Preparing Collections on the S Drive for Online Delivery and Storage

From UA Libraries Digital Services Planning and Documentation
Revision as of 14:55, 25 June 2012 by Scpstu32 (talk | contribs)

Things to do before beginning an upload

The collection number u0003_0000001 will be used as an example.

Check Subfolders of Collection Level Folder

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.


  • This folder must exist.
  • 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".
  • 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


  • This folder must exist.
  • Must contain:
    • u0003_0000001.txt
      • 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.)
      • The source .xlsx spreadsheet should be moved to S:\Digital Projects\Administrative\collectionInfo\forMDlib\needsRemediation.

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. The text file itself should have a period and then a number to indicate which portion, or "batch", of the complete metadata this is. The first tab-delimited export would be named, for example, u0003_0000001.1.txt, and would contain the first 500 entries, for example. The second tab-delimited export, for items 501-1000, would be named u0003_0000001.2.txt, and so forth. Thus, only by collecting all these tab-delimited exports do we have a complete set of descriptive metadata for the collection items. For more on how to parse these "batches" out from the complete set of descriptive metadata, see Parsing Metadata.

  • 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 must 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.

Perform Quality Control Tasks

see Quality_Control

Note: quality control tasks should have already have been performed by scanning technicians during the QC process, but it's a good idea to run the QC scripts again. It takes very little time and helps to catch any mistakes that might have gotten through.

Spot check all .xml, .txt, and .xlsx files

  • Check all such files for proper filenames and extensions.
  • Open all such files and look for anomalies and inconsistencies, misspellings, and missing data, etc.
    • 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.
      • Make sure the Format column in the Metadata file has not been altered to the Time format. 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 3:00 PM, 4:00 PM, etc. If then resaved as .txt, times will have been saved instead of page #s. The way around this is to have Excel open first, choose Open. Open your text file and while you are being interrogated by Excel about how to import, set the Format column as "Text".

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.

Check all Folder names

  • Make sure folders are named correctly and that there are no superfluous word concatenations to object level folders, etc.

Moving the Files to the Server

The folder should now be prepared to run scripts and place the files on the storage server.

see: Most_Content