Procedures

This is a description of the procedure to manually create a batch of Audio objects from template in Batch Builder 2 (BB). Use this method when only Audio objects need to be created, processed in Batch Builder (BB) and deposited into the DRS. If you have many (over 10) objects to create, use the procedure to build objects automatically.

Procedure summary:

1. Create a new project.
2. Enter DRS deposit settings.
3. Create object template.
4. Add directories to template.
5. Create new object batch.
6. Move/copy files into corresponding directories on disk.
7. Process the batch.
8. Upload the batch to your dropbox
9. Check the email report

What you need before you start:

• Prepare several audio files and put them in a directory of your choice somewhere on local hard disk or network drive. If you have more than one audio file per recording (e.g.: an archival master and a deliverable or an archival master, a production master and a deliverable) make sure file names match (e.g.: music-1.aif, music-1.wav and music-1.mp3). Consult Naming Rules for more information on file and directory naming.
  
  
• Decide what you will use for Owner Supplied Names for your objects and the files they consist of. For instance, you could use local classification or local accession numbers. See Naming Rules for more information about owner supplied names.

Procedure:

1. Create a new project.
   
   
   1. Open BB by double clicking on the executable.
   2. From the Project menu select New.
   3. In the dialog enter Project Name (used for internal tracking); select the directory on disk in which the project will be saved (click the ellipsis button to browse to it on disk); select Content Model "audio" from the dropdown; click OK to continue.
      
      
2. Enter DRS deposit settings.
   
   
   1. Click on "Deposit Settings" in Project Panel tree.
   2. Enter deposit data in the form:
      
      Batch Name Pattern: default - {owner}{batchDir}{yyyy}{mo}{dd}_{hh24}{mm}{ss}
      
      (This is the name for a batch that appears on DRS deposit reports. Batch name must be at least 3 characters long.)
      
      Success Email: type email and press enter.
      Failure Email: type email and press enter.
      Success Method: choose how you will receive load report.
      Deposit Agent: type your HUID.
      Deposit Agent Email: type your official Harvard email address.
      
      
3. Create object template (called "batch template" in BB 1).
   
   
   1. Select "Object Template" in Project Panel on the left and then enter information in the Content Panel on the right.
   2. Enter Owner Code for objects you will be depositing (use all caps).
   3. Enter Billing Code for objects you will be depositing (use all caps).
   4. Select DRS Access Flag value for objects you will be depositing.
   5. Enter the URN Authority Path for your objects (Look up your Path here if needed: http://nrs.harvard.edu/urn-3:hul.ois:nrsstatusprod) – use all caps.
   6. Enter URN Resource Name Pattern.
   7. (Optional) switch to "optional" tab to enter any optional metadata (for example descriptive metadata, roles or/and relationships that will apply to your objects). For more about optional metadata see Sections 9. Adding Relationships, 10. Adding Descriptive Metadata, 11. Adding Supporting Content.
      
      
4. Add directories to template.
   
   If there is one audio file per object
   (e.g.: one file that serves as archival master and as deliverable)
   
   
   1. Right click on "Object Template" in the Project Panel on the left and add a directory and select the 'add a directory…' menu option
   2. Type in a name for your directory in the text box. The directory name starts with "audio", but the name you type will be appended to it. Tip: to make it easier to read, start your directory name with an underscore (_). So, typing '_mp3_files' will result in a directory called 'audio_mp3_files'.
   3. In the Project Panel on the left select the directory you just created.
   4. In the Content Panel on the right, choose "yes" from the dropdown list for the field "First Generation in DRS".
   5. Choose "HIGHUSE" for Usage Class.
   6. In the Content Panel switch to Optional tab, scroll down to Audio File Metadata and use Ctrl Click on your keyboard to select role ARCHIVAL_MASTER and role DELIVERABLE. Note that in order to get a delivery URN on deposit an audio file needs to have a role DELIVERABLE set in BB.
      
      
   If there are two or more audio files per object
   (e.g.: a separate file for archival master and a separate file for deliverable)
   
   Create a directory for an archival master and nest one or more deliverable directories inside it (this is needed for BB to determine the derivative relationship).
   
