Created by Annabel Pinkney and Hillary KativaWork consists of:

Metadata Creation and QC

Digitization Services Management

Rights and Reproductions

Internal Digitization Queue

Digital Collections Application Management

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Using the Digital Collections

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To add or remove administrators of the Digital Collections site, see instructions on the Digital Collections wiki page, here.

Create and Edit Digital Records

From Scratch

1. Login to Digital Collections Production or Staging Site
2. Select “Dashboard” located along the top bar.
3. Select “Create new work” from the blue icon near the top of the screen.
4. Add/edit metadata, following the guidelines given for each field, accessible here:

 Metadata Guidelines

1. Select “Create Work” from the blue icon in the top right corner.
2. When prompted with file addition, either select “Cancel” and “Okay,” or proceed to the Ingest Images section of this document.
3. Perform quality checks and publish the work once images have been ingested.

From the Digitization Queue

1. Login to Digital Collections Production or Staging Site
2. Select “Dashboard” located along the top bar.
3. Select “Digitization Queue” from the left menu.
4. Select the collecting area to which the object you have digitized belongs.
5. Select the queue entry for the object.
6. Select “Create new attached work” from the blue icon under the item status.
7. Follow steps 4 through 6 in the ‘From Scratch’ section, above.
8. Change digitization queue information to indicate “Individual metadata completed” from the digital object’s Metadata tab when you are finished editing the record.
9. Perform quality checks and publish the work once images have been ingested.

Edit Existing Records

1. Consult the Metadata Guidelines document for metadata input.
2. Login to Digital Collections Production Site https://digital.sciencehistory.org/login
3. Locate the work to which you’d like to add metadata: either search via keyword on the front end (https://digital.sciencehistory.org/) or select “Dashboard” located along the top bar and use the back end search options.
4. Click on the work title to open.
5. Click the “Edit” button found either below or beside the title.
6. Add/edit metadata, following the guidelines given for each field. Information on each field can be found in the Metadata Guidelines document linked above.
7. Click “Update Work” found in the upper right-hand corner to save changes.

Change Thumbnail/Representative Media

1. Open the work you’d like to update.
2. Click on the “Edit” button found below/beside the title.
3. Scroll down to the bottom of the metadata edit form and select “Representative Thumbnail” for the Thumbnail/Representative Media you’d like to use.
4. Click the “Update Work” button found in the upper right-hand corner.

Create and Edit Child Works

This feature allows members of a work (book pages or other associated content) to become individual works. As an example, one may decide to turn an individual plate from a larger volume into a child work so the individual plate will be discoverable in a search and additional metadata specific to the individual plate can be added. See example record, Atlanta Fugiens.

1. When viewing parent work (e.g., volume) from the public interface, find an image you’d like to turn into a child work (e.g., bookplate) by clicking on “Edit” then click on the “Members” tab to view files associated with the record.
2. Click on “Admin” then select “Convert to child work” to create child work.
3. Proceed by inputting metadata as detailed above in “Edit a Pre-existing Record.”
4. Click on “Update Work” in the upper right-hand corner to save changes.
5. Perform quality checks and publish the work.

Add Members to a Child Object:

Children of a parent record can also have members. Adding members to a child is the same process as adding members to a parent.

1. Open the parent object in the back end and select the “Members” tab.
2. Select the child work you wish to add members to by clicking its title.
3. Select the “Members” tab of the child object.
4. Choose “Files” from the gray Add New Members icon.
5. Add image files from the cloud or locally. Follow directions in the Ingest Images section, below.

Ingest Digital Assets

Ingesting Files to the Cloud:

1. Locate images in the M: drive for the object you wish to ingest. Files can be located by following the path M:\Collecting area\Object ID or Sierra Bib #.
2. Once you have navigated to file(s) or file folder to be ingested, copy the folder containing the images files to M:\Ready for Ingest
   1. Refrain from cutting and pasting so you don’t lose any files.
3. Files will disappear from M:\Ready for Ingest once ingested; there may be a delay before files are present in Digital Collections app.

Adding Files to a Digital Collections Record:

1. Open the record you’d like to add images to
2. On the record’s Works page, click on Members tab
3. Click on “Add new members from files”
4. Click “Add from Cloud” and select files or folder containing files (confirm all files have been ingested first). Alternatively, choose “Browse” to add local files.
   1. Note: the digital collections can only ingest about 150 files at once.
5. After submitting, a red box will appear next to the member that states “Waiting on ingest”
6. Refresh screen to view ingest progress (large file sets can take time to ingest)
7. Once files have been ingested, move files on M: to Ingested folder
8. Be sure to update the digitization queue status (i.e., "awaiting digitization," "post-production completed,") if necessary so it is accurate for all items. Set status to “closed” when all work is complete.

Troubleshooting

If there appears to be an error ingesting files to the digital collections, monitor changes or errors by selecting the ‘Job Queues’ link located in the left-hand menu of the Digital Collections dashboard.

The Job Queues board will display actions in progress. By selecting the ‘Failed’ Tab, view the most recently failed jobs and discern if the error you are experiencing has been registered by the system.

If an error does not appear in the Failed Jobs display, refresh the browser and give assets a moment to load. Some assets can take up to ten minutes to fully ingest.

If an error does appear in the Failed Jobs display or does not regulate itself after a moment, contact a software developer.

                Eddie Rubiez: erubiez@sciencehistory.org

                Jonathan Rochkind: jrochkind@sciencehistory.org

Git Hub Tickets

When new software functionality is desirable or in need of improvement, it is necessary to enter a ticket, or create an ‘Issue’ on GitHub. To create an Issue:

1. Sign into GitHub (request an account through Helpdesk).

https://github.com/sciencehistory

1. Select scihist_digicoll from the landing page.
2. Choose the Issues tab across the top bar.
3. In the green icon on the right side of the screen, select ‘create issue’

It may also be beneficial to view previous GitHub Issues to note ongoing progress or previous attempts in updating the site.

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Digitization

Digitization is completed in the 3^rd Floor Digitization Studio for books and two-dimensional objects, and the 6^th floor Photography Studio for three-dimensional objects. Digitization is completed using a Digital Transitions Phase One camera back with remote-tethered shooting using Capture One software.

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• In the program, navigate to the folder where your files are stored
• Adjust settings to assign textual prefix and sequence number suffix
• Confirm filename is accurate in preview column before clicking on “Rename”

Troubleshooting

Please consult the following resources for digitization troubleshooting assistance:

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