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Table of Contents

Data Organization and Data Transfer Guide

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  1. [UNIQUE_ID]: Usually this will be a catalog record ID1. For example, a 9-digit HOLLIS ID (e.g. 011835322) will be recommended for an item that has been cataloged in Harvard’s HOLLIS catalog system. In the case of manuscript collections, the library or archives repository will provided a unique identifier from HOLLIS for Archival Discovery or local tracking system.  In the case of photograph or other art objects, the library or archives repository will provide a unique identifier from JSTOR Forum or local tracking system.

  2. [Volume_number]: (multi-volume sets only) 1 or more digits zero padding volume sequence number with a prefix 'v' (e.g. v5, v05 or v0005).

  3. [Issue_number]: (multi-issue sets only) 1 or more digits zero padding issue sequence number with a prefix 'n' (e.g. n2, n02 or n002).
  4. [Sequence_number]: 4-digit or 5-digit page sequence number (e.g. 0045, 00045).  This will not apply to photograph or art object image files.
  5. .jp2: File format (JPEG 2000, part 1) extension.

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  • Hard disk, flash drive
    • The repositories can borrow the media from Imaging Services or pay for them
    • Recommended for large sets of data
  • Google shared drive
    • A google account from the data recipient needs to be provided to Imaging Services
  • MS shared directory
    • The data recipient's email address needs to be provided to Imaging Services
    • Suitable for small sets of data
  • Secure file transfer (https://filetransfer.harvard.edu)
    • The data recipient's email address needs to be provided to Imaging Services.
    • The data recipient outside Harvard University needs to set up a guest account.
    • Suitable for small sets of data which need encryption during file transfer.


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    note1
    In cases where the record identifier includes space, the spaces will be replaced by underscores.

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    note2
    MARCXML records are only available for items that have been cataloged in Harvard’s bibliographic database, HOLLIS.

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    note3
    Batch level identifiers are assigned to groups of titles prepared and submitted together for scanning. These named “batches” will be maintained from scanning all the way through deposit to Harvard's Digital Repository Service and transfer of data to project partners beyond the Harvard libraries. Inclusion of technical metadata is optional.