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

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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 numbersubmission date
  • example: skc_batch_520170308.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)

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• Once macro has run successfully, spot check records for data; change “misc” entries where desired for better vocabulary.
  
• Move SKC batch spreadsheet to H:\HOUGHTON\Technical Services\Shared\SKC\Batch spreadsheets.

OLD scanning Workflow (Post-Deposit)

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