TrackingFiles - Revision history

Kgmatheny: added deprecation note and link to new page

Kgmatheny — Wed, 13 Feb 2013 14:40:07 GMT

added deprecation note and link to new page

←Older revision		Revision as of 14:40, 13 February 2013
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		+	Note: This method of capturing administrative metadata during the capture process was being phased out as of January 2013 and replaced with a new procedure integrated into the metadata spreadsheet, explained at [[Tracking Data]].
		+
		+	This page is helpful for dealing with any collections which have not been updated to the new system (i.e., those with separate tracking data files), and just as importantly it preserves a record of our previous workflow.
		+
	=TrackingFiles=		=TrackingFiles=

Jlderidder at 21:46, 10 September 2012

Jlderidder — Mon, 10 Sep 2012 21:46:23 GMT

←Older revision		Revision as of 21:46, 10 September 2012
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	If you find an OCRable transcript in the box alongside the item: Capture the tiffs, place in a Transcript directory, and let Jody know; she'll run a script over them and create OCR before the upload.		If you find an OCRable transcript in the box alongside the item: Capture the tiffs, place in a Transcript directory, and let Jody know; she'll run a script over them and create OCR before the upload.
		+	(Alternatively, see instructions on [[Creating_OCR_Files]].
	Then make sure everything matches along with the content in the primary item (same words on same pages) and not the transcript since we won’t be keeping scans of transcripts in most cases.		Then make sure everything matches along with the content in the primary item (same words on same pages) and not the transcript since we won’t be keeping scans of transcripts in most cases.
	If we suspect that it isn’t doing all this work for a set of transcripts we should consult with an Archivist and ask them if they think the item is super-special		If we suspect that it isn’t doing all this work for a set of transcripts we should consult with an Archivist and ask them if they think the item is super-special

Jlderidder at 21:44, 10 September 2012

Jlderidder — Mon, 10 Sep 2012 21:44:15 GMT

←Older revision		Revision as of 21:44, 10 September 2012
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	'''Transcript Scan Notes:''' any textual information necessary regarding the scanning of the transcript or transcript itself as it relates to digitization. i.e. This is not the place for descriptive metadata.		'''Transcript Scan Notes:''' any textual information necessary regarding the scanning of the transcript or transcript itself as it relates to digitization. i.e. This is not the place for descriptive metadata.

-	'''+OCR?:''' used to indicate if item of part of item (50% or more) is an OCR candidate. 0=don't OCR, 1=OCR. Leaving the cell blank equates to a "0", but entering "0" is the preferred entry. This DOES NOT relate to transcripts found in the box next to the item itself.	+	'''+OCR?:''' used to indicate if item of part of item (50% or more) is an OCR candidate. 0=don't OCR, 1=OCR. Leaving the cell blank equates to a "0", but entering "0" is the preferred entry. This DOES NOT relate to transcripts found in the box next to the item itself. '''THIS IS FOR COLLECTIONS WHICH CONTAIN SOME (but not all) TYPEWRITTEN DOCUMENTS.''' When batching out (or completing the collection), hide the columns between the item identifier and the OCR column. Copy and paste these 2 columns (representing what you digitized) into a separate spreadsheet. Export as tab-delimited text, named collnum.ocrList.txt (example: u0003_0001577.ocrList.txt) and place in the Admin folder for upload. Jody will OCR the items that you've marked a "1" for after upload to the server.
-	If you find an OCRable transcript in the box alongside the item: ~~you must OCR~~ the ~~transcript~~ in ~~real-time~~ and ~~clean up~~ the ~~files to be ".txt" files~~.	+
		+
		+	'''IF HOWEVER THE ENTIRE COLLECTION IS TYPEWRITTEN:''' During makeJpegs, the script will ask if you want to OCR the entire collection (if it finds no ocrList.txt). Say "yes", and the script will OCR all the TIFFS in the collection. Other options offered are to OCR everything ELSE in the collection (for example, you're on batch 3 before you realize batches 1 and 2 should have been OCR'd, and they're already online; or to OCR the entire collection (what you're uploading as well as anything already online). The ocrList simply allows a more granular control over what is OCR'd.
		+
		+
		+	If you find an OCRable transcript in the box alongside the item: Capture the tiffs, place in a Transcript directory, and let Jody know; she'll run a script over them and create OCR before the upload.
	Then make sure everything matches along with the content in the primary item (same words on same pages) and not the transcript since we won’t be keeping scans of transcripts in most cases.		Then make sure everything matches along with the content in the primary item (same words on same pages) and not the transcript since we won’t be keeping scans of transcripts in most cases.
	If we suspect that it isn’t doing all this work for a set of transcripts we should consult with an Archivist and ask them if they think the item is super-special		If we suspect that it isn’t doing all this work for a set of transcripts we should consult with an Archivist and ask them if they think the item is super-special
	in which case we would go ahead and do all the OCR/clean up work if they say the item is special.		in which case we would go ahead and do all the OCR/clean up work if they say the item is special.

