SCRC Digital Archive User Guide - revised 2013

SCRC Digital Archive Upload and Approval Guide

This guide and best practices are for use by staff of the Special Collections Research Center who are digitizing material and will be uploading it to the W&M Digital Archive. All others, including those who need to upload their thesis or dissertation to the W&M Digital Archive, please see the Instructions for Contributors on the Digital Archive wiki.




Overview of User Guide

This guide covers the submission form for the Swem Library's Special Collections part of DSpace.
  • Section 1 : Initial quality control checks
  • Section 2 : Steps for uploading and submitting the files to the DSpace
  • Section 3 : Secondary metadata creation
  • Section 4: Linking approved items to their corresponding Archon records



Section 1 : Initial Quality Control Check




First, assign the DQ issue to yourself. The status should stay as "scanned."

Before uploading material to the Digital Archive, an initial check must take place to ensure that materials going into the archive are of acceptable quality. Once materials are in the archive they are assumed to be the permanent digital derivative and thus should not be edited once added to the Digital Archive. Therefore, it is important to check for the following before beginning any upload:


Patron Requests QC

  • File format
    • Files should be in .pdf format
    • If specific file formats are requested, ensure that file extensions match the needed formats
  • File naming
    • Filenames are generated from the collection ID or call number, the date scanned, and the trailing digitization sequence number. This name should be automatically generated from the metadta info required before scanning. It should follow this format:

XXXXXXXXX_YYYYMMDD_nnn

Where XXXXXXXXX = collection ID or call number

YYYY= year, MM=month & DD=day for the date scanned
nnn=001, 002, 003, etc.

For example, files from collection ID Mss.Acc.2011.028 scanned on June 11, 2013, would get individual files names:

Mss.Acc.2009.289_20130611_001
Mss.Acc.2009.289_20130611_002
Mss.Acc.2009.289_20130611_003, etc.
If there is only one file for that record, it would be Mss.Acc.2009.289_20130611_001.


Other Examples:
Mss. 78 G73 (V) : Mss.78G73V_20130611_001
UA 62 : UA62_20130611_001
Mss.Acc.2011.028 : Mss.Acc.2011.028_20130611_001
RareBook call no. : AP2.B561797_20130611_001

    • Filenames should not contain special characters such as: ' " * ? ! < > ,
      • Any breaks between filename elements should be seperated by an underscore " _ "
  • Order match
    • Always make sure the number of scans completed matches the number of scans requested. If the request is for 10 scans, make sure there are 10 scans total present.
  • Scan quality
    • Do a quick check of the images to ensure that there are no abnormalities such as a flipped pages, blacked-out images, scanner's finger in the image, etc.
    • Make sure the scans are not cropped too closely. The cropping should be the equivalent to about a 1/4 inch around the outside border of the actual item.

Theses and Dissertations QC

  • File format
    • Files should be in .pdf format
  • File naming
    • Theses and dissertation files should be in the following format:

LAST NAME_FIRST NAME_YEAR_TYPE.pdf

Where YEAR = Year material submitted for acceptance (not year digitized or year submitted to Digital Archive

TYPE = Type of material, being honors thesis, masters thesis, or doctoral dissertation

Example:
Doe_Jane_2010_HonorsThesis

Some may also have supplemental material, which should be designated as follows:

LAST NAME_FIRST NAME_YEAR_TYPE_SUPPLEMENTAL

Example:
Doe_Jane_2010_HonorsThesis_coverpage.pdf
Doe_Jane_2010_HonorsThesis_appendix.pdf

  • Scan quality
    • Do a quick check of the images to ensure that there are no abnormalities such as a flipped pages, blacked-out images, scanner's finger in the image, etc.
    • Make sure the scans are not cropped too closely. The cropping should be the equivalent to about a 1/4 inch around the outside border of the actual item.
  • Supplemental material and permissions
    • Ensure that a cover page, embargo information is included and that the permission to publish has been granted

Fixing QC errors


For some errors, such as incorrect filenaming or page orientation problems can be resolved by the person in charge of QC and upload. For others, such as missing files or scanning errors, the problem should be described in the Digitization Queue issue tracker, the status changed to "Needs Info," and the issue assigned back to the person who originally scanned the material.



Section 2 : Uploading to DSpace




Step 1 : Pull-up either the collection finding aid (Mss. and Archives) or the library catalog record (rarebooks) for the item.
The majority of Mss. finding aids have folder or item level descriptions and rarebooks have catalog records; you will use the information from these resources to populate fields of the metadata record.


