Scanning Key Content Guidelines,Workflow, and Supporting Documents

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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 a specific macro will create the appropriate columns in the spreadsheet when we link the images. File names cannot have periods, commas, or spaces.

NEW scanning Workflow (Post-Deposit) using only one macro

• Make sure MacroExpress is running on your computer
• Create an excel spreadsheet with the text data from the DRS report
  • Because of the new DRS2 we will need to sort the FILE-URN column (usually K) to eliminate the blanks (but don't worry everything is sequential so it show all stay in the same order)
    • Sort the FILE-URN column sort from A-Z, expanding the selection
    • Then scroll down to row 500 (or to however many images you included in the batch) and delete all data below that is irrelevant (it will probably be row 501 and the third column will show descriptor.xml, so you want to delete anything including that 501 row and below)
• “Save as” the txt file as an .xls then open it (it will give you an error message but just click ok and it should still open with the data in columns)

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• Open a second sheet within your open .xls then find and copy these 3 columns from the drs excel report and place them in the following order:
  • FILE-ORIGPATH—usually “O” (to column A)
  • OBJ-OSN—usually “E” (to column B)
  • FILE-URN—usually “K” (to column C)
  • Then delete the top row (if you have retained it) in 2^nd sheet (to get rid of the column labels)

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• Save the spreadsheet as an .xlsm (Excel Macro-Enabled Workbook)
• Open the updated SKC-856_template_newer.xlsm in Excel (make sure name remains the same)
• Copy the first three columns that are on second sheet you just created and paste them into the upper left most corner of the SKC-856 spreadsheet, under the column headers (Important: you must select the columns by cell, not as the entire column of the spreadsheet or the macro will fail)
• Check for any suspicious holdings numbers that seem incorrect
• Run the internal macro that is set up in Excel and now embedded in the SKC-856 spreadsheet template newer by activating with <CTRL><Q>

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• Drag down the appropriate columns (K, L, M) to populate the rows on the spreadsheet
• Make sure that all values in K,L,M populated and are correct, particularly M, which should have a location, and a full URN.
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• You now need to create a CSV file with the holdings number (column B) and the 856 field (column M) only, cut and paste them from your spreadsheet into a FRESH (not control-N) new spreadsheet, then save (It will give you error pop-ups about formatting but just click yes you want to continue and save it as CSV (comma delimited))
• Then use the SAVE AS command and save the file identified with SKC and batch number
  • example: skc_batch_5.

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• • xlsm

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• Open up Aleph and open to HVD60
• Run macro <CTRL><m> from Aleph (this macro, found in the Santo Domingo documentation, will run the CSV without it being open in Excel which means that it isn't constantly navigating from Excel to Aleph, adding holdings following a similar logic from the older macro)

• It will prompt you to navigate to the CSV that you created and saved earlier
• Select the correct CSV file and then it will start working by inputting the holdings record and corresponding URN

• Watch macro run to insure that proper URNs are being inserted

• Stop macro if problems ensue, and be sure to delete all added 856s, using holdings numbers from excel spreadsheet

• Once macro has run successfully, spot check records for data; change “misc” entries where desired for better vocabulary.
  

OLD scanning Workflow (Post-Deposit)

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 When you get the DRS deposit report, take the following steps:

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