Scans folder

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Scans folders

Contents

Scans folders should contain ONLY tiff or wav files, compound-object folders that contain tiff or wav files, or subpage-level folders containing subpage-level scans.

  • Please optimize scans/audio before uploading to the server, so that we don't have to ask ourselves whether the digitized materials online are optimized; we'll just know.

Naming Convention

There is a life-cycle to the workflow that dictates a rigid naming convention for Scans folder.

Please observe the following naming conventions for Scans folders (observe capitalization and use of underscores, too):

  • Scans_#
    • This is the working Scans directory. Scans made/optimized get uploaded here.
  Ex., "Scans_3" denotes that this is the 3rd scans folder that exists for the collection. Even if the prior two are no longer on the S drive it would be ideal to keep the sequence 
  intact so that quality control notes do not lose currency.
  • Scans_Check_#
    • After roughly 300 objects are scanned, the Scans folder gets renamed to "Scans_Check_#", where # exists to differentiate one Scans_Check folder from the next.
    • No new scans must go in this newly named folder. After the Scans folder is renamed to "Scans_Check_#", a new Scans folder must be made to house active scans.
  • Scans_QCed_#
    • After performing Quality_Control, rename a "Scans_Check_#" to "Scans_QCed_#".
  • Scans_Ready_#
    • The "Ready" tag indicates that the corresponding Metadata, and Collection_Information are in working order. It also means that all issues raised during quality control have been rectified.
      • The use of "Ready" at the Collection Level folder implies inheritance for all lower level folders.
  • Scans_Online_#
    • This change is made by the Metadata Unit after they have uploaded the folder.
      • The use of "Online" at the Collection Level folder implies inheritance for all lower level folders.
  • Scans_Online_Store_#
    • This change is made so that when Jody is given the collection for Storage, she knows what folder contents are online (i.e. ContentDM).
      • The use of "Online_Store" at the Collection Level folder implies inheritance for all lower level folders.
  • Scans_Store_#
    • This change indicates that the folder is prepared for placement into archival storage - corresponding Metadata, and Collection_Information are in working order. All issues raised during quality control have been rectified.
      • The use of "Store" at the Collection Level folder implies inheritance for all lower level folders.
  The value of "#" will remain constant throughout the life cycle of the folder prior to going to storage.
  For example, "Scans_Check_3" will, after quality control, be renamed to "Scans_QCed_3".

Workflows

Metadata Unit then Storage

This applies if the collection, or parts thereof, are handed to the Metadata Unit for the purposes of augmenting the metadata (i.e. adding Subject Headings) and posting online via the Metadata Unit.

  • Scans_#
  • Scans_Check_#
  • Scans_QCed_#
  • Scans_Ready_#
  • Scans_Online_#
  • Scans_Online_Store_#

Bypass Metadata Unit/Storage Only

This applies if the collection is handed directly to Jody for placement in Storage. In this case delivery will bypass the Metadata Unit.

  • Scans_#
  • Scans_Check_#
  • Scans_QCed_#
  • Scans_Ready_#
  • Scans_Store_#
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