Spreadsheets for Still Image Content Model Objects

When images from a set of delivered materials are destined for DRS as still image objects, the repository must provide an instructional spreadsheet in one of the following two formats. The spreadsheet should be named with either a batch name for a project batch or an Aeon transaction number for an over-the-counter (OTC) order.

1. If the repository wants the images are named using the JstorForum (SharedShelf) IDs, please use this format.

• The “File ID” column contains SharedShelf IDs with a SS_ or ss_ prefix (for example, SS_246589), which will be used to name the image files, DRS FileOwnerSuppliedNames, and DRS ObjectOwnerSuppliedNames.
• The value for “Number of Images” is always 1, since each SharedShelf ID matches with one image file.
• If several images are expected from one physical item, each image will have its own SS ID and be entered in its own row. The repository needs to use the “Instruction” column to tell the difference. For example, for the same physical item ss_12345 with instruction “front” and ss_12367 with instruction “back”.
• Here is a template (SI_SSID_template) to download.

2. For other types of names, please use this format.

• The “File/Item ID” column contains the unique identifier for the item, which will be used to construct image filenames, DRS FileOwnerSuppliedNames and DRS ObjectOwnerSuppliedNames. Usually, this should be some kind of system identifier (JstorForum/SharedShelf ID, ALMA system ID, ASpace/FindingAid item ID, Accession number, or other local system ID, for example, The value should conform with DRS filename rules specified on this page Naming and Metadata Rules.
• The value for “Number of Images” indicate the number of images need to be produced for the item.
• Imaging Services photographers will use [File/Item ID]_[image count with zero padding] to name scanned images. For example,
  • A File/Item ID “Omr_03” and Number of Images “3”  will give these 3 image files: Omr_03_01, Omr_03_02 and Omr_03_03.
  • A File/Item ID “TR_09C” and Number of Images “1” will give 1 image file TR_09C_01.
  • For the instance of 1 image for the item, if the repository does not want image count to be part of the filename, please use the “Instruction” column to indicate so. A File/Item ID “TR_09C”, Number of Images “1”, and Instruction “no image count” will give 1 image file TR_09C.
• Here is a template (SI_None_SSID_template) to download.

Columns Description

Batch name / Order #

The batch name for a project batch, or Aeon transaction number (order number) for an over the counter (OTC) order. For examples:

• • Horblit_prints_batch13 (for Horblit Digitization Project)
  • 88888 (for OTC order 88888)

Batch / Order instruction (optional)

Special instructions for the batch or order, which are different from the default setup.

• • For an OTC order, the repository can enter any depositing information which is different from default set up. For example, the types(s) of files, DRS access value, delivery file size restriction, etc.

File/Item ID (required)

See each format above.

Number of Images (required)

See each format above.

Title/Description (strongly recommended)

The title or simple description of the item, which will help photographers to identify the item.                         

Instruction (optional)

Any special instructions for imaging and depositing the item.

Templates

• SI_SSID_template.xlsx
• SI_None_SSID_template.xlsx

Examples

a) A spreadsheet for a project batch (Don_002) with JstorForum/SharedShelf ID as File ID.

From above, 4 images will be captured from 3 items.

b) A spreadsheet for a project batch (Tower_10) with some local system ID as File ID.

From above, 10 images will be captured from 4 items.

c) An OTC order 123456 with JstorForum/SharedShelf ID as File ID and special depositing instructions.

From above, 4 images will be captured from 4 items, 4 still image objects and 8 images files (2 for each object) deposited. The deliverable files will be for Harvard community access only, and deliverable file size is 750 dpi in long dimension.