Swem Library’s Special Collections Research Center (SCRC) began using a wiki to manage certain administrative information and frequently asked questions in 2007. In 2009, the administrative information was removed from the original SCRC Wiki running on MediaWiki meant for public consumption and use. This manual provides information about preferred usage, local standards, adding images to the wiki, and other information of use to the staff of the SCRC when creating and editing pages in the SCRC's wikis. Instructions for using the individual wiki software is within the wiki, not this document. This document provides guidance on best practices for required content, formatting, etc.

This guide supplements information provided by Mediawiki (including the [[http://meta.wikimedia.org/wiki/Help:Contents User's Guide]] and [[http://www.mediawiki.org/wiki/Help:FAQ MediaWiki FAQ]]) and Wikispaces (http://www.wikispaces.com/help+index).


Review “Recent Changes” weekly to delete spam pages, undo spambot editing, and block spammers. Users who are not necessarily spammers, but are making unattributed/unsubstantiated changes should be contacted and worked with to improve their editing using quality sources, etc.

Informational Articles

Order of Sections for Informational Article:

  1. Main article with any necessary subsections, images, etc.
  2. Material in the Special Collections Research Center
  3. References
  4. In the News
  5. External Links
  6. Share What You Know
  7. Need Help?
  8. Disclaimer Box
  9. Categories

Always Include These Sections in Informational Articles:
  1. Material in the SCRC: Include links to finding aids in the SCRC Collections Database whenever possible.
  2. References: This will be a second level or "==" page. Cite where in a collection, text, or elsewhere the information for the article came from. Citations should also be made within the main article text as a link (ex: [url]) or reference ( ex: “Godson, p. 420)” ). When citing a specific issue of the Flat Hat (or other online publication), include a direct link to the PDF, webpage, etc. NOT the publication's homepage outside of the wiki. When citing an SCRC collection, include a link to the finding aid in the SCRC Collections Database. Example: William J. Seymour, University Archives Faculty-Alumni File Collection [including link to the finding aid in Archon], Special Collections Research Center, Swem Library, College of William and Mary.
  3. Share What You Know: A template was created for this section on 7/24/2010 and should be used from this date forward forward replacing all previous versions of the Share What You Know or Share Your Memories section. To include the template use:
>"Shareyourmemories" (Note: view this in the text editor to see the appropriate formatting. For an example see http://scrc.swem.wm.edu/wiki/index.php/Main_Page)
  1. Need Help: A template was created for this section on 11/5/09 and should be used from this date forward replacing all previous versions of the Need Help? section. To include the template use:
    "helpmsg" (Note: view this in the text editor to see the appropriate formatting. For an example see http://scrc.swem.wm.edu/wiki/index.php/A._E._Dick_Howard)
  2. Disclaimer Box: A note regarding the availability of sources and information is included at the bottom of each page. It is followed by only the page's categories. At the discretion of SCRC staff, this note may be included at the top of a page. A template was created for this section on 11/5/09 and should be used from this date forward replacing all previous versions of this disclaimer note.
    To include the template use:
    "infodisclaimer" (Note: view this in the text editor to see the appropriate formatting. For an example see http://scrc.swem.wm.edu/wiki/index.php/A._E._Dick_Howard)
  3. Categories: While there are core categories, new categories may be added as needed. Always use "Ref" if you edit or create a page as a result of responding to a reference question from a user. If there is much more information that should be included in the page, use "General Stub" or "College Stub." If you should come across a page in need of revising or clean-up in the SCRC Wiki, insert the category "Repair." Pages needing attention in the SCRC Staff Wiki should have the tag "clean-up" added. Be sure to include the sort name in the categories at the bottom of the page such as: Doe, John or English, Department of

Frequently Include These Sections in Informational Articles:

