Preparing Collections on the S Drive for Online Delivery and Storage

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==Things to do before beginning an upload==
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The following page assumes the content for upload has already been through the [[Quality_Control | Quality Control process]]
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The collection number u0003_0000001 will be used as an example.
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==Preparation Procedure==
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Choose one of the following checklists:
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'''One-Shot Collections''' are small enough to be completed in one batch, so they require no batch numbering or batching process.
 +
 
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'''Ongoing Collections''' are those which will have multiple batches for upload, so they require "batching."
 +
 
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===One-Shot Collections===
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===Check Subfolders of Collection Level Folder===
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# Move collection folder from Digital_Coll_in_progress to Digital_Coll_Complete
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# Remove extra text in folder name so that it is labeled with just the collection number
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## Example: u0003_0000633_HarperTimetables --> u0003_0000633
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# Finalize collection documentation
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## '''Tracking Data'''
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### OLD/SEPARATE FILE: save TrackingFiles spreadsheet (see S:\Digital Projects\Organization\TrackingFiles) as tab delimited .txt file in Admin folder
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### NEW/INTEGRATED: COPY Filename column from the metadata spreadsheet to a new sheet, MOVE Tracking Data columns to new sheet, SAVE as tab delimited .txt file in Admin folder
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## '''OCR List''': see [[OCR List | these instructions]]
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## '''Metadata''': save spreadsheet (minus the tracking data you should’ve already removed) as tab delimited .txt file in Metadata folder
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# [[Making MODS | Create MODS]]
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# Carefully check contents of the folders (see list below)
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## Make sure to remove any unnecessary files created during the capture process (for example, test scans or supplementary metadata or text file notes about progress)
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# Once everything is okay, you’re ready to [[Most Content | Upload Content]]!
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===Ongoing Collections===
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# Set up collection folder in Digital_Coll_Complete, and create inside it
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## Admin
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## Metadata
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## Transcripts (if necessary)
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# Move Scans folder from ongoing collection folder in Digital_Coll_in_progress to this new collection folder in Digital_Coll_Complete
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# Follow the procedures for [[Batches | Creating Batch Documentation]]
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# [[Making MODS | Create MODS]]
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# Double-check contents of the folders (see list below)
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# Once everything is okay, you’re ready to [[Most Content | Upload Content]]!
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==Checking Folders==
The Collection Level folder contains [[Share_Drive_Protocols#Contents|subfolders]] and their content must adhere to certain specifications prior to the collection being considered ready to "ship" for online access and long term storage.
The Collection Level folder contains [[Share_Drive_Protocols#Contents|subfolders]] and their content must adhere to certain specifications prior to the collection being considered ready to "ship" for online access and long term storage.
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====Admin====
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The collection number u0003_0000001 will be used as an example.
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===Admin===
* This folder must exist.
* This folder must exist.
*Must contain:
*Must contain:
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** [[Collection_Information|u0003_0000001.xml]]
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** '''[[Collection_Information|u0003_0000001.xml]]'''
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***If multiple Digital Collections spawn from the same Analog Collection, there can be more than one Collection Information XML file as follows: u0003_0000001.1.xml, u0003_0000001.2.xml, etc.
***Make sure to refer to the [[Collection_Information|Collection_Information]] page regarding acceptable data values.
***Make sure to refer to the [[Collection_Information|Collection_Information]] page regarding acceptable data values.
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** [[TrackingFiles#Scope|u0003_0000001.log.txt]]
