• Metadata Creation and Quality Control

• Digitization Services Management

  • Rights and Reproductions

  • Internal Digitization Queue

  • Studio Maintenance (Regular Oil Changes, light bulbs, inventory)

  • File Management (Retention Schedules and Digital Preservation)

• Digital Collections Application Management

  • Product Manager

  • Google Analytics

• Other

  • Newsletter Contributions

  • Social Media Team

  • User Services

  • Authority Heading Updates

  • Publications Tracking

Using the Digital Collections

The Science History Institute Digital Collections program was spearheaded in 2018. The application is managed by software developers Eddie Rubiez (erubiez@sciencehistory.org) and Jonathan Rochkind (jrochkind@sciencehistory.org).

The Digital Collections has two platforms, one that is not accessible by the public used for planning and testing functionality and one which controls the public interface, referred to as the Staging and Production interfaces, respectively. Staging is synched to reflect the Production interface monthly.

                Access Staging here: https://staging-digital.sciencehistory.org/login

                Access Production here: https://digital.sciencehistory.org/login

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

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.

Books and 2-D Objects

A comprehensive procedural manual for using the digitization studio Phase One camera, copy-stand, cradle, and Capture One software is available here:

Digitization Manual  

For photographic negatives and various two-dimensional objects, the flatbed scanner located in the technical services room may be utilized for digitization. View Instructions for utilizing the scanner here:

                Epson Scanning Procedures

3-D Objects

Photography of 3-D objects is not conducted in house as of June 2020. Urgent or requested 3-D photography is fulfilled by an external contract photographer, with photographer fees paid by the patron requesting the photography. For more information regarding contacting an external photographer, please see the following documentation:

Institute Image Request Procedures

3-D Collections Photography Manual (TBD)

File Management and Digital Preservation

Digital collection record assets are created on the Digitization Studio Macintosh. Image files are created in TIFF format using a Phase One IQ3 digital back camera and processed using Capture One software. Phase One Session data is saved to Users/Shared on the Mac.

When ready to process new images (export the image files from Capture One to TIFF files), follow the instructions provided in the Digitization Manual  and the following steps for file and folder naming conventions.

1. Navigate to M:\[Collecting Area]

2. Create new folder in the directory. This is the location where you will export your images.

   1. Title the folder using the following convention:

Bib no./accession no. First Words of Title

b1033483 Essay on Combustion

1. Export files to the folder you just created (See SHI Imaging Staff Training Manual). File names should retain bib/accession number as the filename prefix with a three-digit sequence number as the filename suffix.

Bib no./accession no._###

b1033483_001

1. When exporting a large book with many associated image files, it may be beneficial to limit the export to 100-150 images per folder to ease the ingest into the digital collections.

2. When all files are processed and located in M:, follow the instructions for ingesting files

3. Once a copy of the files has been placed in ‘Ready to Ingest,’ move the original folder to the “_INGESTED” folder, located within each directory.

4. See retention schedule below for regular intervals of clearing the _INGESTED folders.

Upon ingesting images to the digital collections, a preservation copy of the file is automatically added to AWS Glacier remote cloud storage.

File Management and Retention Schedules

Files stored on the digitization studio Mac and shared M: drive should be deleted regularly to assure ample space is available for continuous digitization.

Files should be deleted from the M: drive first, and files from the Mac should be deleted second. Retention criteria encompass any files that are integral or supplemental to an unpublished or unfinished digital record.

Shared M: Drive Retention Schedule

Before deleting, check that files have already been ingested into the Digital Collections!

Recurrence: Monthly (End of the month)

Action: Delete all TIFF files from the _INGESTED folders in each collections directory

Review Retention Schedule: Annually – Next review date: February 2022

Digitization Studio Macintosh Retention Schedule

Before deleting, check that files have already been ingested into the Digital Collections!

Recurrence: Monthly (End of the month)

Action: Remove all Capture One Session data from This Mac > Users > Shared

Review Retention Schedule: Annually – Next review date: February 2022

Quality Control 

Prior to exporting photos, it is important to quality control your images. Use Capture One image viewer to verify the following:

• The image should be a faithful representation of the original

• Image is not skewed or off-centered

• Image has clean edges, clear contrast, and legible text 

• Not too light or too dark 

• No loss of detail in highlights or shadows

• No glare visible on the cradle glass

• Image is correctly oriented

  • If the entire book is digitized, keep book orientation for consistency

  • If only select plates are digitized, orient correctly for viewing properly

Images can be corrected using Capture One or Adobe Photoshop. Try to avoid over-adjusting light or color in post-processing. Accurate representation of the original colors should be achieved in initial photography.

