Preparing Collections on the S Drive for Online Delivery and Storage

From UA Libraries Digital Services Planning and Documentation
Revision as of 14:56, 25 February 2013 by Kgmatheny (talk | contribs) (changed internal link from TrackingFiles to Tracking Data)

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

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 (see TrackingFiles for more)
      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 (see Tracking Data for more)
    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.


  • 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.
      • u0001_0000002.ocrList.txt
    • 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".


  • 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 precedes the m0x value:
        • example: u0002_0000001.1.m01.txt.
        • check this file for: Diacritics, Quotes, UTF-8 encoding
      • see [1] for more information.
    • A MODS folder
      • This folder will contain all the MODS files created via Archivist Utility (see: Making MODS).


  • 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.


  • 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.


  • 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.