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** '''[[TrackingFiles#Scope|u0003_0000001.log.txt]]'''
***Include a text version of the log file with every batch; previous versions of the log will be overwritten by the newest version.
***Include a text version of the log file with every batch; previous versions of the log will be overwritten by the newest version.
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***Specifically, since this log file's source file is an Excel workbook, it is the "log" sheet within the Excel file that needs to be saved as u0003_0000001.log.txt. This is the sheet with all the scanning data (technician, dates, # of scans, etc.).
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* May also contain:
* May also contain:
** [[Thumbs_icons|Thumbs Icon]] - .png extension.
** [[Thumbs_icons|Thumbs Icon]] - .png extension.
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** [[Most_Content#Getting_content_from_the_share_drive_to_live_in_Acumen|OCR list]] - .ocrList.txt extension.
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** [[OCR List|OCR list]] - .ocrList.txt extension.
<!--** Finding Aid - .xml extension-->
<!--** Finding Aid - .xml extension-->
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** and other relevant documents saved as plain .txt (ANSI or UTF-8 without BOM preferred). If possible please incorporate any additional data into the log.txt file.
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**Other relevant documents saved as plain .txt (ANSI or UTF-8 without BOM preferred). If possible please incorporate any additional data into the log.txt file. For example, audio collections often have significant item-level notes that we want to retain. These plain text files can be saved with a ".notes.txt" extension - i.e. "u0008_0000001_0000001.notes.txt".
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For example, audio collections often have significant item-level notes that we want to retain. These plain text files can be saved with a ".notes.txt" extension - i.e. "u0008_0000001_0000001.notes.txt".
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* If multiple Digital Collections spawn from the same Analog Collection, there can be more than one Collection Information XML file as follows:
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===Metadata===
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** u0003_0000001.1.xml
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** u0003_0000001.2.xml
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====Metadata====
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* This folder must exist.
* This folder must exist.
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* Must contain:
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**'''u0003_0000001.m01.txt''' or '''u0002_0000001.m03.txt''' or '''u0008_0000001.m02.txt'''
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***Note the type of spreadsheet is echoed in the segment before the ".txt" -- if this is a batch file, the batch number follows the m0x value: u0002_0000001.m01.1.txt.
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***see [https://intranet.lib.ua.edu/cataloging/metadata/SpreadsheetRegistry] for more information.
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**'''A MODS folder'''
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*** This folder will contain all the MODS files created via Archivist Utility (see: [[Making MODS]]).
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<!--
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===Scans===
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* If going to Metadata Unit, must contain:
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* This folder must exist.
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** [[Descriptive_metadata|u0003_0000001.xlsx]]
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The Metadata Unit will convert this to a tab-delimited.txt file after adding subject headings, etc. and uploading the content. Will get converted to UTF-8 later.
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If metadata for a set of scans being transported to Storage needs to be segmented out, instructions for doing so can be viewed [[Metadata_Movement#Metadata_Transfer_and_Remediation_for_Collections_Requiring_Multiple_Uploads|here]].
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The work of parsing out the metadata can be assisted by script; see: [[Parsing_Metadata]].
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-->
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Must contain:
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* u0003_0000001.txt
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This is tab-delimited text export of the original spreadsheet. (If this file was exported out of Excel as a tab-delimited txt file, you must open the file with Notepad ++ and do a Search and Replace to remove the quotation marks that have been inserted at each tab.)
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The source .xlsx spreadsheet should be moved to S:\Digital Projects\Administrative\collectionInfo\forMDlib\needsRemediation.
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If this is a large or ongoing collection, the tab-delimited text export should contain ONLY the metadata for the items currently being transported to storage.
 