Step 2 : Log-in to DSpace, select 'Submissions' at top of screen, then click 'start a new submission.'
This will take you to the submission form where you will enter the metadata for the fields outlined below.
Remember you may not need to enter data for all the fields, only those that apply to the item you are uploading


Metadata Fields

Digital Object ID

Mandatory
Repeatable: No

Instructions
Archival items:
  • Select ‘Archon ID’ and enter the Archon ID number.
Published items:
  • Select ‘Call Number’ and enter the LCCN found on the item or in the library catalog

DQ Issue No.

Optional
Repeatable:Yes

Instructions

  • Enter the Digitization Request (DQ) Issue Number if this item was generated from the queue.

Title

Mandatory
Repeatable: No

Instructions
Archival items: * Copy the title from the item level description of the Finding Aid, reformatting it to follow the examples below.
  • For items with only folder or box level description, construct an item level title using the folder or box information.
Published items:
  • Use the title under which it was published, found in the library catalog or the title page of item.

Input instructions
  • Do not use brackets [] when creating a title.
  • Spell out state abbreviations.
  • Omit initial articles (A, An, The) from title unless the article is an essential part of the title.
Example of common title formats:
Letter, 1776 March 1, John Lennon, Richmond, Virginia to Ringo Starr, New York, N.Y.
Paul McCarthy diary, 1775-1855
Estate inventory of Linda McCarthy, 1995
Blacksmith daybook, 1853-1854

Other Titles

Optional
Repeatable: Yes

Instructions
  • Enter alternative or secondary names to the formal title, including translated or multi-lingual titles.
  • Make separate entries for each alternative title.

Creators

Mandatory if known
Repeatable: Yes
Instructions
  • Enter the person or organization responsible for the creation of the original item.
  • Enter any other persons or organizations who contributed to the creation of the item.
  • Select the corresponding qualifier to denote role of contributors.
  • If item has more than 1 creator, use separate entries for each.
  • If no creator can be determined, leave blank.
Input Format:
  • Personal names use inverted form : Last Name, First Name, life dates
  • Corporate names in direct order.


Examples:
Smith, Steven D.
Smith, Margaret, 1745-
Smith, Cornelius T., 1845-1890

Date of original creation

Mandatory
Repeatable: No
Instructions
  • Enter date of original creation or date issued for previously published items.
  • Circa dates enter : circa YYYY
  • If unable to determine date try ascertaining a circa YYYY or enter "unknown"
Input formats:
YYYY
YYYY-MM
YYYY-MM-DD
Range of dates enter: YYYY – YYYY
circa YYYY
Unable to determine date : unknown

Date Digitized

Mandatory
Repeatable: No
Instructions
  • Enter the date item was digitized.
  • For born digital items enter date of creation.

Collection ID

Mandatory for Mss. items.
Repeatable: Yes
Instructions
  • Enter the collection ID to which this item belongs.
  • Make separate entries for each collection ID.
Examples: Input format:
Galt Papers (V), 1900-1979 enter: Mss. 78 G73 (V)
University Relations Records, 1970- enter: UA 62
Sarah Ladd Diary, 1862 enter: Mss.Acc.2011.028


Collection Name

Mandatory for Mss items & Rarebooks that belong to named collections.
Repeatable: Yes
Instructions
  • Enter the name of the collection, excluding dates, to which the item belongs.
  • Make separate entries for each collection name.
  • Rarebooks that belong to a named collection, input collection name. Click here for the list of rare book collections.
Examples: Input format:
Galt Papers (V), 1900-1979 enter: Galt Papers (V)
University Relations Records, 1970- enter: University Relations Records
Sarah Ladd Diary, 1862 enter: Sarah Ladd Diary
Rarebook-Women of the old and New...enter: Tucker-Coleman Collection


DCMI Type

Mandatory
Repeatable: Yes (Multi-choice)
Instructions
  • Select from list the type of content(s) of the original item.
  • Use TEXT for scans of books, diaries, letters and documents.


Selecting multiple values:
  • To select multiple types hold down “shift” key and make selections.


Language

Mandatory
Repeatable: Yes
Instructions
  • Select from list the language of the main content of the item.
  • If the language does not appear in the list below, please select 'Other'.
  • If the content does not really have a language (for example, if it is a dataset or an image) please select 'N/A'.


Selecting multiple values:
  • To select multiple types hold down “shift” key and make selections.


Description or Abstract

Optional
Repeatable: Yes

Instructions
  • Describe the item’s history, physical appearance, scope and contents, abstract, etc. covering anything significant about the item not covered elsewhere in the metadata.
  • DO NOT enter the preferred citation in this field. The preferred citation will no longer be included in the Description/Abstract field; it will be entered in a separate field by the cataloging librarian.