  1. External Links:These are links to other authorititative websites such as the pages about the Wren Building on the main W&M site, information about John Marshall at the Law School's website, Wikipedia entries, and other internal W&M and external websites. A significant number of these should not be sought out, but might simply be those staff are aware of and/or have use for.
  2. In the News: These are links to news articles about the page topic. Example: http://scrc.swem.wm.edu/wiki/index.php/7_Society

Include as Available, Resources Allow, or Appropriate:

  1. Images: Instructions for uploading are available in the wiki manual: http://scrc.swem.wm.edu/wiki/index.php/SCRC_Wiki_Manual
  2. Adhere to the template for descriptive information to include in image boxes for projects like buildings and grounds (example: http://scrc.swem.wm.edu/wiki/index.php/Adair_Gymnasium).

Classes, Tours, etc. Pages

These pages are created at the discretion of SCRC staff. When creating a page for a class visit, tour, or other visit be sure to include information that will be useful to students in the class as well as future SCRC staff who may have a similar class, interest group tour, or other visitors in the future. Include a brief introduction of the class (including department, course number, professor, semester, number of students in the SCRC) or group. Also include the following sections: Material pulled for class; Material on Hold in the SCRC’s Reading Room; Additional material of interest: subsections may be added here for topics of interest to specific students; Need help?; Tags/Categories.

Uploading SCRC Images to the Wiki

Locating digital image content from the SCRC collections

Metadata for digital images

*Metadata for digital images are located in a Microsoft Access database located in the O\ drive of the Swem Library network. The file path to the database is My Computer > data on ‘darthmaul’ (O:) > Special Collections > Scanning Database (Nancy’s legacy files) > ScanLog (Access file).
  • From the Switchboard of the Access database, open the query “Browse_theFullScanLog: Select Query.”
*To initiate a search for keywords such as a building name, click anywhere inside the ‘BriefDescriptionOfImage” column, then select the binoculars symbol (Find) from the main ribbon at the top of the page. In the Find and Replace dialog window, make certain that Look in: reads ‘BriefDescrip…’, and Match: reads ‘Any part of Field.’ Click find next to scroll to the next record entry that contains the key words you entered in the Find What: field. For example a search using Brafferton (building) scrolls to the following entry:
{| border="1"
|A||P1979.1051||Arch.Photo||The Brafferton, south facade ca.1907||A0477A4
*In this entry the A stands for Archives, the accession number is
P1979.1051, the collection is Archival Photographs, and the Scan number is A0477A4. This information should be transcribed somewhere as you will used it as metadata in the image file created on Wiki Commons. In addition, the Scan Number is needed to locate the digital image in the Scan files located in the Z/ drive.

Digital files of SCRC images

*Digital files of SCRC images are located in the Z\ drive of the Swem Library network. The file path to the image folders are: 1. My Computer > specialcollections$ on ‘Swem-Storage’ (Z:) > Images > All Scans (for images numbered A0001-A0499 and B0001-B0699); or 2. Images > Jefferson (for images numbered B0700-B3499).
*Metadata for these scanned digital images are stored in a Microsoft Access database (see [[#Metadata_for_digital_images|Metadata]] above).
*Scanned images stored in our database are organized by scan number.
*Using the Brafferton example, the Scan Number A0477 can be found using the same file path as [[#Digital files of SCRC images|Digital files]] above with the addition of the extension > A0400_A499 which opens the file containing images within this number range.
*In the Brafferton example, the scan files contain two image files both of which are listed as A0477A4. Although their file names are identical, the file type and size are different: one file has a TIFF extension and the other a JPEG extension. You can access information about any image file by right clicking on the image thumbnail and clicking Properties. In our case, the TIFF file contains 4.08MB of data, whereas the JPEG file has only 140KB of data. For the purpose of uploading an image to Wiki Commons, the JPEG image is ideal. In our case however, we want to upload an image saved at 100dpi (its resolution) rather than 400dpi. You can tell that out TIFF and JPEG were both created at 400dpi, because their file names end in “4.” In order to upload a 100dpi JPEG copy of the 400dpi JPEG file, we have to open the A0477A4 (JPEG file) in Photoshop.