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The text file itself should have a period and then a number to indicate which portion, or "batch", of the complete metadata this is.
 
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The first tab-delimited export would be named, for example, u0003_0000001.1.txt, and would contain the first 500 entries, for example.
 
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The second tab-delimited export, for items 501-1000, would be named u0003_0000001.2.txt, and so forth.
 
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Thus, only by collecting all these tab-delimited exports do we have a complete set of descriptive metadata for the collection items.
 
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For more on how to parse these "batches" out from the complete set of descriptive metadata, see [[Parsing Metadata]].
 
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* a MODS folder
 
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** This folder will contain all the MODS files created via Archivist Utility (see: [[Making MODS]]).
 
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* May also contain:
 
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** [http://www.loc.gov/ead/ u0003_0000001.ead.xml]
 
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<!-- ** [http://www.loc.gov/standards/mets/ u0003_0000001.mets.xml] -->
 
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All should use ANSI or UTF-8 (without BOM) encoding.
 
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If you are comfortable with XML, please open the EAD file and look for this line (should be the ~4th one down):
 
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<eadid countrycode="US" mainagencycode="US-US-ALM"></eadid>
 
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If the collection number is not there (what we name the file: u0003_0000580) then please enter it, so that line looks like this:
 
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<eadid countrycode="US" mainagencycode="US-US-ALM">u0003_0000580</eadid>
 
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This way the file self-references and can be found by this number during searches if we index it properly. Also, if something gets misnamed somewhere, this will help to sort out the problem.
 
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====Scans====
 
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* This folder must exist.
 
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Note: we may break Scans folders into chunks for manageability, for more information [[Scans_folder|click here]].
 