Embargo Lift Date

Optional
Repeatable: No

Instructions
  • Only use if the object needs to be restricted until a certain date. For example, materials still under copyright should often be put under embargo.
  • If required, enter date 'YYYY-MM-DD' when embargo expires or 'forever'.

Initial metadata complete for upload

  • Abstract/Summary is the last metadata field you, the person uploading the item, will enter (if applicable) before uploading the item.
  • Please skip through the 2nd “Describe Item” screen to the “Upload File” screen.

License


This page only applies to theses and dissertations. Information for the appropriate license to associate with the material should be contained within the author's permission to publish.

Submission

After submitting an item to the W&M Digital Archive, an administrator will approve it or return it to you for revision. At this point, perform the following DQ actions:





Section 3 : Secondary Metadata Creation



This section of the upload process is handled by the Metadata and Cataloging Librarian.

Publisher

Mandatory (if applicable)
Repeatable: Yes
  • W&M distinguishes between original publisher and digital publisher in order to provide a clear understanding of W&M’s role in access to the resource.


Instructions
  • Enter the name of the original publisher if the item was previously published.
  • Make separate entries for each publisher.


Volume or Series No.

Mandatory (if applicable)
Repeatable: Yes
Instructions
  • Enter volume or series number for items issued as periodicals.
Input format:
  • vol.#, no.#
  • series #


Physical Description

Optional
Repeatable: Yes
Instructions
  • Enter the extent and medium if applicable.
  • Include size or duration of the item.


Genre

Mandatory
Repeatable: Yes
Instructions
  • Select from list the genre (what the item IS).
  • Terms should come from established thesauri such as, AAT, LCGFT or TGM.


Subjects

Mandatory (if applicable)
Repeatable: Yes
Instructions
  • Use subject terms from an established thesauri; LCSH, AAT, TGM, and local. Subject terms may include topics, places, events and names of organizations or people. W&M uses element type.gene for genre terms, do not enter genre terms (what the resource IS) in subject.
  • Choose qualifier of thesaurus for terms, use ‘other’ for keywords.
  • Make separate entries for each subject heading or keyword


Input format:
Subject Heading Strings should be formatted with 2 hyphens, no spaces between terms:
Term--Term--Term

Example:
Virginia--History--Civil War, 1861-1865
Oldstead, Willliam, 1858-1936--Correspondence


Citation

Mandatory (if applicable)
Repeatable: Yes

Instructions
  • Enter the preferred collection citation for the item in the following format:
Collection Name, Special Collections Research Center, Swem Library, College of William and Mary.


Sponsors

Optional
Repeatable: Yes
Instructions
  • If funds or work from an outside source was used in the digitization of this item, enter the name(s) of the organization or person.

Once the second stage of metadata has been completed, if the item was a published item already cataloged in the library catalog the administrator will forward the URI to Cataloging along with other items in a batch for a link to be added in the 856 field. The DQ issue is changed by the Metadata Librarian to "resolved" and the issue assigned to the original DQ requestor for closing. For unpublished material not in the library catalog, the DQ issue status is left at "Submitted" and assigned to the original DSpace uploader to create a link from the DSpace item to its corresponding record in Archon.



Section 4: Linking approved items to their Archon records



Step 1: Navigate to the Digitization Queue. description for the task should contain links to the associated item records in the Special Collections Database. Open these links in a new tab.

DQ1.png



Step 2: Once you have opened the links to the Special Collections Database, click the pencil next to the corresponding item record to edit the item record and add the approved digital item.


Archon1.png




Step 3: Select the record that corresponds to the approved item based on the description given in the Digitization Queue. Once selected, click the “Digital Content” tab.

Archon5.png






Step 4: Once in the “Digital Content” tab, click “Add Digital Content.”


Archon3.png







Step 5: A menu will appear for the digital object record. Using the information from the approved item’s listing in the Digital Archive, fill in the title, identifier, the date you are entering the information, and the content URL in the Archon digital content record. First, copy the title from the DSpace record into the title field (you will have to first copy/paste into Notepad to remove formatting). Then, copy the content from the URI link (not the address bar link) into the content URL field. Finally, copy the two sets of numbersfrom the end of the URI into the Identifier field. Once you have filled in this information, save the record.


DSpace link to Archon Dig object.png






Step 6: Once the digital object record in Archon is saved, return to the corresponding job in the Digitization Queue. Change the issue status to “Resolved,” change the assignee to the original creator of the Digitization Queue issue, and paste the URI in the notes field. Click “Submit.”


DQ5.png





Step 7: Click submit to finalize.


Once you have finished linking the DSpace item to its Archon record, add the URI handle to the DQ issue description, change the status to "Resolved," and assign to the original DQ requestor.