Procedural Anomalies - Revision history

Kgmatheny: /* Interleaved material found in bound item */

Kgmatheny — Tue, 07 May 2013 22:40:14 GMT

Interleaved material found in bound item

←Older revision		Revision as of 22:40, 7 May 2013
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	===Interleaved material found in bound item===		===Interleaved material found in bound item===
	*If material is found between pages or clipped to pages		*If material is found between pages or clipped to pages
-	**scan it by itself against the ~~background and~~	+	**scan it by itself against the capture bed if possible; if not, use black paper around the edges to mask the object you're shooting it against
	**number it in sequence.		**number it in sequence.
	**In the metadata for the bound item, include this in the Description field: '''"Interleaved materials were found in this item and scanned in place."'''		**In the metadata for the bound item, include this in the Description field: '''"Interleaved materials were found in this item and scanned in place."'''
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	**it should be given its own item number and		**it should be given its own item number and
	***added as a new line in the metadata; in the Description field, write: '''"This item was found within another item, Parent Item #, Title of Parent Item."'''		***added as a new line in the metadata; in the Description field, write: '''"This item was found within another item, Parent Item #, Title of Parent Item."'''
-	**For example, if an opera program is found inserted between pages 0042 and 0043 of item 0000034, it should be scanned separately and given the number ~~0000035~~, paginated starting at 0001, like any other item.	+	**For example, if an opera program is found inserted between pages 0042 and 0043 of item 0000034, it should be scanned separately and given the first available item number (look at the bottom of the spreadsheet), paginated starting at 0001, like any other item.

	===Very large item===		===Very large item===

Kgmatheny: added bit about photos with sleeves

Kgmatheny — Mon, 08 Apr 2013 13:26:34 GMT

added bit about photos with sleeves

←Older revision		Revision as of 13:26, 8 April 2013
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-	==Condition of items==	+	==Condition and Presentation of items==
	===Metal paperclips, pins, and other removable fasteners===		===Metal paperclips, pins, and other removable fasteners===
	*If the fastener can be safely removed, do so…carefully, then capture		*If the fastener can be safely removed, do so…carefully, then capture
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	**and the sleeve can't be removed or can't be removed without damaging the item, consult Jeremiah or a coworker about whether a capture is worth taking/keeping		**and the sleeve can't be removed or can't be removed without damaging the item, consult Jeremiah or a coworker about whether a capture is worth taking/keeping
	**and the sleeve can be ''safely''removed, it's okay to do so -- but ONLY if you can't get a good capture through the sleeve: the archivists put that sleeve on for a reason, after all		**and the sleeve can be ''safely''removed, it's okay to do so -- but ONLY if you can't get a good capture through the sleeve: the archivists put that sleeve on for a reason, after all
		+
		+	===Photo item in plastic sleeve===
		+	*This is the standard way to keep photos safe, not usually an indication of fragile quality -- except in the case of [[Photo Negatives]], which are usually fragile
		+	*It is usually perfectly okay to take the sleeve off; you will have to do so if it is translucent instead of transparent, anyway
		+	*If the item appears to be fragile, follow the instructions above for manuscript items in plastic sleeves

	===Interleaved material found in bound item===		===Interleaved material found in bound item===

Kgmatheny at 13:16, 8 April 2013

Kgmatheny — Mon, 08 Apr 2013 13:16:25 GMT

←Older revision		Revision as of 13:16, 8 April 2013
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	''In general, we are operating under these assumptions:''		''In general, we are operating under these assumptions:''
	#Digitized items are surrogates for analog items, so the experience of looking at an item online should as much as possible approximate the experience of viewing an object in person.		#Digitized items are surrogates for analog items, so the experience of looking at an item online should as much as possible approximate the experience of viewing an object in person.
-	#Digitization can be a means of ~~preserving analog~~ items, but ~~not~~ if the digitization process is itself destructive.	+	#Digitization can be a means of conserving archival items, but only if the digitization process is not itself destructive.

