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Digital Collections Workflow

*This document is based on the Workflow page created for the LSTA Grant Project.

Archival and Cataloging Procedures

  1. Photos, manuscripts and other objects are selected from Oviatt Library Special Collections & Archives or non-CSUN repositories
    1. Assign digital file names to objects and log the names before sending objects for scanning (see Naming Conventions for the TIFF and JPEG files below).
    2. If new objects are added to a collection already submitted for inclusion, assign numbers to new items following the end of the numbers already assigned; do not worry about gaps.
    3. An image description form (pink) is filled out for each image by the archivist who assembles the objects. The pink form is placed on top of its corresponding photo or manuscript, when possible, folded over and closed with an archival paper clip. The pink form is kept with the until returned to the collection or owning repositories.
    4. Give selected objects to digital technician for scanning.
    5. To avoid duplication during the scanning and cataloging process, digital technicians should work on separate collections.
  2. Objects are scanned.
    1. Files are scanned and saved as TIFF files (see Digital Collections Scanning Standards).
    2. Files are then converted and saved again in JPEG format (see Digital Collections Scanning Standards).
    3. TIFFs are uploaded to the appropriate TIFF image folder on server.
    4. JPEGs are uploaded to the appropriate "JPEG to upload" folder on server.
  3. Cataloging on Acquisition Station
    1. JPEG images are imported to Acquisition Station software to create a record for each object. The records are created using a custom template approved by the project manager (Mary).
    2. Applicable metadata fields not in the template are input.
    3. Records are temporarily stored on the local workstation. It may useful to accumulate a small number (10-20) of records locally so as the technician becomes more familiar with the collection, the metadata vocabulary can be normalized as appropriate.
    4. Log the file name of each JPEG file included in a record.
    5. Once a set of records is complete, the records are uploaded for approval by the project manager (Mary) through the administrative module.
    6. Send the project manager (Mary) a copy of the log of JPEG files used.
  4. Add Records to Digital Collection
    • Project Manager adds records, and as necessary, new controlled vocabulary to the Digital Collection.
  5. Completion Steps
    • Once the records have been successfully uploaded and reviewed, return the material to the appropriate collection or repository

Naming Conventions for the TIFF and JPEG files.