After exporting photos, confirm filenames are correct and files are sequential:

• File name contains item identification number as the filename prefix with a three-digit sequence number as the filename suffix: tif

• Extend number of sequential digits accordingly if image sequence exceeds 999

• It can be helpful to name the folder images are stored in with the bib number so you can easily keep track of ingests in the cloud

• Rename files as needed utilizing Bridge or Bulk Rename Utility.

Bridge

• Select files to be renamed and click on Tools > Batch Rename

• Adjust settings to assign textual prefix and sequence number suffix by utilizing the plus and minus symbol to the right of fields under “New Filenames”

• Confirm filename is accurate in preview screen before clicking on “Rename”

Bulk Rename Utility

• 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:

Phase One Camera System manual

Capture One Software manual

Or, contact our Digital Transitions representative, Wayne Cozzolino at wlc@digitaltransitions.com or Office: 212-529-6825  ext. 2330, Cell: 215-900-8865

Collection Workflows

Curators are primarily responsible for the selection of digitization candidates. The Digital Collections Librarian may advise as necessary. For guidelines regarding the selection of new materials for the digital collections, view the following document:

                Institute Digital Collections Policy

Each collecting area use slightly varying workflows for collaborating with the digital collections.

Current List of Curators Updated April 2021:

Modern Library

Communicate with the Head of Reference and Reader Services to assess collection priorities, monitor the digitization queue, and discuss quality control issues.

1. Head of Reference and Reader Services selects items for digitization and creates an entry in the Modern Library Digitization Queue for each book.

2. Head of Reference and Reader Services pulls items selected for digitization and places them on the hold shelf labelled “Ready for Digitization” in the technical services room.

3. Digital Collections Librarian collects the books from the shelf, digitizes, and returns to the technical services room on the lower shelf labelled “Digitization Complete”

   1. Do not leave collections in the Digitization Studio

4. Digital Collections Librarian creates and publishes records for the queue items.

   1. For assistance in describing bibliographic objects, view the OPAC record.

5. Head of Reference and Reader Services retrieves and re-shelves items.

Monthly, the Digital Collections Librarian will run a report listing the additions and changes to digital objects from the Modern Library collection. The Head of Reference and Reader Services will review the records and make additions as necessary.

Rare Books

Photography for materials from the rare book department is completed by the rare book curator.

1. Rare Books or Modern Library curator selects item(s) for digitization.

2. For each item, the curator will create an entry in the Rare Book Digitization Queue.

   1. In the Instructions and/or Additional notes fields, curator inputs any provenance or other information that DC Librarian wouldn’t be able to find from basic research.

3. Rare Books curator digitizes rare books as usual.

   1. Once books are digitized, the final images are processed to a new folder in M:\Rare Books

4. Rare Books curator changes the queue entry status from ‘Awaiting dig on cart’ to “Post production completed’ in the Rare Books Digitization Queue.

5. Digital Collections Librarian monitors the queue status changes. Creates a digital record from the queue entry/ingest images using the images saved to M:\Rare Books by the curator.

   1. For assistance in describing rare books, there is often pertinent information recorded in the item’s OPAC record or the Roy G. Neville collection catalog volumes

Museum

Communicate with the Museum Registrar to assess collection priorities, monitor the digitization queue, and discuss quality control issues.

1. Museum Registrar selects items for digitization, pulls items, and creates an entry for each item in the Museum Digitization Queue.

2. Museum Registrar places items selected for digitization on a cart in the 6^th floor museum storage area, Room 632.

3. Digital Collections Librarian collects the books from the cart, digitizes, and returns to the 6^th floor when digitization is complete.

   1. Do not leave collections in the Digitization Studio or basement studio

   2. Objects can be temporarily stored in the old rare book room in the basement if you leave for a lunch or bathroom break while doing studio photography.

4. Digital Collections Librarian creates and publish records for the queue items.

   1. For assistance in describing museum objects, view the object record in Past Perfect.

   2. If unable to access Past Perfect, put in a helpdesk ticket to request an account.

5. Museum Registrar retrieves and re-shelves items.

If a digital object description from the museum collection is edited: send any additions or changes in metadata to the registrar to add the alterations to Past Perfect.