   
   1. Right click on "OBJECT TEMPLATE" in the Project Panel on the left and select the 'add a directory …' menu option.
   2. In the text box, type '-archival_master' or a similar suffix that describes the role of your directory. The directory name will start with "audio" but the name you type will be appended to it. So, typing '-archival_master' will result in a directory called 'audio-archival_master'
   3. In the Project Panel on the left select the directory you just created.
   4. In the Content Panel on the right choose "yes" from the dropdown list for the field "First Generation in DRS".
   5. Choose "LOWUSE" for Usage Class.
   6. In the Content Panel switch to Optional tab, scroll down to Audio File Metadata and select role ARCHIVAL_MASTER.
   7. In the Project Panel on the left, right click on the directory you just created and select the 'add a directory …' menu option.
   8. In the text box, type '-deliverable' or a similar suffix that describes the role for your directory.
   9. In the Project Panel on the left, select the directory you just created.
   10. In the Content Panel choose "no" from the dropdown list for the field "First Generation in DRS".
   11. Choose "HIGHUSE" for Usage Class.
   12. In the Content Panel switch to Optional tab, scroll down to Audio File Metadata and select role DELIVERABLE. Note that in order to get a delivery URN on deposit an audio file needs to have a role DELIVERABLE set in BB.
   13. If you have more deliverables that are derived from the archival master (an mp3 deliverable and an mp4 deliverable for instance) right click on the topmost audio directory you created, add a custom suffix if needed and follow steps g-i once again.
       
       
5. Save your work (Project > Save on main menu)
   
   
6. Create new object batch.
   
   
   1. Select "Batch>New" from the main menu. Enter a name for the batch (will be used as the batch directory name on disk) Click OK.
      Tip: including the word "batch" in your batch name will help you remember the directory's purpose on the file system.
   2. Select the batch (with the red letter B) in the project Panel.
   3. From the main menu select Object > New; leave Content Model at default (FROM TEMPLATE) and enter the name of the object (Object Owner Supplied Name). Click OK.
   4. Click on the "+" next to the Batch icon to expand it – it will show the icon for the new object.
   5. (Optional) Select each object icon in the Project Panel and edit any needed metadata (for instance, if each object has a separate corresponding HOLLIS record, you can switch to the Optional tab in the Content Panel on the right while the object icon is selected in the Project Panel on the left and enter the Aleph or Alma ID for each object in the "Aleph/Alma ID for MODS import" field).
   6. Repeat if you have more than object.
      
      
7. Move/copy files into corresponding file directories on disk.
   
   (Can be done outside Batch Builder)
   
   The directory structure on disk is the same as what you see in the Project Panel in Batch Builder if you expand the batch icon. If you need to check where on disk Batch Builder built the directory structure, click on Deposit Settings in the Project Panel on the left and look at the Project Path field at the bottom of the Content Panel on the right.
   
   
   1. Copy the files for into corresponding file directories in the object directory.
   2. Repeat if you have more than one object.
      
      
8. Process the batch.
   
   
   1. In the Project Panel on the left right-click on the batch you want to process (batch icon with a red letter B) and select "Create descriptors and batch.xml."
   2. Builder will start processing the batch.
   3. When the batch is successfully processed you will see the following message: FINISHED - Creation of batch.xml and descriptors complete for batch: …
      
      
   If you see any error messages, remedy the errors and re-process the batch.
   
   
9. Upload batch to dropbox.
   
   
   1. Open your SFTP client and log into your DRS2 training dropbox account.
   2. Change to the "incoming" directory.
   3. Upload the batch: copy the entire batch directory to the "incoming" directory.
   4. Close the SFTP client. Batch processing will start.
      
      
10. Check load report in email.
    
    
    1. Open your email inbox.
    2. Look for message from "drs2-support" with subject "DRS LOAD REPORT …"
       
       
    For a more readable report, open the attached text file in Excel, or just copy the file listing and paste into Excel. If you see any error messages, remedy the errors and re-process the batch.