Jjcolonnaromano at 20:29, 5 April 2013

Jjcolonnaromano — Fri, 05 Apr 2013 20:29:16 GMT

←Older revision		Revision as of 20:29, 5 April 2013
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	====Justification====		====Justification====
	*We want to maintain the consistency of an items overall presentation when all of its pages are viewed side by side.		*We want to maintain the consistency of an items overall presentation when all of its pages are viewed side by side.
		+
		+	===Translucent materials===
		+	*place a sheet of tan card or folder stock paper underneath the translucent material being scanned.
		+	**white paper can also be used if the material being digitized is a neutral gray
		+	====Justification====
		+	*In order to read text on a sheet of vellum that is bound up in a book, you must mask the text on any subsequent pages
		+	*Black tends to be a bad choice because it lowers the contrast between the text and the paper of the page
		+	*In general white or some other color paper is distracting because the hue of the vellum does not blend well with it.

	==Discrepancies with Metadata==		==Discrepancies with Metadata==

Jjcolonnaromano at 18:59, 29 January 2013

Jjcolonnaromano — Tue, 29 Jan 2013 18:59:43 GMT

←Older revision		Revision as of 18:59, 29 January 2013
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	*When in doubt, get a second opinion from Jeremiah or consult an archivist		*When in doubt, get a second opinion from Jeremiah or consult an archivist
	*Keep these [[Handling Archival Materials\|guidelines]] for handling material in mind		*Keep these [[Handling Archival Materials\|guidelines]] for handling material in mind
		+
		+	===More than one right side up===
		+	*Use the most common orientation found in an item for all captures taken from a single item.
		+	**If a book has plates that are rotated sideways, do not rotate those few pages to make them view right side up. leave them sideways so they match the format orientation of the rest of the pages in the book.
		+	**If a letter has an address written on the back page that is turned sideways leave this capture sideways and do not reorient.
		+	**If a letter has a separate envelope, please orient the envelope so its text is right side up
		+	====Justification====
		+	*We want to maintain the consistency of an items overall presentation when all of its pages are viewed side by side.

	==Discrepancies with Metadata==		==Discrepancies with Metadata==

Kgmatheny at 20:03, 22 October 2012

Kgmatheny — Mon, 22 Oct 2012 20:03:44 GMT

←Older revision		Revision as of 20:03, 22 October 2012
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	Include a note in the metadata spreadsheet's Description field: "Item had blank pages that were not scanned."		Include a note in the metadata spreadsheet's Description field: "Item had blank pages that were not scanned."

-	===Multiple items seem to constitute one object===.	+	===Multiple items seem to constitute one object===
	*With manuscripts, trust the instinct of the archivist and assume there's a reason these items are not combined in the metadata and clipped together.		*With manuscripts, trust the instinct of the archivist and assume there's a reason these items are not combined in the metadata and clipped together.
	*With photos, this happens because they are always numbered individually during processing, and our filenames are based on those image numbers. For example, if a letter is found in a photo collection, each page is likely numbered as a separate item, which from our perspective is a mistake. If this happens		*With photos, this happens because they are always numbered individually during processing, and our filenames are based on those image numbers. For example, if a letter is found in a photo collection, each page is likely numbered as a separate item, which from our perspective is a mistake. If this happens

Kgmatheny at 16:00, 18 October 2012

Kgmatheny — Thu, 18 Oct 2012 16:00:59 GMT

←Older revision		Revision as of 16:00, 18 October 2012
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	*Opening a '''folded''' section of paper is '''okay'''		*Opening a '''folded''' section of paper is '''okay'''
	*Opening a '''creased''' section of paper is '''not okay'''		*Opening a '''creased''' section of paper is '''not okay'''
-	**What makes something creased? The severity of the folded edge or presence of multiple compounded folds, coupled with the fragility of old paper. If pulling back fold seems like it will damage the paper, it is creased, in our vernacular.	+	**What makes something creased? The severity of the folded edge or presence of multiple compounded folds, coupled with the fragility of old paper. If pulling back fold seems like it will damage the paper, it is creased, in our vernacular.
	**DO NOT UN-CREASE ANYTHING. Capture the page anyway, unless you feel the area obscured by the crease is so great or important that the scan would be worthless. In that case, consult Jeremiah or Jody about whether to proceed.		**DO NOT UN-CREASE ANYTHING. Capture the page anyway, unless you feel the area obscured by the crease is so great or important that the scan would be worthless. In that case, consult Jeremiah or Jody about whether to proceed.
		+	**For example, if it's as bad as this...
		+	[[Image:Creasedmaterial_1.jpg]]
		+
		+	...don't bother with capture.

