Table of Contents

1. Creating and Organizing Files for Uploading
2. Uploading Files in Omeka
3. Scripto
3.a. How to Transcribe Documents Using Scripto
4. Uploading Transcriptions
4.a. Uploading Transcriptions from Scripto
4.b. Uploading Transcriptions from .txt documents
4.c. Uploading Transcriptions from .doc documents
5. Checking and Correcting Uploaded Transcriptions
5.a. Uploading Edited Transcriptions
6. Searching Within Omeka
6.a. Searching for a Single Item
6.b. Searching for a Collection


1. Creating and Organizing Files for Uploading

In order to make uploading documents go smoother, a few instructions need to be followed:

(1) When creating and organizing any files, make sure that the entire document is readable. Do not save or upload a document that is too dark, too light, or cut off. These documents needs to be rescanned or reproduced in some other way.


(2) JPEG Files- Each page should be a separate file within the folder. All JPEGs should be labeled with the accession number, box number, and folder number (if applicable), with the addition of an identifier number. The identifier number indicates the number of files that have been uploaded onto the Omeka system from that collection. Organize multiple pages by placing a, b, c, etc., after the identifier number.

(3) PDF Files- All PDFs should be labeled in the same way that items that are uploaded into the Digital Archive. Examples: for the first digital content added to UA 10, choose UA 10.001; for UA 5.006 choose UA 5.006.001; for Mss. Acc. 2009.289 choose Mss.Acc.2009.289.001.



2. Uploading Files to Omeka
When uploading files to Omeka, a specific set of steps should be taken in order for each document to be organized and easily available for future searches.

Step 1: Click “Add an Item” on the Browse Items page.

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Step 2: Click the “Files” tab in the left margin.

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Step 3: Choose the document you want to upload using the “Browse” button.

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Step 4: Click the “Collection” tab in the left margin and select the collection you want the document to be a part of.

*Note* It is not necessary to save your progress while moving from tab to tab. The Omeka system automatically saves your data as you enter it.

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Step 5: Click the “Item Type Metadata” tab in the left margin and select the type of document you have uploaded from the drop-down list. Usually, this will be “Document.”

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After you select the type of document, text boxes will appear below.

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Step 6: Click the “Dublin Core” tab in the left margin.

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Step 7: Enter the Title. All titles should start with the date the document was written (if available), followed by the basic information of the document.
  • Example of a Letter Title: 1 January 1860, Susannah “Susie” Computer, Washington, D. C. to J. Michaels, Williamsburg, VA
  • Example of a Manuscript/Titled Document: 1 January 1860, “The Battle of Williamsburg” written by J. Michaels.
  • Example of an Untitled Document (not a letter): January 1860, Advertisement for Opera

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Step 8: Enter the first few words of the subject, and then choose the correct subject from the drop-down list. If you are not sure what the subject should be, ask a staff member for help.

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Step 9: Enter the Description.

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Step 10: Enter the name of the creator. If it is unknown, enter “Unknown.”

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Step 11: Enter the source information. This will include the full name of the collection, the accession number, the box number, and the folder number.

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Step 12: Enter the Publisher Information: “Special Collections Research Center, Swem Library, College of William and Mary.”

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Step 13: Enter the date the document was written.

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Step 14: If there will be someone else contributing to the document, enter their information in the “Contributor” field.
For the Civil War Transcription Project, this is "SCRC Civil War Transcription Project Volunteer."

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Step 15: Enter the Rights: “Before publishing quotations or excerpts from any materials, permission must be obtained from the Special Collections Research Center, and the holder of the copyright, if not Swem Library.”

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Step 16: Enter the url for the finding aid in the “Relation” field.

Example: “The finding aid for the Computer Family Papers can be found at http://scrc.swem.wm.edu/index.php?p=collections/controlcard&id=6757&q=computer

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Step 17: Leaving the “Format” field blank, enter “en” in the "Language" box. This stands for “English.” If the language of the document is not English, ask a staff member for more information. If the document you are uploading is a photograph, painting, etc., leave the language field place.

