The Special Collections Research Center, Earl Gregg Swem Library, began using Omeka as a platform in February 2011. This manual provides information about preferred language, local standards, and implementation of the database for staff and student workers.

Headers in grey should be ignored.
Headers in green should be edited.

Admin Screen

The first screen after you log in is the Admin Screen. You are going to want to ignore most of the options that are on the screen and proceed directly to "Browse Your Items." Once you are here, you will click on the "Edit" button for the item which you are transcribing.

Dublin Core


The "Title" field is for the name of the collection, if it is a single item collection. If the item is a part of a collection, use the item or folder title here. If none of those options seem to fit, consult the supervising staff member. (DACS 2.3)


Subjects will be assigned by archivists using Library of Congress Subject Headings. If you have any suggestions, please notify the archivists supervising the project. When an item has been taken and a transcription is in progress, the subject heading "Transcription in progress" should be used.


A brief summary of the item transcribed. This will (hopefully) be done by the transcribers, but if not, use this as a place to summarize the main subjects, events, and people contained in the item. For single items or letters, one sentence is sufficient. (DACS 3.1)


The person primarily responsible for the creation of the item. In most cases, this will be the person who wrote the letter or diary. The format for this should be "Lastname, Firstname." If the creator is a corporate body, use their official name in regular order. (DACS 9)


The citation for the collection in which the individual item resides. It should be formatted as "Name of Collection, Call Number, Box Number, Folder Number." (DACS 7.1.5)


This is the boilerplate text that should be used:
  • Special Collections Research Center, Swem Library, College of William and Mary


The date of the item in question. For an item with a single date, it should be formatted as YYYY-MM-DD. If the item covers a span of time within one year, simply put that year. If the item spans multiple years, it should be formatted as YYYY-YYYY. If the date is approximate, use "circa YYYY."


This field will record the name of the person who completed the transcription. If they are uncomfortable with their name being used, please put "SCRC Civil War Transcription Project Volunteer."


The following boilerplate text should be used:
  • Before reproducing or quoting from any materials, in whole or in part, permission must be obtained from the Special Collections Research Center, and the holder of the copyright, if not Swem Library.


A link to the finding aid for the collection in which this object resides. Format should take the form of "The finding aid for the (collection) can be found at (url)."


The SCRC is currently not using this field.


The language of the item. For most items this will be English, and so you should put "en" (without the quotation marks) into the field. If there is another language contained in your item, please consult your supervising archivist. (DACS 4.5)


For any letters, diaries, or other written materials, the Type would be "Text" (without the quotation marks). If you do not think your item is primarily a text document, please consult with your supervising archivist. The full list of types can be found here. (DCMITYPE)


For items that are uploaded only into Omeka, we will be using the same style of identifiers as are used for the Collections Database and the Digital Archive. For more information on those numbers, see the Archon Digital Library page. For items that are entered into the ScanLog, use the that number.


The SCRC is currently not using this field.

Save Changes

Save often! And now click on (in the left hand sidebar):

Item Type Metadata

Item Type

For all of the materials currently being added to Omeka, choose "Document." If you believe that you item has a different Item Type, consult with your supervising archivist.


This is where the transcription of the document is entered. Each page of the document should be entered into its own text box. To add more text boxes, if you have multiple pages, click on the "Add Input" button.

Original Format

The SCRC is currently not using this field.

Save Changes

Save often!
And now click on (in the left hand sidebar):


The collection in which this item will reside. Currently, the only collection is "Civil War Transcription Project," so choose that.


Upload the file, with the proper file name, here.


We are currently not using the tags, but may use them in the future.


If the item was written at a clearly defined location, enter it into the text box in order to mark the location on the map.

Link to Archon

After you have published the file on Omeka, make sure to link the Omeka record into Archon. For more information on how to do that, please see the Archon Digital Library page.