number.log.txt
    • Example: u0003_0000193.2.m01.log.txt
  • Save this file to the collection's Admin folder (S:\Digital Projects\Digital_Coll_Complete\[collectionnumber]\Admin)

Batch OCR list

  • Used by: Upload Script
  • Used for: telling MakeJpegs which files to process through Tesseract

To create a batch OCR list, see these instructions

Note on naming files made from older spreadsheets

  • For older spreadsheets that don't have m0numbers (m01, m02, m03, etc) simply leave that out
  • Examples
    • u0003_0001577.30.xlsx
    • u0001_2007010.4.log.txt

Checklist: What's different about workflow for a batch

  • Preparation for Upload
    • Create a collection folder in Digital_Coll_Complete, and
      • Move the Scans folder to it
      • Create Admin and Metadata folders
      • Copy the appropriate documents from in_progress to Admin and Metadata
    • Create batch spreadsheet in Administrative\Pipeline\collectionInfo\forMDlib\needsRemediation
    • Create batch metadata text file in S:\Digital Projects\Digital_Coll_Complete\[collectionnumber]\Metadata, with MODS created from that
    • Create batch log file in S:\Digital Projects\Digital_Coll_Complete\[collectionnumber]\Admin
  • 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 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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