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*Must only contain:
*Must only contain:
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** scans (tiffs/wavs) of non-compound objects and compound objects (inside respective subfolders)
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**'''Scans (tiffs/wavs)''' of non-compound objects and compound objects (inside respective subfolders). All other files types will not be retained. Temporary files and thumbs.db files do not have to be deleted since they will be removed upon transfer to Storage.
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All other files types will not be retained. Temporary files and thumbs.db files do not have to be deleted since they will be removed upon transfer to Storage.
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====Transcripts====
====Transcripts====
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* This folder must exist only if [[transcripts]] exist.
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* This folder can exist only if [[transcripts]] exist.
*Must only contain one or more of the following types of files:
*Must only contain one or more of the following types of files:
** u0003_0000001_0000001.tif, u0003_0000002_0001.tif, etc. - corresponding to non-compound and compound objects (inside respective subfolders).
** u0003_0000001_0000001.tif, u0003_0000002_0001.tif, etc. - corresponding to non-compound and compound objects (inside respective subfolders).
** u0003_0000001_0000001.txt, u0003_0000002_0001.txt, etc. - plain .txt files corresponding to non-compound and compound objects (inside respective subfolders).
** u0003_0000001_0000001.txt, u0003_0000002_0001.txt, etc. - plain .txt files corresponding to non-compound and compound objects (inside respective subfolders).
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** u0003_0000001_0000001.ocr.txt, u0003_0000002_0001.ocr.txt, etc. - plain .txt files of OCRed tiffs corresponding to non-compound and compound objects (inside respective subfolders).
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** u0003_0000001_0000001.ocr.txt, u0003_0000002_0001.ocr.txt, etc. - plain .txt files of OCRed tiffs corresponding to non-compound and compound objects (inside respective subfolders). If cleaned up .txt files exist, remove the corresponding .ocr.txt file.
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If cleaned up .txt files exist, remove the corresponding .ocr.txt file.
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===Perform Quality Control Tasks===
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see [[Quality_Control]]
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Note: quality control tasks will already have been performed by scanning technicians beforehand, but it's a good idea to run the QC scripts again.
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This takes very little time.
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===Spot check all .xml, .txt, and .xlsx files===
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* Check all such files for proper filenames and extensions.
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* Open all such files and look for anomalies and inconsistencies, misspellings, and missing data, etc.
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** Examples:
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*** make sure fields such as Funder(s), Funding Information, Repository Collection, Digital Collection, Digital Publisher, etc. are filled out.
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The required fields should have a green header cell in the descriptive metadata to aid in verifying the presence of required content.
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*** ideally, no additional fields such as "Notes" are in the Metadata file. "Notes" as such should be deleted or moved to the appropriate row in the log.txt file.
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*** make sure the Format column in the Metadata file has not been altered to the Time format as it sometimes is:
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If a tab delimited metadata file is opened via Excel (especially by right clicking the file and choosing to open in Excel), the format column if like: 3 p., 4 p., etc. Will get interpreted as
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3:00 PM, 4:00 PM, etc.
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If then resaved as .txt, times will have been saved instead of page #s.
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The way around this is to have Excel open first, choose Open.
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open your text file and while you are being interrogated by Excel about how to import, set the Format column as "Text".
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Obviously, if errors are found *after* text exports and MODS files are made, then the Excel file needs to be corrected and the text and MODS files remade.
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===Check all Folder names===
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*Make sure folders are named correctly and that there are no superfluous word concatenations to object level folders, etc.
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===Match Data across documents and folders===
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This table attempts to show how data in one of our documents/folders should match with data in another document/folder.
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Corresponding data must properly match/equate prior to marking "Scans" folders as "Store".
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{| {{table }} border=1
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| align="center" style="background:#f0f0f0;"|'''TrackingFileNames'''
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| align="center" style="background:#f0f0f0;"|'''Admin XML'''
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| align="center" style="background:#f0f0f0;"|'''Metadata'''
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| align="center" style="background:#f0f0f0;"|'''Archivist Queue (\"Selection.xlsx\")'''
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| align="center" style="background:#f0f0f0;"|'''TrackingFiles'''
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| align="center" style="background:#f0f0f0;"|'''Finding Aid'''
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| align="center" style="background:#f0f0f0;"|'''Scans folder'''
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|-
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| Collection Number||||[first 14 characters of Filename]||||Collection Number||||
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|-
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| Container||||Container Number||Container||||||
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|-
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| physical location||Manuscript_Number <font color=red>[Is this true?]</font>||||Manuscript Number; Physical Location||||MSS #||
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|-
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| primary analog format||||Genre [since there can be multiple genres in the metadata, this will correspond, in average, to the TrackingFileNames Primary Analog Format]||Genre/type||||||
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|-
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| source collection||Analog_Collection_Name||Repository Collection||Name of Analog Collection||||Title||
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|-
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| Description||Digital_Collection_Description||||Blurb||||Abstract; or Scope and Contents [limited to digitized portion]||
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|-
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| ||Digital_Collection_Name||Digital Collection||Project Name||||||
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|-
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| ||Alphabetized_By||||Alphabetize||||||
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|-
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| ||Type_Of_Content||Type(s) [since there can be multiple Types in the Metadata, this will correspond, in average, to the Admin XML Type_of_Content]||Genre/type||||||
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|-
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| ||Finding_Aid_Link||||Link to finding aid ||||||
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|-
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| ||||||||Total Scans (Scans + Transcript Scans)||||[use PERL script or folder search to retrieve number of Total Scans (tifs or wavs)]
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|-
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| ||||[count total objects in Metadata sheet]||||Total Objects||||[use PERL script or folder search to retrieve number of objects (singletons + compound object subfolders)]
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|-
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|}
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From a digital preservation/delivery perspective, it's not as important to match information to the Archivist Queue spreadsheet, though it would be ideal if possible.
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Also, it isn't always feasible to match the number of actual scans vs. what is notated in the TrackingFiles, although that is also ideal.
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===Moving the Files to the Server===
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The folder should now be prepared to run scripts and place the files on the storage server.
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see: [http://www.lib.ua.edu/wiki/digcoll/index.php/Most_Content Most_Content]
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Revision as of 17:01, 11 February 2013

The following page assumes the content for upload has already been through the Quality Control process

Contents

Preparation Procedure

Choose one of the following checklists:

One-Shot Collections are small enough to be completed in one batch, so they require no batch numbering or batching process.

Ongoing Collections are those which will have multiple batches for upload, so they require "batching."

