Share Drive Protocols

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===Project Folders===
 
===Project Folders===
* ''Digital Coll-completed'' –completed projects  
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* ''Digital_Coll_Complete'' – completed projects  
* ''Digital Coll-in progress'' –partially-completed and/or in-progress projects  
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* ''Digital_Coll_in_progress'' – partially-completed and/or in-progress projects  
* ''Digital Coll-proposed'' – preliminary materials pertaining to proposed projects
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** ''Digital_Coll_waiting'' – projects chosen but not yet in progress—because they're not ready, because they simply haven't been started yet, or because they were started and scanning has been halted in favor of something else.
* ''Digital Coll-waiting'' – projects chosen but not yet in progress—because they're not ready, because they simply haven't been started yet, or because they were started and scanning has been halted in favor of something else.
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* ''Digital_Coll_ON_HOLD'' - projects that have been partially finished or are completed, but are not allowed to be uploaded into Acumen (usually because of rights issues)
* ''OtherOnlineProjects'' –other digital projects Hoole is involved in
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* ''Digital_Coll_proposed'' – preliminary materials pertaining to proposed projects
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* ''IncomingDigital'' - projects that came to us in digital form, via either some kind of Internet tranfer (email, FTP, etc.) or harvesting from a storage device (floppy disk, CD, hard drive, etc.)
 
* ''WorkForOthers'' – projects we completed for other organizations
 
* ''WorkForOthers'' – projects we completed for other organizations
  
 
===Project Tracking Folders===
 
===Project Tracking Folders===
* ''Organization'' – files that plan our future or track our progress (such as TrackingFiles, TrackingFilenames); also includes a folder for Photoshop Actions
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* ''Organization'' – files that denote future plans or progress tracking (such as [[TrackingFiles]], [[TrackingFilenames]]); also includes a folder for Photoshop Actions.
  
 
===Administrative or Other Folders===
 
===Administrative or Other Folders===
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''include folders relating to statistics, digitization queues, and various documents pertaining to organization.''
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* ''Administrative''  
 
* ''Backup Exec AOFO Store''  
 
* ''Backup Exec AOFO Store''  
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* ''RECYCLER''
 
* ''RECYCLER''
 
* ''System Volume Information''
 
* ''System Volume Information''
 
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==Folder Organization for Project Folders==
 
==Folder Organization for Project Folders==
  
 
Notes:
 
Notes:
# Sub-folders for projects at an early or informal stage do not need to conform to this organization scheme, as it may not even be possible, but '''all sub-folders in 'Digital Coll-in-progress' and 'Digital Coll-completed' must be organized in the manner described below.'''  As much as possible, sub-folders in 'OtherOnlineProjects' and 'WorkForOthers' should be organized in this manner, too.
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* Sub-folders for projects at an early or informal stage do not need to conform to this organization scheme, as it may not even be possible, but '''all sub-folders in 'Digital Coll-in-progress' and 'Digital Coll-completed' must be organized in the manner described below.'''  As much as possible, sub-folders in 'OtherOnlineProjects' and 'WorkForOthers' should be organized in this manner, too.
# At present, this system does not apply to folders for audio projects (Harald Rohlig, Working Lives).  We're still working on protocols for them.
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===Naming===   
 
===Naming===   
 
* Main project folders - should be named with the formal digital collection number plus a helpful keyword to remind us of what that number stands for (ex:  u0003_0000633_HarperTimetables).
 
* Main project folders - should be named with the formal digital collection number plus a helpful keyword to remind us of what that number stands for (ex:  u0003_0000633_HarperTimetables).
* Project sub-folders – should be named in a generic and uniform way (note the capitalization—it matters!): Admin, Metadata, Scans
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* Project sub-folders – should be named in a generic and uniform way (note the capitalization—it matters!): Admin, Metadata, [[Scans_folder|Scans]].
 
* Object folders - for multi-page objects, sub-folders within 'Scans' should be labeled only with object filenames (example: u0003_0000633_0000006).
 
* Object folders - for multi-page objects, sub-folders within 'Scans' should be labeled only with object filenames (example: u0003_0000633_0000006).
  