Archives & Photographs

Communicate with the Chief Curator of Archives and Manuscripts to assess collection priorities, monitor the digitization queue, and discuss quality control issues.

1. Chief Curator of Archives selects items for digitization, pulls items, and creates an entry for each item in the Archives Digitization Queue.

2. Chief Curator of Archives places items selected for digitization on the table in the rare book room.

3. Digital Collections Librarian collects the items, digitizes, and returns to the rare book room.

   1. Do not leave collections in the Digitization Studio

4. Digital Collections Librarian creates and publish records for the queue items.

   1. For assistance in describing archival objects, view the object record in Past Perfect or access the finding aid through the OPAC.

5. Chief Curator of Archives retrieves and re-shelves items.

Oral Histories

Oral histories are created by the Center for Oral History. Upon entering an oral history number in the metadata form, the record back-end will automatically transform to accommodate additional capabilities such as audio file derivative combination, adding searchable transcript .txt files, and restricting files to various levels of privacy.

There are six levels of restriction for oral histories, each with its own workflow for adding to the digital collections. From least to most restricted they are:

Free Access: Openly accessible, all assets downloadable.

Free Access, No Internet Release: Front Matter and Index available, requires a permission form to be filled before assets download.

Permissions Required: Front Matter and Index available, requires a permission form to be filled and reviewed before assets download.

Metadata Only: No Front Matter, requires a permission form to be filled and reviewed before assets download.

Metadata Only, No Abstract: No Front Matter or Abstract, requires a permission form to be filled and reviewed before assets download.

Restricted: Record is kept private (i.e. unpublished), nothing publicly accessible.

Workflows for each category are linked above. Oral history files are permanently stored on the J: drive.

Rights and Reproductions

For detailed instructions on how to conduct digital reproduction request procedures, see the following document:

Institute Image Request Procedures

Correspondence received through the Digital or Reproductions email accounts may include requests for images from researchers, requests for information on the Digital Collections to be altered or improved, copyright inquiries, and miscellaneous questions.

Monitor the Rights and Reproductions Queue in the digital collections to note internal reproductions requests.

Sharing External Links in Egnyte

1. Copy the image into a folder with the patron’s name to P:\Special Collections\External Access

2. Log into Egnyte here: https://sciencehistory.org/files

3. Navigate to your newly created folder.

4. Underneath the file path, select the Share dropdown menu, then click “Share Folder Link”.

5. Select Email Link and email the link to the patron or staff member requesting images.

Note the links you have shared in the past by selecting ‘My Links’ in the site’s header bar.

Tracking

Reference or Rights and Reproductions inquiries may come through Digital and Reproductions email accounts or be forwarded by another staff member. 

Track any answered reference questions in this form:

                Reference Request Log

Track any answered rights and reproductions interactions in this form:

                Rights and Reproductions Log

Statistics

Digital Collections Monthly Reports

Additions and changes to the digital collections should be tracked using the following spreadsheet:

                Metadata Statistics

When you add or edit a record, enter the:

• Record title

• Collecting Area

  1. Museum, Library, Rare Books, Archives

• Parent Record Title (if applicable)

• Record permanent URL

• Action

  1. Four options: Parent – Edit, Parent – New, Child – Edit, Child – New, Discrete Work – Edit, Discrete Work – New

• Record Status

  1. Published, Unpublished, or In Progress

• Notes

• Date

At the end of the month, tally the total records created and into the form on the Monthly Tally sheet. Use this data to complete the monthly modern library report.

Entries should exclude Digital Collections additions from large scale projects, such as grant-funded mass digitization projects and/or internal project such as transferring oral histories while retiring the microsite.

Google Analytics Monthly Report

Log in to Google Analytics at https://analytics.google.com through a Google Account associated with your Science History email address. Contact Clare Hirai, the Institute’s Webmaster, to be added to the account.

Open the GA Spreadsheet Template located in P:\Othmer Library\Digital Collections - Internal Access\Analytics\Google Analytics and save a new copy for the previous month.

Change Google Analytics timeline to encompass the entirety of the previous month. Fill in the spreadsheet with new data acquired from GA.

Newsletter Featured Items

Using a Google Account associated with your Science History email address, contact Dana Rodriguez, the Institute’s Web Content Manager to be added you to the monthly spreadsheet.

Add 5 -7 digital objects for each themed week of the month by the Thursday prior.

APPENDIX A: Referenced Documents and P:\ Locations