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Collections
Collections correspond with groupings of physical items.
Archival collections correspond with the Record Group arrangement of the physical materials in the archives.
Library Collections are divided by publication date (modern vs. rare collections) and donor in some cases. Digitized journal runs receive their own collections as well.
Oral Histories belong to the Oral History collection AND an additional project collection based on the funder and theme of the interview.
Museum items are divided into collections by donor groups. Not all museum items have a collection.
Exhibition collections contain digitized items that were exhibited together in physical and digital exhibitions. Create collection records for the following types of exhibitions only:
i. Digital exhibitions on our website or Google Arts and Culture
ii. SHI outdoor exhibitions
iii. Special museum exhibitions in the Hach Gallery
iv. The permanent exhibition. As items from the permanent collection are digitized, share them with the DC Permanent Exhibition collection.
Creating Collections:
Log into the Digital Collections website and enter the Dashboard.
Select Collections from the Admin menu on the left-hand side.
Select New Collection.
Enter the following metadata:
Title: [Official exhibit or collection title]
Department: [Select from the drop-down]
External ID: Add ArchivesSpace ref no. for archives, or bib no for journal collections.
Description: In general, provide an overview of the content and context for the materials.
For digital exhibitions:
Select digitized items from the digital exhibition <a href=”exhibition URL”>enter exhibition title here</a>.For outdoor exhibitions:
Select digitized items from the outdoor exhibition <a href=”exhibition URL”>enter exhibition title here</a>, on view from date-date.
May need to add: “Also available as a digital exhibition.”For Hach Gallery exhibitions:
Select digitized items from the exhibition <a href=”exhibition URL”>enter exhibition title here</a>, on view in our Hach Gallery from date-date.”
May need to add: Also available as a digital exhibition.For Archival collections: Borrow from the archival collection description to provide a general overview. Clarify what portions of the collection have been digitized.
For Oral History projects: Defer to oral history staff.
For Journal collections: provide an overview of the publication, and describe what portion of the run has been digitized.
Publish: Select the check box when ready to publish.
Related Links: Archival collections should be linked to their finding aids. Collections can also be linked to articles, the collections blog, press, or other pertinent websites.
Thumbnail: Create a thumbnail. Must be square and larger than 532 x 532 px.
Funder: Funder info should be entered for collections whose digitization and processing were made possible by a grant or donor. Provide the donor logo to developers.
Select Create Collection.
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