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.
Note that large, ongoing collections will need to be digitized and uploaded in batches. Our current standard is that each batch will contain no more than 300 items, or 4,000 digital captures. For more information on batches, see Batches.
For information on where to place incompletely scanned items, see Uploading Incomplete Items.
- 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.
This section shows the folder naming sequence from beginning to end, i.e. from the scans being made to content being made ready for placement into archival storage. Note that, as of this writing on 2009 November 20, content typically goes directly into Storage/Acumen. This is the "standard working procedure". There will be, however, exceptions to this rule when content will first go into ContentDM - i.e. "non-standard".
Standard Working Procedure: Content goes into Storage/Acumen
This applies if the collection is handed directly to Jody for placement in Storage/Acumen. See the glossary below for more detail.
Naming Convention Glossary
There is a life-cycle to the workflow that dictates a rigid naming convention for Scans folder. The glossary below denotes the implications of various naming suffixes in regard to "Scans" folders.
Please observe the naming conventions for Scans folders as defined below (observe capitalization and use of underscores, too):
- This is the working Scans directory. Scans made/optimized get uploaded here. The number indicated by the # sign specifies the batch number. Hence, for a very small collection, there will be no "_#" on the end of the Scans directory name.
- After roughly 300 objects are scanned (or 4,000 captures), the "Scans_#" folder gets renamed as "Scans_Check_#", where # exists to differentiate one Scans_Check folder from the next - i.e. "Scans_Check_1", "Scans_Check_15".
- No new scans must go in this newly named folder. After the Scans folder is renamed to "Scans_Check_#", a new, plain "Scans" folder must be made to house active scans.
- Naming the directory Scans_Check_# indicates that the digitizer needs to perform (or finish) Quality_Control on this content.
- Once the digitizer has completed the Quality_Control process on his own work, and believes it perfect, the directory name is changed to Scans_Recheck_# indicating that a second QC process is needed. The digitizer is responsible for locating an available staff member to doublecheck his/her work. If, during the second QC process, any problems are found, the second staff member communicates those issues to the digitizer, and changes the directory name back to Scans_Check_#. This process continues iteratively, until the second staff member finds no problems with the content. Should the process have to be repeated, the second staff member is required to bring the incident to the attention of a supervisor, as the digitizer may need retraining.
- Notes related to Quality Control can be placed in the appropriate tab in Tracking Files .
- The "Ready" tag indicates that the corresponding Metadata, and Collection_Information are in working order for a folder formerly named "Scans_QCed_#".
- The use of "Ready" at the Collection Level folder implies inheritance for all lower level folders. When the collection is ready for upload, move it to Digital_Coll_Complete; see Preparing_Collections_on_the_S_Drive_for_Online_Delivery_and_Storage for more information.
Note: the value of "#" will remain constant throughout the life cycle of the folder prior to going to storage. This also lets us match up Transcripts folders to the corresponding Scans folder. For more information, see Transcripts#Folder_Names.
Uploading Incomplete Items
the following is taken from an email from Jeremiah Colonna-Romano dated 10/22/2010.
If at the end of your shift you are halfway through an item there are three things that need to be done so items don’t get lost in the shuffle of shift change.
- Please always upload all scans that you make to the s:drive. This is important because we don’t have any backup here in the lab and it helps us verify that work has indeed been done on a given item
- Please always create or edit the line in TrackingFiles for every item that has work done on it during the course of your shift. (please don’t create a duplicate line with the amount you scanned during your shift, just add it to the existing line for the item.)
- If an item still requires more scans to be complete, please place the item folder with the scans that have been made thus far into the root folder for the collection the item is a part of. And then add “_Incomplete” to the item folder