San Fernando Valley History Digital Library
California State University Northridge

Oviatt Library

Workflow

Procedures

  1. Photos/"objects" are selected for inclusion from CSUN or Heritage Network
    • Assign numbers for images from non-CSUN repositories; log the number before sending for scanning (see Naming Conventions for the TIFF and JPG files below)
    • An image description form (pink) is filled out for each image by the archivist who collects the photographs/texts. When possible, the pink form is folded over and closed with an archival paper clip. Otherwise, the pink form is placed on top of its corresponding image. The pink form is kept with the until returned to the owning repositories.
    • Give collection to Dianne for scanning (Charla/Marshall)
    • If new images are added to that collection, add the new images to the end of the numbers already assigned; do not worry about gaps
    • To avoid people duplicating the input process, they should work on separate collections.
  2. "Objects" are scanned.
    • Files are then cleaned up and saved as TIFF files. (Filenames are assigned by ascession number or acronym of repository and a serial number.)
    • Files are then converted and saved again in JPG format.
    • TIFFs are uploaded to storage file on server.
    • JPGs are uploaded to "To Be Done" folder on server. (Dianne)
  3. JPG files are opened in Acquisition program and added to a user's local working database.
  4. Acquistion Mode
    • Applicable metadata fields not in the template are input.
    • Resulting finished (local) database is uploaded to main database holding area. (Charla/Sally) *
    • Uploaded files and accompanying metadata are checked and approved/corrected through Server Administration.
    • To avoid people duplicating the input process, log the jpg number uploaded. Diane will cleared out of the "to be done" folder once they're brought into the acquisition program
    • Notify Dianne to remove from the jpg "to do"folder
  5. Upload Mode (Content Server)
    • Approved files are then added to main database. (Dianne/Lori)
    • Check that the jpg number matches the assigned numbering of the image
  6. Completion Steps
    • Once the records have been successfully uploaded and reviewed, return the material to the appropriate collection/Repository

Naming Conventions for the TIFF and JPG files.

Each image will be saved as a TIFF for archival purposes and converted into a JPG for public display. The TIFF and JPG versions will have the same name with only the extension to distinguish them. Each file name for the image will be in the form of an abbreviation name for the Repository or the collection name within the CSUN library's holdings. Because Content automatically capitalizes the first letter, all the letters in the abbreviation should be capitalized. The Name of the Institution that owns the image will be recorded in the Repository Element field with any accession number that might exist. Most of the collections outside of the CSUN archives and special collections do not have formal collection names and accession numbers. The abbreviation will be established at the start of scanning workflow:

Abbreviations/Status for images in San Fernando Valley History Digital Library (LSTA 1)

Abbreviations/Status for images in San Fernando Valley Issues Digital Library (LSTA 2)

See established codes for the Urban Archives Collections

Content last updated 07/18/03


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