Creating a low-resolution derivative file of an image

*Log in to a workstation terminal that has a version of Adobe Photoshop software installed on its hard drive. Open Photoshop. From the top menu, choose File > Open, then select the file using the same path as in step [[#Digital files of SCRC images|Digital files]]. Make sure to select the desired file. If you are uncertain which is the correct file hold the mouse pointer over the file name until the file type and size data window appears. If TIFF is the only file format available, that is fine for creating a derivative copy; just remember to save the file as a JPEG.
*Select the file and click open. Click File > Save as. Then rename the file using the same file name sequence as the original file, but change the last digit to a 1. This will indicate to others that the image resolution is 100dpi. Click save, and when the JPEG Options dialog window opens, change the Quality: to Low. Click OK to save the file to the same All Scans file folder location as the original image. Save the file using the same file sequence, but change the ending from “4” to “1.” Thus the image A0477A4 should be saved to the same file folder as A0477A1. You have now saved a low resolution derivative JPEG image that can be uploaded to the SCRC Wiki and to the Wiki Commons.

Uploading an image to the SCRC Wiki

*Log in to the SCRC Wiki using the login/create account link at the top of the main page. You must have a username and password in order to edit content from the Wiki pages.
*Upload an image file: If you have the requisite administrative privileges for uploading image files to the SCRC Wiki, you will see a link for “Upload file” on the left hand frame under the heading toolbox. Here uploading a file means creating a copy of the file in the Wiki server that can be used in any SCRC Wiki page. Any images uploaded within the SCRC Wiki can only be used in this particular project. This is different from the Wiki Commons, where one uploads content into the Wiki Commons so that it can be downloaded for general use by anyone. (In both cases however, the metadata and the image can be viewed and “borrowed” by the general public. Therefore, the point of uploading content is to present SCRC holdings to the general public in a way that is accurate and visually stimulating, but at the same time consistent with provisions of copyright law and fair use.)
*Before uploading the desired image, copy the following metadata template by clicking "edit" to the right of the Summary heading:


|style="background:lightblue; text-align:center"|'''Description:''' ||style="width:80%"|Add description here
|style="background:lightblue; text-align:center"|'''Source:'''||University Archive Photograph Collection, Special Collections Research Center, Earl Gregg Swem Library, College of William and Mary
|style="background:lightblue; text-align:center"|'''Author:''' ||Special Collections Research Center, Earl Gregg Swem Library, College of William and Mary
|style="background:lightblue; text-align:center"|'''Contact:'''||Special Collections Research Center<br/>
College of William and Mary<br/>
Earl Gregg Swem Library<br/>
P.O. Box 8794<br />
Williamsburg, VA 23187-3090<br/>
Tele: (757) 221-3090<br/>
E-mail: [mailto:spcoll@wm.edu Special Collections]
|style="background:lightblue; text-align:center"|'''Date:''' ||Enter Date Here
|style="background:lightblue; text-align:center"|'''Indexed terms:'''||
<li>Subjects represented in this record</li>
<li>[http://scrc.swem.wm.edu/wiki/index.php/Add file extension here/ Add name for file link here]</li>
<li>[http://scrc.swem.wm.edu/wiki/index.php/Add other file extensions here/ Add other name for file link here]</li>
<li>[Other subjects with URLs here]</li>
|style="background:lightblue; text-align:center"|'''Reproduction method:''' ||Add information about the file type, print, negative etc. here.
|style="background:lightblue; text-align:center"|'''Preferred citation:''' ||Add the accession number here, Special Collections Research Center, Swem Library, College of William and Mary
|style="background:lightblue; text-align:center"|'''Other versions:''' ||Add information about other versions such as a TIFF file and size, or negatives available for print copy.