One-Shot Collections

  1. Move collection folder from Digital_Coll_in_progress to Digital_Coll_Complete
  2. Remove extra text in folder name so that it is labeled with just the collection number
    1. Example: u0003_0000633_HarperTimetables --> u0003_0000633
  3. Finalize collection documentation
    1. Tracking Data
      1. OLD/SEPARATE FILE: save TrackingFiles spreadsheet (see S:\Digital Projects\Organization\TrackingFiles) as tab delimited .txt file in Admin folder
      2. NEW/INTEGRATED: COPY Filename column from the metadata spreadsheet to a new sheet, MOVE Tracking Data columns to new sheet, SAVE as tab delimited .txt file in Admin folder
    2. OCR List: see these instructions
    3. Metadata: save spreadsheet (minus the tracking data you should’ve already removed) as tab delimited .txt file in Metadata folder
  4. Create MODS
  5. Carefully check contents of the folders (see list below)
    1. Make sure to remove any unnecessary files created during the capture process (for example, test scans or supplementary metadata or text file notes about progress)
  6. Once everything is okay, you’re ready to Upload Content!

Ongoing Collections

  1. Set up collection folder in Digital_Coll_Complete, and create inside it
    1. Admin
    2. Metadata
    3. Transcripts (if necessary)
  2. Move Scans folder from ongoing collection folder in Digital_Coll_in_progress to this new collection folder in Digital_Coll_Complete
  3. Follow the procedures for Creating Batch Documentation
  4. Create MODS
  5. Double-check contents of the folders (see list below)
  6. Once everything is okay, you’re ready to Upload Content!


Checking Folders

The Collection Level folder contains subfolders and their content must adhere to certain specifications prior to the collection being considered ready to "ship" for online access and long term storage.

The collection number u0003_0000001 will be used as an example.

Admin

  • This folder must exist.
  • Must contain:
    • u0003_0000001.xml
      • If multiple Digital Collections spawn from the same Analog Collection, there can be more than one Collection Information XML file as follows: u0003_0000001.1.xml, u0003_0000001.2.xml, etc.
      • Make sure to refer to the Collection_Information page regarding acceptable data values.
    • u0003_0000001.log.txt
      • Include a text version of the log file with every batch; previous versions of the log will be overwritten by the newest version.
  • May also contain:
    • Thumbs Icon - .png extension.
    • OCR list - .ocrList.txt extension.
    • Other relevant documents saved as plain .txt (ANSI or UTF-8 without BOM preferred). If possible please incorporate any additional data into the log.txt file. For example, audio collections often have significant item-level notes that we want to retain. These plain text files can be saved with a ".notes.txt" extension - i.e. "u0008_0000001_0000001.notes.txt".

Metadata

  • This folder must exist.
  • Must contain:
    • u0003_0000001.m01.txt or u0002_0000001.m03.txt or u0008_0000001.m02.txt
      • Note the type of spreadsheet is echoed in the segment before the ".txt" -- if this is a batch file, the batch number follows the m0x value: u0002_0000001.m01.1.txt.
      • see [1] for more information.
    • A MODS folder
      • This folder will contain all the MODS files created via Archivist Utility (see: Making MODS).

Scans

  • This folder must exist.
  • Must only contain:
    • Scans (tiffs/wavs) of non-compound objects and compound objects (inside respective subfolders). All other files types will not be retained. Temporary files and thumbs.db files do not have to be deleted since they will be removed upon transfer to Storage.

Transcripts

  • This folder can exist only if transcripts exist.
  • Must only contain one or more of the following types of files:
    • u0003_0000001_0000001.tif, u0003_0000002_0001.tif, etc. - corresponding to non-compound and compound objects (inside respective subfolders).
    • u0003_0000001_0000001.txt, u0003_0000002_0001.txt, etc. - plain .txt files corresponding to non-compound and compound objects (inside respective subfolders).
    • u0003_0000001_0000001.ocr.txt, u0003_0000002_0001.ocr.txt, etc. - plain .txt files of OCRed tiffs corresponding to non-compound and compound objects (inside respective subfolders). If cleaned up .txt files exist, remove the corresponding .ocr.txt file.
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