-	Note there are 3 possibilities regarding OCRing transcripts: either A) we only scan them ~~and make the transcript scans align in filename to the primary item scans~~ and then raw OCR (ocr.txt)	+	Note there are 3 possibilities regarding OCRing transcripts: either A) we only scan them and then raw OCR (ocr.txt)
-	these transcript scans~~. We save the scans too for future re-OCR when the OCR technology improves~~ or B) we scan them and make remediated .txt files for the transcripts ~~and delete the~~	+	these transcript scans or B) we scan them and make remediated .txt files for the transcripts, or C) we scan them and make remediated .txt files for the transcripts and preserve the transcript scans if they are themselves "important".
-	~~transcript scans~~, or C) we scan them and make remediated .txt files for the transcripts and preserve the transcript scans if they are themselves "important".	+
	We do whatever we need to with the scans (duplicate and rename, etc) to make them match with the layout of the primary item.		We do whatever we need to with the scans (duplicate and rename, etc) to make them match with the layout of the primary item.
	This last option above is VERY RARELY going to occur. Generally it will be the second option, though the first may be quite common with audio transcripts. Of course, if we have good OCR		This last option above is VERY RARELY going to occur. Generally it will be the second option, though the first may be quite common with audio transcripts. Of course, if we have good OCR
-	of the item itself, we aren't interested in OCRing the transcripts themselves at all (unless they are really super-special.~~) Is this confusing enough? :-~~)	+	of the item itself, we aren't interested in OCRing the transcripts themselves at all (unless they are really super-special.)

	For information on how to OCR existing transcripts and creating cleaned up .txt files see:		For information on how to OCR existing transcripts and creating cleaned up .txt files see:

Jjcolonnaromano at 21:16, 7 June 2011

Jjcolonnaromano — Tue, 07 Jun 2011 21:16:50 GMT

←Older revision		Revision as of 21:16, 7 June 2011
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	##An alternative to this is to first attempt to unshare and reshare the Excel file on a computer or profile with administrative privileges. If unsuccessful, re-creating the file as mentioned above may be the best solution.		##An alternative to this is to first attempt to unshare and reshare the Excel file on a computer or profile with administrative privileges. If unsuccessful, re-creating the file as mentioned above may be the best solution.
	# There also might be times when the data validation (that which forces integers to be entered in certain columns, etc.) seems to "go bad". To remedy this, one can copy a cell with the desired and functional validation and then select the column into which they wish to insert this validation. By choosing "Paste>Paste Special>Paste validation" one can paste in only the validation across the entire column without overwriting the cells' data values.		# There also might be times when the data validation (that which forces integers to be entered in certain columns, etc.) seems to "go bad". To remedy this, one can copy a cell with the desired and functional validation and then select the column into which they wish to insert this validation. By choosing "Paste>Paste Special>Paste validation" one can paste in only the validation across the entire column without overwriting the cells' data values.
		+	# Excel keeps an open temp file on a shared document even after it has closed the document. this temp file is open untill excel is quit. this can cause problem when several people have had a shared file open during a day. if the shared permissions get confused and the sheet can not be opened or only opened in read only mode. ALL of the instances of excel must be closed so that there is no instance of excel on any computer in the lab that has had the problem sheet open still running. then the sheet can be reopened on a windows machine first, then on any number of mac or windows machines that is required, opening the shared sheet on a mac first will not allow the sharing process to work.
		+	# If the shared sheet becomes corrupted and can not be opened by even a single user in any mode other then read only, after doing the previous step. making a copy of the file by opening it as read only and doing a "save as" and then working from the copy until the windows server allows you to delete the corrupted file has been the only solution we have found for that problem

Scpstu32: /* Workflow */

Scpstu32 — Wed, 01 Dec 2010 18:18:58 GMT

Workflow

←Older revision		Revision as of 18:18, 1 December 2010
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	3. Open a new, blank spreadsheet.		3. Open a new, blank spreadsheet.

-	4. ~~Verify~~ all trackingFiles Excel ~~files are closed~~.	+	4. Instruct all employees to close and open instances of a trackingFiles Excel file.