*Paste this template into the summary section of the image you are uploading.
*Once you have copied the template, click on Upload file.
*Click Browse from the upload interface to locate the desired file.
*Enter a title in the destination filename field. Choose a filename that provides some measure of information about the content of the image so that it can be more easily identified and located. You must however, maintain the .jpg file type designation at the end of the filename. Thus for an image of the Brafferton building, south façade, c. 1907, a suitable filename could be Brafferton_Southface_1907.jpg. Keep in mind when uploading a file that the destination filename, once entered, cannot be changed. If the filename is inaccurate, the entire file will have to be deleted from the Wiki server.
*For the summary section (metadata section) paste the metadata template above.
*Working within the template, edit the metadata elements using information from the Access database fields. You want the information that is saved with the template to match the image you are uploading.
Ignore all style sheet markup and all structural markup. You will be working with the metadata which reads as simple text. The “Summary” is divided into nine sections. The section titles appear in bold which is indicated by the triple quotation marks surrounding the text as in “’Description’”. The metadata text follows the section title in order of appearance. Thus for description, you will be replacing “Add description here” with descriptive information about your image.
For “’Source,’” you will enter the name of the collection such as University Archive Photograph Collection, Blow Family Papers, etc.
For author, put the name of the creator if known, otherwise enter Special Collections Research Center, Earl Gregg Swem Library, College of William and Mary.
Enter the date the image was created using circa dates when necessary.
For subject, enter subjects that appear in the Wiki using the following syntax http://scrc.swem.wm.edu/wiki/index.php/Name_of_Wiki_Page/Label_Name but enclose the entire URL in [brackets]. For other URLs outside the Wiki, copy and paste the URL within the [brackets] and change the /filename to whatever best describes the link. For unlinked index terms, use whatever authority control terms that are appropriate. All subject terms must appear between the opening and closing tags for an unordered list <li></li>.
Enter information about the scanning and conversion process.
Enter the preferred citation including accession number, collection, and institution.
Note other versions of this image including print, negative, and electronic files.
When finished editing the summary section click “watch this page” and then “Upload file.” You will then see an instance of your image file in your browser with the metadata appended below. If there are any inaccuracies in the metadata section, you can still edit the content from within the administrative interface.
*Editing the metadata of an uploaded image file. You can edit content in the Summary section at any time after uploading an image file. From the main SCRC Wiki page, click Special pages located under toolbox, then click File list. This will bring up the entire list of image files uploaded to the SCRC Wiki server. Click on the desired file, click edit, and then edit content as needed. When you are certain that the content is correct, click Show preview. If you are satisfied with the content and presentation, click Save Page.
*Placing image content in the SCRC Wiki:
*Search for the Wiki page: From the SCRC home page, click on the SCRC Wiki hyperlink under the heading Access Tools. Search or browse for the page that you want to edit.
*After logging into the administration interface, click edit from the header section of the page. You will then be looking at the scripting interface of the Wiki.
*Edit the page to insert an image:
Images from the SCRC Wiki server can be attached to any page using the script image:full_name_of_image.jpg, but enclose the script in double brackets . For example image:Brafferton_Southface_1907.jpg would appear as an image placed to the right of the page. thumb

*Images can be placed anywhere on a page. Simply place the cursor in the editing window where you want the image to appear relative to the text. Then enter the script for your image image:full_name.jpg (and enclose in double brackets ).
*Images can also be manipulated in a variety of ways based on the script you write.
*For a thumbnail of the image write: image:full_name_of_image.jpg|thumb.
*For a thumbnail and title write: image:full_name_of_image.jpg|thumb|Image Name.
*To present the image on the left side of the page (the default location is right justified) type: image:full_name_of_image.jpg|thumb|left. thumb|leftFor example image:Brafferton_Southface_1907.jpg|thumb|left will appear as a thumnail image of the Brafferton to the left of the page
*You can also add information beneath the image after the title. However, this information must be manipulated using HTML or CSS scripts. For example, if you want to add three lines of text after the title write: image:full_name.jpg|thumb|Image Name (and enclose in double brackets )
<p>Text line one</p><br />
<p>Text line two</p><br/>
<p>Text line three</p><br />
*You can combine HTML and Wiki scripts in the text of the image such as: image:full_name.jpg|thumb|Your Image Name
<p>Named for Wiki_Page_Name(and enclose in double brackets )</p><br />
<p>Text line two</p><br />
<p>Text line three</p>.<br />
This will provide an internal link to the Wiki_Page_Name from the image footer.
*You can also add external links to the image footer using the http:// prefix in HTML tags. To link to an external Web page, simply nest the full URL within a pair of [brackets]. For example, to include a Google map for the location in the image, do the following:

