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- Amy Benson, Librarian/Archivist for Digital Initiatives, Schlesinger Library
- Nell Carlson, Curator of Historical Collections, Andover- Harvard Theological Divinity School Library (Divinity)
- Erin LaBove, Cataloger, Published Material, Schlesinger Library
- Mingtao Zhao, Systems Analyst and Applications Developer, Harvard Library, Imaging Services
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- Repositories must name image files according to a specific file naming convention. The information contained in the file name supports later generation of the LTS batch linking spreadsheet.
- As part of the file name, an ordering a number will be is added to indicate the sequence order of the 856 fields should be ordered in the holding record and, in turn, the order the images will appear in HollisHOLLIS. It is the first image in the Holding Record that will display in the search results in HOLLIS. All associated SKC images will display in the full bibliographic record.
- Required for the file name are the Alma MMSID, the Alma Holding ID, an a sequencing number, and text identifying the holding library and indicating part of item captured for the 856 $3.
- File names cannot contain spaces. Each element of the file name must be separated by an underscore.
- Example: 990027227450203941_221846479990003941_01_Schlesinger_Library_copy_Cover.jpg
- Example: 990027227450203941_221846479990003941_02_SchlesingerTable_Library_copy_Table_of_contents.tifof_contents.tif
- Optionally, a Repository can include a copy number in the file name when it holds more than one copy.
- Example:990027227450203941_221846479990003941_01_copy1_Cover.jpg
- To reduce confusion when more than one Repository holds a resource, it is best practice to include the name of the holding Repository in the $3 of the 856 for the SKC images. Imaging Services staff has made it possible to automatically add the Repository name to the text of the $3 field as part of the DRS report conversion process, without a Library having to include it in the file name. Each Repository can specify the desired name/text to be added in this process. Contact Imaging Services to specify the naming convention for your Repository.
- For example, all Schlesinger Library items will have "Schlesinger Library copy" as part of the $3 text.
- For example, all Schlesinger Library items will have "Schlesinger Library copy" as part of the $3 text.
- Because the MMS and Holding IDs are long number strings that must be accurate, special care and/or software should be used when naming image files.
- Harvard's DRS documentation offers recommendations for file naming software: DRS Quick Start Reference#BatchRenameUtilities
- Care should be taken to ensure that image file names are correct before the images are submitted for deposit.
- For example: please check to make sure that all MMSIDs begin with 99 and all Holding IDs begin with 22.
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Imaging Services staff will deposit SKC images on behalf of a Repository. SKC images can be provided to Imaging Services via a shared SharePoint filelocation, or by copying files to a Repository-specific SKC folder on the Imaging Services shared network drive. If you have questions about how to set up a SharePoint folder that will allow access to Imaging Services staff, contact your Repository's SharePoint administrator, or HUIT. If you want to use Imaging Services shared network drive for file sharing and your Repository does not currently have a Repository specific folder on the Imaging Services IS shared network drive, please get in touch with your Imaging Services staff contact to get one set up.
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- Repository staff will send an email to the Imaging Services (IS) contact to alert IS staff that a batch or batches of images are ready for deposit.
- In advance of the quarterly processing of link batches by LTS, and as When convenient for them, Imaging Services staff will move and deposit all batches in a Repository’s _Ready_for_DRS_ foldersof a Repository's SKC image batches.
- Post-deposit, IS staff will process all the resulting SKC DRS deposit reports to convert them into a single linking spreadsheet matching the template supplied by LTS staff.
- Imaging Services will submit the spreadsheet to LTS for processing linking in Alma by submitting an LTS support ticket request. LTS staff will process the request on a quarterly schedule and/or as is convenient for them.
- Each Repository DRS representative will receive a copy of the original DRS report via email.
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