	5. Run [http://www.rondebruin.nl/merge.htm RDBMerge] to combine all the spreadsheets within (\\Libfs1\share\Digital Projects\Organization\Digital Program Logs\TrackingFiles\).		5. Run [http://www.rondebruin.nl/merge.htm RDBMerge] to combine all the spreadsheets within (\\Libfs1\share\Digital Projects\Organization\Digital Program Logs\TrackingFiles\).

Scpstu32: /* Workflow */

Scpstu32 — Wed, 01 Dec 2010 18:18:27 GMT

Workflow

Scpstu32: /* Workflow */

Scpstu32 — Wed, 01 Dec 2010 17:27:08 GMT

Workflow

←Older revision		Revision as of 17:27, 1 December 2010
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	3. Open a new, blank spreadsheet.		3. Open a new, blank spreadsheet.

-	4. Run [http://www.rondebruin.nl/merge.htm RDBMerge] to combine all the spreadsheets within (\\Libfs1\share\Digital Projects\Organization\Digital Program Logs\TrackingFiles\~~TrackingFiles_database_files~~).	+	4. Run [http://www.rondebruin.nl/merge.htm RDBMerge] to combine all the spreadsheets within (\\Libfs1\share\Digital Projects\Organization\Digital Program Logs\TrackingFiles\).

	Use the following RDBMerge settings:		Use the following RDBMerge settings:
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	10. Open Access and create queries or run pre-existing ones for reporting purposes.		10. Open Access and create queries or run pre-existing ones for reporting purposes.
-

	==Setting up the Access Database : shortcut==		==Setting up the Access Database : shortcut==

Scpstu32: /* Scope */

Scpstu32 — Wed, 10 Nov 2010 22:36:35 GMT

Scope

←Older revision		Revision as of 22:36, 10 November 2010
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	Since approximately the middle of 2008, an Excel spreadsheet named Trackingfiles.xlsx has been used as a central data source for digitization and scanning activities - i.e. data not found in the [[Metadata\|Descriptive Metadata]] sheets or other metadata sources. Typical data recorded includes, but is not limited to, the object name, date of scan, and scanning technician.		Since approximately the middle of 2008, an Excel spreadsheet named Trackingfiles.xlsx has been used as a central data source for digitization and scanning activities - i.e. data not found in the [[Metadata\|Descriptive Metadata]] sheets or other metadata sources. Typical data recorded includes, but is not limited to, the object name, date of scan, and scanning technician.

-	When a collection is ~~completely scanned and~~ ready for storage and online presentation, a tab delimited text export of this spreadsheet will be placed into the collection Admin folder as:	+	When a collection (or part-of) is ready for storage and online presentation, a tab delimited text export of this spreadsheet will be placed into the collection Admin folder as:

	''collection_number''.log.txt		''collection_number''.log.txt
Line 10:		Line 10:
	ex: '''u0008_0000001.log.txt'''		ex: '''u0008_0000001.log.txt'''
	Use Excel to make this text file. Potential problems exist if using OpenOffice in that some of the formula values may not get converted correctly.		Use Excel to make this text file. Potential problems exist if using OpenOffice in that some of the formula values may not get converted correctly.
		+	If diacritics exist, see [[Diacritics]] prior to export.

	==Problems==		==Problems==

Scpstu32: /* VBA : batch updates to Tracking Files */

Scpstu32 — Wed, 22 Sep 2010 20:26:31 GMT

VBA : batch updates to Tracking Files

←Older revision		Revision as of 20:26, 22 September 2010
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	Note, this script must not be run as the changes have already been implemented. This is just an example.		Note, this script must not be run as the changes have already been implemented. This is just an example.
		+	<pre>

	' Disclaimer:		' Disclaimer:
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	Loop ' End of LOOP		Loop ' End of LOOP
	End Sub		End Sub
		+
		+	</pre>

	Once you have the VBA code in hand, do the following to run it:		Once you have the VBA code in hand, do the following to run it:

Scpstu32: /* VBA : batch updates to Tracking Files */

Scpstu32 — Mon, 09 Aug 2010 20:54:29 GMT

VBA : batch updates to Tracking Files

←Older revision		Revision as of 20:54, 9 August 2010
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	# record a macro and immediately stop recording it		# record a macro and immediately stop recording it
	# from the macros list, EDIT the macro you just made		# from the macros list, EDIT the macro you just made
-	# paste in your VBA code (overwrite all ~~other~~ code ~~already~~ in the macro you just recorded)	+	# paste in your VBA code (overwrite all pre-existing code in the macro you just recorded)
	# save the Excel file as a macro-enabled file		# save the Excel file as a macro-enabled file
	# run the macro		# run the macro