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Step 18: Enter the type of document you have uploaded. If it is not primarily a “Text” (letters, diaries, etc.) or “Still Image” (photos, paintings, etc.), please consult a staff member.

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Step 19: Enter the identifier information. This should be the file title of the document you uploaded:

For more information on identifier information, please see Section 1: Creating and Organizing Files for Uploading.

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Step 20: Scroll to the top of the page and make sure the box next to “Public” is checked.

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Step 21: Scroll back to the bottom of the page, checking for grammar and spelling errors, and click “Add Item.”

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Step 22: Once you have completely uploaded a file to Omeka, mark that you uploaded the document by adding it to the excel spreadsheet. Make sure you add the Document/Item Number along with zeros in the next three columns.

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3. How to Transcribe Documents Using Scripto

The Special Collections Research Center uses Scripto to transcribe documents within Omeka. The following instructions describe how volunteers use Scripto to transcribe documents within Omeka. Although the instructions are meant to be followed through the public website, they can also be followed through the administrator website. There is both a video version of these instructions, found on the SCRC’s YouTube page, as well as text instructions, which can be found at http://scrc.wmwikis.net/Scripto+Instructions The video can be found at this link: http://www.youtube.com/watch?v=olmD-ntJw5s&feature=player_embedded



4. Uploading Transcriptions

Once a transcription is finished, it needs to be uploaded to the item's Display Page. This is the page that displays when you click on a particular item name within Omeka. An example of a Display Page with a completed transcription upload is below.

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If you scroll down the page, underneath “Document Item Type Metadata,” the transcription of the document should be displayed.

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4.a. Uploading Transcriptions from Scripto

Step 1: In order to tell if a new transcription has been saved to Scripto, use the “Recent Changes” wiki page at http://scrc.swem.wm.edu/civilWar/index.php?title=Special:RecentChanges&days=3&limit=100.
You can alter how many changes you see by using the "Recent changes options" located at the top of the screen.

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*Remember* You cannot see more than either 500 changes or 30 days’ worth of changes, whichever comes first, so make sure to check the wiki page often.

Step 2: In order to view the item number of the changes, click on the “title” of the change, usually a string of letters and numbers. In the following example, the "title" is purple.

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Step 3: Once you click the “title” of a change, the wiki will show you the document/ item number, along with the changes that have been made to the Scripto transcription.

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Step 4: Open the Omeka admin page (http://scrcdigital.swem.wm.edu/admin) in a new browser tab and click “Advanced Search.”

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Step 5: Search for the document by entering the item number into the "Search by a range of ID#s" box.

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Step 6: Click on the item's title. This will take you to the display page.

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Step 7: Scroll to the bottom of the item's Display Page and click the .pdf or .jpg link at the bottom of the page.

*Note* Sometimes, there will be multiple links. Each link leads to a separate Scripto-transcription page. Make sure to check all the links for sections of the volunteer's transcription.

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Step 8: Scroll to the section of the page titled "Current Page Transcription." Below this should be an un-formatted version of the transcription entered by the volunteer. Check to make sure the transcription is complete, then click the "edit" link, located to the right of "Current Page Transcription."

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Step 9: Select all of the text inside the text box and copy it, either using the "Ctrl+C" function, or by right-clicking and selecting "Copy."

*Remember* Do not copy the transcription that is displayed below the "Current Page Transcription" title. Make sure you click "edit" and copy what is inside the text box. This will ensure that all of the formatting from the transcription transfers to the Display Page.

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Step 10: Click the "Back" button for your browser once, returning the the item's Display Page.

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Step 11: Scroll to the top of the page and click the "Edit this Item" button, located in the top-right corner.

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Step 12: Click the "Item Type Metadata" tab in the left margin.

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Step 13: Paste the transcription into the first text box.

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Step 14: Add the phrase " This transcription has not been verified by Special Collections Research Staff. Please also consult images of the document." before the document.

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Step 15: Click "Save Changes" at the bottom of the page.

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Step 16: Once you have completely uploaded a transcription to Omeka, go to the excel spreadsheet and mark that you uploaded the transcription by changing the "Assigned" and "Transcribed" columns to "1".

