Preparing Collections on the S Drive for Online Delivery and Storage

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The following page assumes the content for upload has already been through the [[Quality_Control | Quality Control process]]
 
The following page assumes the content for upload has already been through the [[Quality_Control | Quality Control process]]
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[[Image:Slide1.PNG]]
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[[Image:Slide2.PNG]]
  
 
==Preparation Procedure==
 
==Preparation Procedure==
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** [[Tracking Data|Log file]]
 
** [[Tracking Data|Log file]]
 
***'''u0003_0000001.log.txt'''
 
***'''u0003_0000001.log.txt'''
***Include a text version of the log file with every batch.
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***Include a text version of the log file with every batch. First column contains IDs, 2nd column contains pages, or the script will spit out errors.
  
 
* MAY also contain:
 
* MAY also contain:
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<!--** Finding Aid - .xml extension-->
 
<!--** Finding Aid - .xml extension-->
 
** [[Skipped Items | Skipped items list]] - .skipped.txt extension. For batched collections: this should be present ONLY during the last upload, as it will contain information about skipped items across the entire collection.
 
** [[Skipped Items | Skipped items list]] - .skipped.txt extension. For batched collections: this should be present ONLY during the last upload, as it will contain information about skipped items across the entire collection.
*** '''u0003_0000193.skipped.txt'''
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*** '''u0003_0000193.skipped.txt'''   NOTE:  the archiving script doesn't yet know what to do with this optional file. Move by hand to the archive during that process.
** [[Match file]] - .txt extension
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** [[Match file]] - .txt extension <font color="red">Tell Jody it's there for pickup or else COPY(as root) it to /srv/JodysScriptArea/eads/MATCH</font>
*** '''u0001_2007010.match.txt'''
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*** '''u0001_2007010.match.txt''' (This file provides a match between photo IDs and assigned IDs so content can be linked in the right place in the EAD, and found by users)
 
**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. Additional notes can be saved as a plain text files with a ".notes.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. Additional notes can be saved as a plain text files with a ".notes.txt" extension
 
*** '''u0008_0000001_0000001.notes.txt'''
 
*** '''u0008_0000001_0000001.notes.txt'''
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* MUST contain:
 
* MUST contain:
** Text export of metadata spreadsheet
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** Excel metadata spreadsheet
***'''u0003_0000001.m01.txt'''  or '''u0002_0000001.m03.txt'''  or '''u0008_0000001.m02.txt'''  
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***'''u0003_0000001.m01.xlsx'''  or '''u0002_0000001.m03.xlsx'''  or '''u0008_0000001.m02.xlsx'''  
***Note the type of spreadsheet is echoed in the segment before the ".txt" --  if this is a batch file, the batch number precedes the m0x value -- example: '''u0002_0000001.1.m01.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 precedes the m0x value -- example: '''u0002_0000001.1.m01.xlsx'''.
**** check this file for: Diacritics, Quotes, UTF-8 encoding
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**** see [https://intranet.lib.ua.edu/cataloging/metadata/SpreadsheetRegistry] for more information.
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** [[Generating MODS | MODS folder]]
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*** With MODS files that are validated prior to upload.
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** [[Image Technical Metadata | FITS folder]]
 
** [[Image Technical Metadata | FITS folder]]
*** With FITS files created by script
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*** With FITS files created by script (NOTE: Audio fits2aes puts the FITS and AES files on the server)
  
 
===Scans===
 
===Scans===
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* This folder CAN exist ONLY IF [[transcripts]] exist.
 
* 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_0000001_0001.tif, etc. - images that need to be OCRed
 
 
** u0003_0000001_0000001.txt, u0003_0000002_0001.txt, etc. - plain text transcripts  
 
** u0003_0000001_0000001.txt, u0003_0000002_0001.txt, etc. - plain text transcripts  
 
** u0003_0000001_0000001.ocr.txt, u0003_0000002_0001.ocr.txt, etc. - plain text OCR from images
 
** u0003_0000001_0000001.ocr.txt, u0003_0000002_0001.ocr.txt, etc. - plain text OCR from images
 
===needsRemediation===
 
*This folder always exists at the following location.
 
** S:\Digital Projects\Administrative\Pipeline\collectionInfo\forMDlib\needsRemediation
 
*Must contain:
 
**Excel formatted version of the batch metadata. 
 
***example: '''u0002_0000001.1.m01.xlsx'''.
 

Latest revision as of 15:27, 11 July 2017

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

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Contents

[edit] 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."

[edit] 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
    • Tracking Data: 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 (see Tracking Data for more)
    • Metadata: save spreadsheet (minus the tracking data you should’ve already removed) as tab delimited .txt file in Metadata folder
  4. Carefully check contents of the folders (see list below)
    • 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)
  5. Once everything is okay, you’re ready to Upload Content!

[edit] Ongoing Collections

  1. Set up collection folder in Digital_Coll_Complete, and create inside it
    • Admin
    • Metadata
    • 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. Double-check contents of the folders (see list below)
  5. Once everything is okay, you’re ready to Upload Content!

[edit] 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 following folders must exist and be capitalized as shown

  • Admin
  • Metadata
  • Scans

[edit] Admin

  • MUST contain:
    • Collection information XML file
      • 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.
    • Log file
      • u0003_0000001.log.txt
      • Include a text version of the log file with every batch. First column contains IDs, 2nd column contains pages, or the script will spit out errors.
  • MAY also contain:
    • Thumbs Icon - .png extension.
      • u0001_2007001.icon.png
    • Skipped items list - .skipped.txt extension. For batched collections: this should be present ONLY during the last upload, as it will contain information about skipped items across the entire collection.
      • u0003_0000193.skipped.txt NOTE: the archiving script doesn't yet know what to do with this optional file. Move by hand to the archive during that process.
    • Match file - .txt extension Tell Jody it's there for pickup or else COPY(as root) it to /srv/JodysScriptArea/eads/MATCH
      • u0001_2007010.match.txt (This file provides a match between photo IDs and assigned IDs so content can be linked in the right place in the EAD, and found by users)
    • 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. Additional notes can be saved as a plain text files with a ".notes.txt" extension
      • u0008_0000001_0000001.notes.txt

[edit] Metadata

  • MUST contain:
    • Excel metadata spreadsheet
      • u0003_0000001.m01.xlsx or u0002_0000001.m03.xlsx or u0008_0000001.m02.xlsx
      • Note the type of spreadsheet is echoed in the segment before the ".txt" -- if this is a batch file, the batch number precedes the m0x value -- example: u0002_0000001.1.m01.xlsx.
    • FITS folder
      • With FITS files created by script (NOTE: Audio fits2aes puts the FITS and AES files on the server)

[edit] Scans

  • MUST contain ONLY:
    • 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.

[edit] Transcripts

  • This folder CAN exist ONLY IF transcripts exist.
  • Must only contain one or more of the following types of files:
    • u0003_0000001_0000001.txt, u0003_0000002_0001.txt, etc. - plain text transcripts
    • u0003_0000001_0000001.ocr.txt, u0003_0000002_0001.ocr.txt, etc. - plain text OCR from images
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