Digital reproduction order prep (legacy)

LEGACY PROCESS, FOR REFERENCE ONLY

DRAFT in PROGRESS 3/2019-- original document is in Google Drive

1. Initializing and Confirming Order

Order is reviewed by Research Services Archivist:

• For in-house orders: the submitted order is reviewed; flagged materials are checked against the researcher's order form.
• For distance orders: materials (boxes/volumes/flat file folders) are pulled and items are flagged.
• Research Services Archivist determines whether materials can be digitized in-house or need to be outsourced to a vendor (see Outsourced Digital Reproduction workflow).

2. Metadata creation

(Note: For detailed data-entry instructions see Inmagic Photo Database Manual. This manual is outdated in terms of the reproduction workflow but the data-entry instructions are still relevant.)

• Reference staff or Research Services Archivist determines whether any items requested are already digital. If not, a new metadata record is created in the appropriate Inmagic database.
• If the item has been digitized and there is an existing record, review, and edit if needed, then skip to Delivering Assets below.
• Assign filename(s) for each item, according to the Special Collections Filenaming Convention, and enter it in the filename field. (Note: if you are adding metadata to ArchivesSpace, use these revised Guidelines for digital object identifiers
• For items being rescanned:
  • Assign a new filename according to current protocols, keep the old filename in the record (unless the old file is deleted from the server, then old filename should be deleted).
  • Add a General note that it is being rescanned.
• Note: For large orders, the Digital Production staff may assign the filenames and add them to the Scanning Order spreadsheet, then the Digital Archivist will import them to the database. Check off “Add filenames to DB” on the Scanning form, and also add a comment to the Trello card to alert the DPA.

3. Create order record in Orders Database

• Open the InMagic Photo Orders Database
• Click on the "Photo Orders" database (AV orders are also entered here)
• Click on New Record (or enter the Order Number to find an existing record)
• Complete the data-entry for the order
• Save the record
• Enter the Order Number on the Photo or AV order form
• Check data-entry completed on the Trello card Checklist

4. Create Order card in Trello:

• Open the "In-House Digital Reproduction" Trello board
• Under Order and Material Prep, select the Template Card.
• Once in the Template Card, choose the **Copy **option.
• Name the card with the order number and the name of the patron, e.g. Order 1810: Merve Esme
• Choose Create Card.
• Close the Template card, then open the new order card you just created.
• Choose the appropriate **Labels **for the order
• Add **Members **to the card:
  • Click the Members button and add the following people: Administrative Assistant, Digital Production Staff
  • any other staff who should receive alerts for the order.
  • If other staff are interested in being notified of the progress of a specific order, they may add themselves as members to an order’s card.
• In the Description section:
  • Enter the Collection name(s) - last name or acronym; For CA collections include the record group (ex: "80. Class 1950")
• Add a Due date (make sure that the time that the order is due is 3 pm).
• Click Save
• Also in the Trello board, create a new card in the first column, "Materials Out for Digitization," and record the boxes that are out for digitization. This is so Reference Staff can quickly see what boxes are out).

5. Creating a Scanning Order Form

The Scanning Order Form is created by exporting selected metadata from the Inmagic Database and copying to the Scanning Order Form, following these steps:

• In Inmagic Photo database, retrieve the records for the order by Record ID number
• Choose to view the records in a Report Window.
• In the report window, on the bottom menu, click the icon to “Select Form for this Window
• Select “Scanning Order Form (public)” from the list of options.
• In the main menu click File - Write report to file
• Select Rich Text Format.
• Name the file and save it on your computer where you can easily find it, like your Downloads folder. This is a temporary file that can be deleted later.
• Open the scanning order form template which lives in the SC Digitization Orders folder (note: there is also a link to the template on the Trello template card, for your convenience)
• Make a copy of the template:
  • Click File - Make a Copy
  • Change the name of the document to the order number and name of the patron, e.g. Order 1810: Merve Esme.
  • Click OK
• Keep the order form open on your computer
• Locate your downloaded Inmagic report (RTF file) and open it; it will open in Word.
• Select and copy the entire Word table into the Scanning form, as follows:
  • In Word, in the Home menu on the far right, click Select - Select All
  • On the far left, click Copy (or press Ctrl-C)
• Return to the Scanning order form that you created (Google sheet)
• Click on the first cell of the template in the first column, under “Item number on green flag”
• In the Menu click Edit - Paste (or press Ctrl-V)
• The order form should now be populated with the data from the Photo or AV database
• Complete the customer and general order information in the top section (highlighted in yellow)
  • Delivery method: enter how the files will be delivered as indicated on customer’s form (Web file sharing or burn to CD/DVD)
  • Add filenames to database: check if filenames have not been created in the database and will need to be entered by digital production team and imported to database later (this is an option reserved for very large orders).
• Edit “Item number” in the first column so they match the actual flag numbers in the box.
• Fill in the remaining information in the yellow highlighted columns:
  • Folder number
  • Page range, if applicable
  • Total number of pages, if applicable
  • JPG requested? Enter only when requested by the customer, otherwise leave blank -- only TIFFs will be created and delivered unless otherwise requested.
  • Special scanning instructions specific to the item, such as whether to scan the entire document if customer has only requested a portion.
• The blue highlighted columns are to be completed by digital production staff.
• Attach the Scanning Order Form from Google Drive:
  • In the Scanning Order Form that you created, copy the URL from the address bar (highlight the whole URL and click Ctrl-C))
  • Open the Trello card for the order
  • Click “Attachment”
  • Paste the link and give it a name, such as “Order form”
  • Click Attach

6. Prepping Containers for Digital Studio

• Individual volumes should be put in an archival box for transporting
• Attach a post-it note to the front of each box with the following information:
  • Name of patron
  • Box n/n
  • Due date [note: Box n/n is specific to the number of containers in the order, not in the whole collection. For example, if the patron requests scans from 3 boxes in the Sanger papers, the post-it notes would have 1/3, 2/3, and 3/3, not 1/132.]

7. Send boxes/materials to Digital Production

• See West St/Digital Studio Procedures.
• Move the Trello card on the In-House Digital Reproduction board from “Order and Material Prep” to “Digital Production”
• Digital Production staff and Administrative Assistant will receive auto alerts from Trello.