 
===Contents===
 
===Contents===
* ''Main Project Folder'' - only the three project sub-folders listed below
+
* ''Main Project Folder'' - only the three project sub-folders types listed below.
 
* ''Project sub-folders''
 
* ''Project sub-folders''
** Scans - Where digitized materials (scans and audio files) are stored.
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# [[Scans_folder|Scans]] - Where digitized materials (scans and audio files) are stored.
*** All digital materials should be in optimized format.   
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#* All digital materials should be optimized.   
*** Do not include anything in the 'Scans' folder but files of digitized materials and their folders!
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#* Do not include anything in the 'Scans' folder but files of digitized materials and their folders!
** [[Metadata]] -  Where the metadata spreadsheet for a collection is kept.
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#** For audio collections the Scans folder may temporarily also include ADL files (see "Audio" from [[Intellectual_vs_Logical]]).
** Admin -  Where any other files and folders related to the collection go.
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#*** These XML files must, however, be moved to the Admin folder prior to moving the audio files to long term storage/delivery.
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# [[Metadata]] -  Where the metadata spreadsheet for a collection is kept.
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# [[Admin Folder | Admin]] -  Where any other files and folders related to the collection go.
 +
# [[Transcripts]] - If transcripts exist for an item, they should be scanned and placed into a transcripts folder at this level. Not all collections will have a transcripts folder.

Revision as of 08:38, 6 August 2013

Contents

Folders in S:/Digital Projects

Project Folders

  • Digital_Coll_Complete – completed projects
  • Digital_Coll_in_progress – partially-completed and/or in-progress projects
    • Digital_Coll_waiting – projects chosen but not yet in progress—because they're not ready, because they simply haven't been started yet, or because they were started and scanning has been halted in favor of something else.
  • Digital_Coll_ON_HOLD - projects that have been partially finished or are completed, but are not allowed to be uploaded into Acumen (usually because of rights issues)
  • Digital_Coll_proposed – preliminary materials pertaining to proposed projects
  • IncomingDigital - projects that came to us in digital form, via either some kind of Internet tranfer (email, FTP, etc.) or harvesting from a storage device (floppy disk, CD, hard drive, etc.)
  • WorkForOthers – projects we completed for other organizations

Project Tracking Folders

  • Organization – files that denote future plans or progress tracking (such as TrackingFiles, TrackingFilenames); also includes a folder for Photoshop Actions.

Administrative or Other Folders

include folders relating to statistics, digitization queues, and various documents pertaining to organization.

Folder Organization for Project Folders

Notes:

  • Sub-folders for projects at an early or informal stage do not need to conform to this organization scheme, as it may not even be possible, but all sub-folders in 'Digital Coll-in-progress' and 'Digital Coll-completed' must be organized in the manner described below. As much as possible, sub-folders in 'OtherOnlineProjects' and 'WorkForOthers' should be organized in this manner, too.

Naming

  • Main project folders - should be named with the formal digital collection number plus a helpful keyword to remind us of what that number stands for (ex: u0003_0000633_HarperTimetables).
  • Project sub-folders – should be named in a generic and uniform way (note the capitalization—it matters!): Admin, Metadata, Scans.
  • Object folders - for multi-page objects, sub-folders within 'Scans' should be labeled only with object filenames (example: u0003_0000633_0000006).

Contents

  • Main Project Folder - only the three project sub-folders types listed below.
  • Project sub-folders
  1. Scans - Where digitized materials (scans and audio files) are stored.
    • All digital materials should be optimized.
    • Do not include anything in the 'Scans' folder but files of digitized materials and their folders!
      • For audio collections the Scans folder may temporarily also include ADL files (see "Audio" from Intellectual_vs_Logical).
        • These XML files must, however, be moved to the Admin folder prior to moving the audio files to long term storage/delivery.
  2. Metadata - Where the metadata spreadsheet for a collection is kept.
  3. Admin - Where any other files and folders related to the collection go.
  4. Transcripts - If transcripts exist for an item, they should be scanned and placed into a transcripts folder at this level. Not all collections will have a transcripts folder.
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