First, find the exact physical address of the site where the picture was taken.
Go to Google Maps: http://maps.google.com/
In the search field, type the address, and click Search Maps.
Click on “Link to this page,” copy the entire URL address from the field below “Paste link in email or IM;” this is the URL that will be pasted directly into the brackets.
Working within the footer of the image, paste the Google Map URL into an HTML script as follows:<p>http://maps.google.com/maps?theRestoftheURL/ Map it for me.</p> This will give you a direct link to a Google Map for the address entered in the search field from a link titled “Map it for me.”
For an example of this type of formatting, see image of Barrett Hall on the SCRC Wiki page Barrett Hall.
*Edit the page so that the image and text are correctly aligned. If the image does not look right, return to edit mode, copy the entire script for the image, and replace it in another section of the page. If you have several images that you want to display on the same page, consider placing all image scripts together in one section. The Wiki will be formatted so that the images appear along the right margin with equal spacing between each image. The text, including headers, will float to the left of the images. For an example of this type of formatting, see the home page of [ The GW and Foggy Bottom Historical Encyclopedia].

How-to Upload an image to Wiki Commons

*Open an account: From the main page of Wiki Commons, log in using the William and Mary user name and password (this user name will appear by default in the metadata field for Author(s) on the image page. If William and Mary has not created an account, create one from the home page using the login/create account link from the header on the top right of the page.
*Upload a file: From the main page, click on Upload file located in the frameset on the left under the heading “participate.”
Click the link that reads “It is my own work.” Even though we may not know who created the image or under what circumstances it was created, we can publish it online under a general license agreement if the image was published and the record dates to before 1923. Prior to that date, such an image would fall in the public domain. If the creator is known, but the image was never published and never registered, the copyright would persist for the life of the author + 70 years. If the author is unknown, the copyright term is 120 years. In any case, where you are uncertain as to the provenance of an image, check with the University or Manuscript Archivist to determine publishing guidelines. For a quick reference guide to copyright limits see [http://www.copyright.cornell.edu/public_domain/ Cornell Copyright Information Center’s] site Copyright Term and the Public Domain in the United States.
Add a destination filename that is descriptive and will enable others to search for the file by title.
Under author, leave the User: Name as is, but feel free to change the label to display whatever name is appropriate for author. This is done by changing the information listed after the | piping symbol (content must be in double brackets. Thus sgam80|sgam80 will appear as sgam80 in the text, but sgam80|College of William and Mary will appear as College of William and Mary even though the user name is sgam80.
Enter the date of the work.
For description, copy the description from the SCRC Wiki image page if one already exists, or, conversely, copy the Source Metadata template from the administration page of the SCRC Wiki and then edit the metadata content to match the image being uploaded.
Select a content license. For our purposes, we are allowing people to republish and distribute the image for personal or commercial use, but we expect that they will attribute the work to Swem Library. Please select the line “Multi-license with CC-BY-SA-3.0 and GFDL” from the drop down menu in the Licensing field.
Add categories to help people locate the image.
Click watch this page.
Click preview. Make edits if needed.
Click Upload file.
Once saved, you can edit the file while logged into the administrative interface of the Wiki Commons. Follow the same steps as [[#Uploading an image to the SCRC Wiki|Uploading an image]] above.