Septimus D. Cabaniss Papers

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Revision as of 13:43, 26 June 2012 by Scpstu32 (talk | contribs) (Second Stage: Prepare digital folder structure:)

Collection Overview


First Stage: Preparation:

Preparation work will be done almost exclusively by Digitization Specialist Amanda Presnell (or in her absence due to illness, etc. by Digitization Manager Jeremiah Colonna-Romano or Digitization Specialist Nitin Arora).

Pull physical box

Boxes must be checked out from the Hoole stacks prior to scanning. Strive to check out two boxes at a time if possible so that students have a steady supply of scanning material even after they finish scanning the first box pulled. Boxes will be returned upon completion of scanning and quality control.

Prepare physical box:

  • Look through every folder to get a general "feel" for the contents in the box.
  • Per the archivists, remove staples and replace them with plastic paper clips.
  • Mark everything that needs to be scanned on the overhead by enclosing/"flagging" the item with acid free paper both in-front and behind the item.
  • If an item appears to be problematic (fragile, etc.), Amanda will walk the item down to one of the archivists (Clark Center, Donelly Lancaster) to ask for guidance on how to proceed, if at all, with the item.

Second Stage: Prepare digital folder structure:

Prepare digital folder structure

S drive:

A single "Scans" folder exists for the collection, so new Scans folders will not be made per our usual approach. For this collection, we will create a "box" directory for each physical box and a "folder" directory for each folder within the corresponding box.

  For example, a physical box X that contains Y folders will have a folder structure as such: u0003_0000252/Scans/Box_X/Folder_Y#.
  A real world example for a non-compound item of the physical folder #10 of the physical box #5: u0003_0000252/Scans/Box_05/Folder_10/u0003_0000252_0510001.tif
  Note that the last 7-digit segment denotes box(B), folder(F), and item number(I) in the format: BBFFIII.tif,
  such that it becomes implicit that item u0003_0000252_1117009.tif is the 9th item in folder 17 of box 11.
  • Make a new digital "box" directory per physical box.
  ex: Box_01
  • Make a new digital "folder" directory for each physical folder in the box.
  ex: Folder_01

Please note that this numbering systems only works for collections containing no more than 99 boxes, boxes containing no more than 99 folders, and folders containing no more than 999 items.

Local drive:

A single collection folder specific to this collection will exist on each computer involved in the scanning process. These will reside in the shared "Digital Program" folder that exists on each computer.

  • Consists of singletons and compound object folders. i.e. there will be no "box" and "folder" subdirectories as there will be on the S drive.

Third Stage: Scanning:

This stage will involved scanning on the overhead (Amanda) and the flatbed scanners (two students assigned to Amanda).

Before beginning to scan, each shift should start with uploading to the S Drive any scans are still on local drive. The local files will, of course, get deleted upon verification of successful transfer.

  • Prior to making a scan, determine the filename by consulting the Tracking Files spreadsheet for the collection.
  • Make scans per scanning specifics per scanner type - Flatbed or Capture Back
    • Note scanning activity per item in Tracking Files.
  Items should be considered compound only in the presence of an obvious relationship between multiple pages (i.e. a book, or a letter that is clearly spread across a few pages).
  Students should not spend considerable time trying to determine what is/isn't a compound object. If doubt or hesitation exists, students should consult with Amanda.
  • Items needing to go on overhead:
    • Mark items in TrackingFiles (use the exact phrase "Needs Overhead" in Notes column and highlight the row in YELLOW). Make sure the correct filename is placed in the Object Filename column in Tracking Files.
    • Write on the physical marker (in front and behind item) the filename. This is so Amanda can verify in Tracking Files that she has been told the correct information regarding what will be scanned on the overhead.
    • Once you have uploaded all the files that can be done on the flatbed in one folder or box but there are some items in the folder or box that need to be done on the overhead, add "_OH" to the end of the folder or box name on the Share drive.
  • Items accompanied by a typed transcript:
    • Some of the items in this collection are accompanied by typed transcripts. The appearance of these transcripts appears to be random and occurs with only a small number of items in the collection. For this reason, providing digital access to these transcripts was not included in the grant. We do want to maintain a digital copy of the transcript, however, with the view of running OCR on these transcripts and using them for advanced searching in the future.
    • Please scan the transcript with the same filename as the archival object. Place the transcript in the "Transcripts" folder in the Cabaniss directory of the Share drive.
  • Upload:
    • Upload scans from the local drive to the S Drive 30 minutes prior to end of the shift. (Use the filename structure to know what "box" and "folder" directories to upload to).
    • After verifying upload success, delete corresponding scans off local drive.
      • If shift time remains, continue to scan the next items. Items will get uploaded the next time someone begins a shift for this collection.
  • Upon completion of box:
    • Alert Amanda that flatbed scanning for the box is complete.
    • Make sure all scans for that box have been uploaded and then add "_Check" or "_OH" to the end of the Box name on the Share drive as noted on the Scans folder Wiki page.
    • Begin scanning the next box assigned to you by Amanda.

Fourth Stage: Quality Control:

This stage will be done almost exclusively by Digitization Specialist Amanda Presnell (or in her absence due to illness, etc. by Digitization Manager Jeremiah Colonna-Romano or Digitization Specialist Nitin Arora).

  • Physical QC:
    • Verify all physical box content is present (cross-reference with filenames in Tracking Files).
    • Check physical folder sequence numbers to check for gaps, etc.
  • Digital QC on S Drive:
    • Run PERL Scripts.
      • First run "" to check for correct filenames and to make all corrections necessary.
      • Second, run "" to checks for count of scans by item level. Cross reference this information as noted here.
    • Spot check every 20th scan for image quality and that the scan is of the correct physical item and make all corrections necessary.
    • Follow the guidelines set forth in Preparing_Collections_on_the_S_Drive_for_Online_Delivery_and_Storage.
  Only after all QC is complete, should the box be returned to the stacks.