	===Things taped or glued to an item===		===Things taped or glued to an item===

Jlderidder: /* Multiple items seem to constitute one object */

Jlderidder — Thu, 18 Oct 2012 15:45:24 GMT

Multiple items seem to constitute one object

←Older revision		Revision as of 15:45, 18 October 2012
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	Include a note in the metadata spreadsheet's Description field: "Item had blank pages that were not scanned."		Include a note in the metadata spreadsheet's Description field: "Item had blank pages that were not scanned."

-	===Multiple items seem to constitute one object===	+	===Multiple items seem to constitute one object===.
	*With manuscripts, trust the instinct of the archivist and assume there's a reason these items are not combined in the metadata and clipped together.		*With manuscripts, trust the instinct of the archivist and assume there's a reason these items are not combined in the metadata and clipped together.
-	*With photos, this happens because they are always numbered individually during processing, and our filenames are based on those image numbers. If this happens	+	*With photos, this happens because they are always numbered individually during processing, and our filenames are based on those image numbers. For example, if a letter is found in a photo collection, each page is likely numbered as a separate item, which from our perspective is a mistake. If this happens
	**assign the item number of the first page to the whole object, then amend the metadata line for the first page to reflect that this is a whole, not part of one -- in the Title, Description, and Format columns; and		**assign the item number of the first page to the whole object, then amend the metadata line for the first page to reflect that this is a whole, not part of one -- in the Title, Description, and Format columns; and
	**in TrackingFiles, explain why the remaining pre-assigned filenames have not been captured.		**in TrackingFiles, explain why the remaining pre-assigned filenames have not been captured.

Kgmatheny at 16:49, 16 October 2012

Kgmatheny — Tue, 16 Oct 2012 16:49:43 GMT

←Older revision		Revision as of 16:49, 16 October 2012
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-	~~Procedural Anomalies~~	+	The following policies have been adopted to deal with procedural anomalies: irregularities encountered during the digitization process, either with the physical state of the materials or their intellectual organization and metadata.
		+
		+	''In general, we are operating under these assumptions:''
		+	#Digitized items are surrogates for analog items, so the experience of looking at an item online should as much as possible approximate the experience of viewing an object in person.
		+	#Digitization can be a means of preserving analog items, but not if the digitization process is itself destructive.
		+

	==Condition of items==		==Condition of items==
	===Metal paperclips, pins, and other removable fasteners===		===Metal paperclips, pins, and other removable fasteners===
-	*If the fastener can be safely removed, do so…carefully	+	*If the fastener can be safely removed, do so…carefully, then capture
		+	**If it appears as though something was clipped/pinned into place to obscure the original text, capture both the clipped/pinned piece and the text underneath -- think about it: if you were holding the object in your hands, you'd be able to remove the clip/pin and get to that obscured text if you wanted to
	*When returning to box/folder, throw away old metal fasteners and replace with plastic clips		*When returning to box/folder, throw away old metal fasteners and replace with plastic clips

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	===The item has blank pages you didn't scan===		===The item has blank pages you didn't scan===
-	Include a note in the metadata spreadsheet's Description field: "Item had blank pages that were ~~note~~ scanned."	+	Include a note in the metadata spreadsheet's Description field: "Item had blank pages that were not scanned."

	===Multiple items seem to constitute one object===		===Multiple items seem to constitute one object===
	*With manuscripts, trust the instinct of the archivist and assume there's a reason these items are not combined in the metadata and clipped together.		*With manuscripts, trust the instinct of the archivist and assume there's a reason these items are not combined in the metadata and clipped together.
	*With photos, this happens because they are always numbered individually during processing, and our filenames are based on those image numbers. If this happens		*With photos, this happens because they are always numbered individually during processing, and our filenames are based on those image numbers. If this happens
-	***assign the item number of the first page to the whole object, then amend the metadata line for the first page to reflect that this is a whole, not part of one -- in the Title, Description, and Format columns; and	+	**assign the item number of the first page to the whole object, then amend the metadata line for the first page to reflect that this is a whole, not part of one -- in the Title, Description, and Format columns; and
-	***in TrackingFiles, explain why the remaining pre-assigned filenames have not been captured.	+	**in TrackingFiles, explain why the remaining pre-assigned filenames have not been captured.
	**Example: Photos 0000123, 0000124, and 0000125 are pictures of a single document, The Bradley Contract, and would not make sense unless seen in context together. Assign 0000123 as the item number and treat these images like pages in a multi-page document: place a folder for that item in the Scans folder, with pages 0000123_0001, 0000123_0002, and 0000123_0003 inside it. In the metadata, relabel metadata line one (Bradley Contract page 1) to The Bradley Contract. In the TrackingFiles beside 0000124 and 0000125, note that the images were part of a single document and scanned as 0000123.		**Example: Photos 0000123, 0000124, and 0000125 are pictures of a single document, The Bradley Contract, and would not make sense unless seen in context together. Assign 0000123 as the item number and treat these images like pages in a multi-page document: place a folder for that item in the Scans folder, with pages 0000123_0001, 0000123_0002, and 0000123_0003 inside it. In the metadata, relabel metadata line one (Bradley Contract page 1) to The Bradley Contract. In the TrackingFiles beside 0000124 and 0000125, note that the images were part of a single document and scanned as 0000123.

