How to Create a Record
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| title | From Scratch (Single Work) |
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Login to the Digital Collections Production
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Site Select “Dashboard” located along the top grey bar. Select “Create new work” from the blue icon near the top of the screen. Add/edit metadata, following the guidelines given for each field, accessible here:
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Metadata Guidelines. You may choose to only complete the required fields and return to metadata at a later time. Select “Create Work” from the blue icon in the top right corner. When prompted with file addition, either select “Cancel” and
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“Okay” to add images later,
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or proceed to the Ingest Images section of this document to add images immediately. Perform quality
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checking and publish the work once images have been ingested and metadata applied. Select “Publish,” “Also publish all members.” The option “Leave members as they are” may apply to some oral history works.
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| title | From Scratch (Batch Works) |
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This workflow is intended for the mass creation of items with the same external ID number, for example, a journal run or an archival collection. Note: you must have a representative image for each record on hand in order to complete this process. This process will create one work per uploaded file. Login to the Digital Collections Production Site Select “Dashboard” located along the top grey bar. Select “create Batch works” to create multiple works simultaneously. Add/edit metadata, following the guidelines given for each field, accessible here: Metadata Guidelines. You may choose to only complete the required fields and return to metadata at a later time. It is recommended to complete metadata which applies to all records at this time. Proceed to the Ingest Images section of this document to add images. Only add representative images at this time. Perform quality checking and publish the works once all images have been ingested and metadata applied. Select “Publish,” “Also publish all members.” The option “Leave members as they are” may apply to some oral history works.
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| title | From the Digitization Queue |
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Login to Digital Collections Production or Staging Site Select “Dashboard” located along the top bar. Select “Digitization Queue” from the left menu. Select the collecting area to which the object you have digitized belongs. Select the queue entry for the object. Select “Create new attached work” from the blue icon under the item status.
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Add/edit metadata, following the guidelines given for each field, accessible here: Metadata Guidelines. You may choose to only complete the required fields and return to metadata at a later time. Select “Create Work” from the blue icon in the top right corner. When prompted with file addition, either select “Cancel” and “Okay” to add images later, or proceed to the Ingest Images section of this document to add images immediately. Change digitization queue information to indicate “Individual metadata completed” from the digital object’s Metadata tab when you are finished editing the record. Perform quality checks and publish the work once images have been ingested.
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Edit Existing Records
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Locate the work to which you’d like to add metadata:
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search via keyword on the
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public interface or select “Dashboard” located along the top bar
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to use the back-end search options.
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Select the work title to open. Click the “Edit” button found
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below or beside the title. Add/edit metadata
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following the guidelines given for each field. Information on each field can be found in the Metadata Guidelines document
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. Click “Update Work” found in the upper right-hand corner to save changes.
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| title | Change Thumbnail/Representative Media |
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The Representative Media |
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Open the work you’d like to update.
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is the asset that appears largest next to the metadata on a work view page and as a thumbnail in search results. To change: Login to the Digital Collections Production Site. Locate the work to which you’d like to add metadata: search via keyword on the public interface or select “Dashboard” located along the top bar to use the back-end search options. Select the work title to open. Click the “Edit” button found below
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or beside the title. Scroll down to the bottom of the metadata edit form and select “Representative Thumbnail” for the Thumbnail/Representative Media you’d like to use. Click the “Update Work” button found in the upper right-hand corner.
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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.
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.
Click on “Admin” then select “Convert to child work” to create child work.
Proceed by inputting metadata as detailed above in “Edit a Pre-existing Record.”
Click on “Update Work” in the upper right-hand corner to save changes.
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.
Open the parent object in the back end and select the “Members” tab.
Select the child work you wish to add members to by clicking its title.
Select the “Members” tab of the child object.
Choose “Files” from the gray Add New Members icon.
Add image files from the cloud or locally. Follow directions in the Ingest Images section, below.
Ingest Digital Assets
Note: If you delete a work’s representative asset, you will have to manually adjust the representative thumbnail selection. |
Ingest Digital Assets
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| title | Ingesting Files to S3 Bucket |
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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 #. Once you have navigated to the file(s) or file folder to be ingested,
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COPY the folder containing the
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image files to M:\Ready for Ingest Refrain from cutting and pasting so you don’t lose any files.
Files will disappear from M:\Ready for Ingest once ingested; there may be a delay before files are present in the Digital Collections app. Once files have been ingested, move files on M: to their respective “_Ingested” folder
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| title | Adding Files to a Digital Collections Record |
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Open the record you’d like to add images to On the record’s Works page, click on the Members tab Click on “Add new members from files” Click “Add from Cloud” and select files or folder containing files (confirm all files have been ingested first).
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OR choose “Browse” or drag and drop to add local files.
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Note, this option can take some time to load. After submitting, a red box will appear next to
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each asset that states “Waiting on ingest” Refresh the screen to view
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upload progress (large file sets can take time to ingest)
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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.
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| title | Clearing the S3 Bucket |
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Works ingested to the S3 bucket will automatically clear 24 hours after upload. If ingested assets are no longer intended to be uploaded to a digital collections record, manually remove the item from the bucket by mounting the Z access drive and deleting the file(s), or by contacting a software developer. |
Create and Edit Child Works
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As of 2023, we are not actively creating child works due to the time consuming nature of the practice. |
This feature allows members of a work (book pages or other associated content) to become individual, but associated, works. For example, one may decide to turn a 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 the example record, Atlanta Fugiens.
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View the parent work from the public interface and find an image asset you’d like to turn into a child work. Click the “Edit” button found below or beside the title. Navigate to the “Members” tab to view assets associated with the record. Click on the “Admin” button for the asset you’d like to convert, then select “Convert to child work.” Proceed by inputting metadata as detailed above in the “Edit Existing Records” section. Click on “Update Work” in the upper right-hand corner to save changes. Perform quality checks and publish the work.
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| title | Add Members to a Child Object |
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Children of a parent record can also have members. Adding members to a child is the same process as adding members to a parent. Open the parent object in the back end and select the “Members” tab. Select the child work you wish to add members to by clicking its title. Select the “Members” tab of the child object. Choose “Files” from the gray Add New Members icon. Add image files from the cloud or locally. Follow the directions in the Ingest Digital Assets section.
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