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4.b. Uploading Transcriptions from .txt Documents
Step 1: Search for the document by entering the item number into the "Search by a range of ID#s" box.

*Note* If you do not know the item number, you can search for the document using the "Narrow By Specific Fields" option. You can search by creator, date, identifier, source, or title.

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Step 2: Once you have found the item, click on the item's title. This will take you to the display page.

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Step 3: Click the "Edit this Item" button, located in the top-right corner.
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Step 4: Click the "Item Type Metadata" tab in the left margin.

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Step 5: Copy the transcription from Notepad and Paste it into the first text box.
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Step 6: Add the phrase " This transcription has not been verified by Special Collections Research Staff. Please also consult images of the document." before the document.

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Step 7: Click "Save Changes" at the bottom of the page.

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Step 8: Once you have completely uploaded a transcription to Omeka, go to the excel spreadsheet and mark that you uploaded the transcription by changing the "Assigned" and "Transcribed" columns to "1".

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4.c. Uploading Transcriptions from .doc Documents

Step 1: Search for the document by entering the item number into the "Search by a range of ID#s" box.

*Note* If you do not know the item number, you can search for the document using "Narrow By Specific Fields" option. You can search by creator, date, identifier, source, or title.

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Step 2: Once you have found the item, click on the item's title. This will take you to the display page.

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Step 3: Click the "Edit this Item" button, located in the top-right corner.
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Step 4: Click the "Item Type Metadata" tab in the left margin.

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Step 5: Click the "Use HTML" box, located below the text box.

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Step 6: Copy the transcription from Microsoft Word and Paste it into the first text box.

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Step 7: Add the phrase "This transcription has not been verified by Special Collections Research Staff. Please also consult images of the document." before the document.

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Step 8: Click "Save Changes" at the bottom of the page.

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Step 9: Once you have completely uploaded a transcription to Omeka, go to the excel spreadsheet and mark that you uploaded the transcription by changing the "Assigned" and "Transcribed" columns to "1".

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5. Checking and Correcting Uploaded Transcriptions

There are many different ways to check a transcription, so check with a staff member before beginning to check the transcription. Sometimes it is best to work of the scanned copies of the original document, and at other times it is best to use the original document.

While editing a transcription, there are a few key points to keep in mind:

1) If the "Use HTML" box is checked, make sure to copy the transcription into Microsoft Word before editing. Do not use Notepad, as this will delete any formatting associated with the transcription.

(2) Do not delete the phrase "This transcription has not been verified by Special Collections Research Staff. Please also consult images of the document." until you have uploaded your edited version of the transcription.



5.a. Uploading Edited Transcriptions

When uploading an edited transcription, the process is the same as uploading a transcription from either a .txt document or a .doc document, with a few small differences:

1) Do not add a phrase to the beginning of the transcription. Since the transcription has been checked and edited, it is not necessary for researchers to consult the document unless they wish to do so.

2) Once you have completely uploaded an edited transcription to Omeka, go to the excel spreadsheet and mark that you edited the transcription by changing the "Checked" column to "1".



6. Searching Within the Digital Archives

When searching within Omeka, it is easiest to click the "Advanced Search" link before entering anything into search. If you search only by keyword, a large number of documents from many different sources may show up, and it may be difficult to find the specific ones that you need.

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6.a. Searching for a Single Item

When searching for a single item, it is easiest to search by item number, using the "Search by a range of ID#s" box.

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If you do not know the item's number, you can search for the document using the "Narrow by Specific Fields" option. You can search by creator, date, identifier, source, or title.

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If you know that a volunteer has transcribed the document in Scripto, you can search for part of the transcription using the "Narrow by Specific Fields" option.

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You can narrow your search by clicking the "Add a Field" button and searching for documents that contain more than one field.

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6.b. Searching for a Collection

The easiest way to search for a collection is to use the "Narrow by Specific Fields" option. Click "Source," "contains," and enter the name of the collection you are searching for.


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Other ways to search for a collection include searching by identifier or by creator. Most of the time though, this will only give you parts of a collection, and not the full collection.