Kgmatheny at 21:23, 21 September 2012

Kgmatheny — Fri, 21 Sep 2012 21:23:33 GMT

←Older revision		Revision as of 21:23, 21 September 2012
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	Procedural Anomalies		Procedural Anomalies

-	==~~Questions about capturing an object~~==	+	==Condition of items==
	===Metal paperclips, pins, and other removable fasteners===		===Metal paperclips, pins, and other removable fasteners===
	*If the fastener can be safely removed, do so…carefully		*If the fastener can be safely removed, do so…carefully
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	===Pages stuck together===		===Pages stuck together===
	*DO NOT SEPARATE THEM		*DO NOT SEPARATE THEM
		+
		+	===Pages creased===
		+	*Opening a '''folded''' section of paper is '''okay'''
		+	*Opening a '''creased''' section of paper is '''not okay'''
		+	**What makes something creased? The severity of the folded edge or presence of multiple compounded folds, coupled with the fragility of old paper. If pulling back fold seems like it will damage the paper, it is creased, in our vernacular.
		+	**DO NOT UN-CREASE ANYTHING. Capture the page anyway, unless you feel the area obscured by the crease is so great or important that the scan would be worthless. In that case, consult Jeremiah or Jody about whether to proceed.

	===Things taped or glued to an item===		===Things taped or glued to an item===
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	*If the taped/glued object is hanging (not completely stuck down), it might be possible to push it back so that it blocks less of or less important parts of the item		*If the taped/glued object is hanging (not completely stuck down), it might be possible to push it back so that it blocks less of or less important parts of the item
	*If glue/tape works as a binding (side, corner), treat it as a hard-to-remove fastener (see above)		*If glue/tape works as a binding (side, corner), treat it as a hard-to-remove fastener (see above)
		+
		+	===Manuscript item in plastic sleeve===
		+	*If a good image can be captured through the sleeve, leave it on and shoot through it
		+	*If a good image ''can't'' be captured through the sleeve...
		+	**and the sleeve can't be removed or can't be removed without damaging the item, consult Jeremiah or a coworker about whether a capture is worth taking/keeping
		+	**and the sleeve can be ''safely''removed, it's okay to do so -- but ONLY if you can't get a good capture through the sleeve: the archivists put that sleeve on for a reason, after all

	===Interleaved material found in bound item===		===Interleaved material found in bound item===
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	*Keep these [[Handling Archival Materials\|guidelines]] for handling material in mind		*Keep these [[Handling Archival Materials\|guidelines]] for handling material in mind

-	==~~=Manuscript item in plastic sleeve===~~	+	==Discrepancies with Metadata==
-	*If a good image can be captured through the sleeve, leave it on and shoot through it	+
-	*If a good image ''can't'' be captured through the sleeve...	+
-	**and the sleeve can't be removed or can't be removed without damaging the item, consult Jeremiah about whether to keep the file or discard it	+
-	**and the sleeve can be ''safely''removed, it's okay to do so -- but ONLY if you can't get a good capture through the sleeve: the archivists put that sleeve on for a reason, after all	+
-		+
-	~~==Questions that involve intervening~~ with ~~Tracking or~~ Metadata==	+
	===Item not in box/folder===		===Item not in box/folder===
	Make a note in the TrackingFiles. Obviously, you can't capture what's not there.		Make a note in the TrackingFiles. Obviously, you can't capture what's not there.