Multiple Page with Nodes Only (PDS) - Template 4

Owned by Dorothy Berry (Unlicensed)
Last updated: Aug 24, 2022 by Susan Pyzynski
  1. Use a web browser to access Hollis.

  2. Select the "Starts with/Browse" option in the top menu, and then select "Call Number - Other" from the pull-down menu next to "Browse by"

  3. Enter a call number to pull up the record for the item being digitized

  4. Navigate to the "Templates and Labels" folder in the current year's "Imaging_and_Houghton" folder, i.e. H:\Imaging_and_Houghton\spreadsheets 20XX-20XX\Templates and Labels

  5. Open the Excel spreadsheet titled "Template_4_complex_with_nodes_only_pds" (example image below)



  6. Using the order form and the Hollis record fill in the template:
      1. Order/Batch
        1. Each project will have an ongoing title to which batch numbers can be appendedm i.e: ms_hyde_fy19_01, ms hyde_fy19_02
        2. If being used for a complex PDS for an OTC order, use order number

      2. Unique object ID 
        1. Create an ID using the format: collectionid_callnumber
          1. Collection IDs are:
            • earbm- Early Books & Manuscripts (<1600)
            • hyde- Hyde Collection and Early Modern (1600-1800)
            • modbm- Modern Books & Manuscripts ( >1800)
            • hew- Harry Elkins Widener
            • htc- Harvard Theater Collection
            • trc- Theodore Roosevelt Collection
            • wpr- Woodberry Poetry Room
          1. Call numbers should be delineated using underscores, and should not include location information/size designation
      3. Hollis Number
        1. Copy and paste the Hollis number from the catalog record

      4. OCR/Access
        1. These fields are pre-filled and should not be changed without instruction from the Digital Collections Program Manager

      5. Object Label
        1. Create an object label using the format: Author/Creator. Title. Published. Call Number. Houghton Library, Harvard University, Cambridge, Mass.
          • This information can be copied directly from the record in Hollis.
            • If a particular field is not listed, move on to the next field, i.e. manuscripts not having a "Published" field
            • Call numbers should not include location information/size designation

      6. Section Number
        1. Provide numerical list of sections. These sections should be marked in the physical object going to Imaging Services
          1. Bound volumes - Add numbered flags to each section
          2. Multiple Folders being digitized into one complex digital object - Physically arrange folders in order represented on spreadsheet. If Node labels will be different from what is written on the folder itself, or would require distinctive marking, add flags with node labels.

      7. Node labels
        1. Provide a descriptions of the section
          1. Bound volume - Examples might include chapter titles, headings
          2. Manuscripts with project-level metadata - Examples might include letters by date, movements in a musical piece, acts in a play 
          3. Manuscripts with minimally processed finding aids 
            1. Some finding aids will have multiple folders under a single item heading, like "Smith, John to Anne Smith. 20 Letters." In this example, if those 20 letters are spread across six folders, it would be appropriate to use this template and use node labels "Folder 1," "Folder 2," "Folder 3," etc.

    Example of completed spreadsheet:

  7.  Save the excel file as "batchname" in the project's spreadsheet folder, i.e.H:\Imaging_and_Houghton\Projects\HYDE\MS Hyde 76\spreadsheets\ms_hyde_fy19_01, or as "order_ordernumber_pds" in the OTC orders folder i.e. H:\Imaging_and_Houghton\spreadsheets 2018-2019\Orders\order_134294_pds