Scanning Key Content Guidelines,Workflow, and Supporting Documents

Houghton Library, following the successful Library Lab pilot project, continues to scan title pages, content lists, covers or bindings, or other parts of printed material at the point of cataloging when they encounter something visually striking, or useful to the patron.  These reference scans are linked to the Hollis record to enhance access to the materials.

Scanning Guidelines

General Guidelines:

• Capture items at a resolution of at least 300dpi in a tif file format

• Items with no copyright concerns should be saved in one folder named "No copyright concerns" (either on the computer or on a flash drive), which will be deposited by Imaging Services at full resolution using one billing code

• Items that are still in copyright or have an unclear copyright status should be saved in a separate folder named "Copyright concerns" (either on the computer or on a flash drive) and will be deposited by Imaging Services at a reduced resolution of 72dpi using a different billing code

• Once 500 images (or fewer) are captured, the two folders are to be hand-delivered on a single flash drive to the Head of Technical Services, who will deliver it to Imaging Services

Naming:

Creation of file name should be constructed with SKC template codes using this general example- holdings no_sequence of images_template code   

 For example:

• Book-   091256783_01_cov1.tif

• Serial cover with year- 004951966_01_srl_1975.tif

• Serial cover with year and month- 019378657_01_srl_1975_June.tif

• Serial cover with year and month day-  019378657_03_srl_1975_June_10.tif

• Serial cover with date volume and number- 01937657_04_srl_1975_x_x_1_1.tif

• Serial cover with date and number- 019387780_01_srl_1975_x_x_x_1.tif

• Serial cover with number- 019414556_01_srl_x_x_x_x_1.tif

For serials,do not put the words vol. or no. in the file name, the macro will do this later.  The x is a placeholder that in conjunction with our a specific macro will create the appropriate columns in the spreadsheet when we link the images. File names cannot have periods, commas, or spaces.

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Once we receive the DRS report of our batch of images we need to transfer the information to a spreadsheet and run macros to add them to the correct holdings record(please note that we have altered the original macros to accommodate our serial covers so spacing and some logic statements may differ)record When you get the DRS deposit report, take the following steps:

1. Make sure Macro Express is running on your computer.
2. Open the DRS report in Excel.
1. You may need to enable or allow macros.
3. Open the SKC-856 spreadsheet template in Excel (template file required to work with the macro)
4. Locate the section of the DRS report that lists the JP2 files. You’ll know you have the right section because the URN column of the spreadsheet will contain data/URNs.
5. Copy the first three columns of the DRS spreadsheet that include the Full File Name, the Owner-supplied Name, and the URN for the JP2 images.
6. Paste the copied data into a blank spreadsheet, then run a find and replace to eliminate the x placeholders (Find x Replace will simply be blank) (*note because of the enabled macros on the SKC-856 spreadsheet you cannot do a find/replace function on it)
7. After you have gotten rid of the x placeholders copy the first three columns and past them into the upper left most corner of the SKC-856 spreadsheet, under the column headers.
8. Run the SKC.mex macro 
9. Drag down the appropriate columns (K, L, M) to populate the rows on the spreadsheet
10. Then use the SAVE AS command please save the file as SKC_adding_links.xlsx  (you must do this or the next macro WILL NOT work)

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1. Connect to the holdings HVD60 in the Aleph cataloging module (I would recommend having it is recommended that only one editing pane be open (instead of split-editor) for when the record is pulled up to make the macro run more smoothly)
2. Open up the SKC_adding_links.xlsx
3. Activate the Expanded-856 macro which will:
   1. Copy the first holdings record number and 856 information
   2. Switch back to Aleph
   3. Go to the end of the record

   4. Type the tag, indicators, and $3
      
      

      Field	Indicators	Subfield
      856	40	$3 Cover
      		$u http://nrs.harvard.edu/urn-3:FHCL:13613784
      		$x keycontent

      
      
      

   5. Paste the link
      Note: If the next link is on the same holdings record it should continue to add links if the next one is a different record it will switch to the new holdings

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