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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 the highest resolution possible (preferably 300dpi+ but these are ultimately reference scans) in a tif file format

  • Items with no copyright concerns should be saved on the Groups drive (H:\HOUGHTON\Technical Services\SKC Images) in "high rezz" folder

    • These will be sent to Imaging 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 the "low rezz" folder

    • These will be sent to Imaging 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. 

More documentation, and the latest spreadsheet of template codes, can be found here: H:\HOUGHTON\Technical Services\Shared\SKC

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

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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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Links for current file versions on the HL-ITS SKC Project wiki

Altering the template of terms for creating file names

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