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Digital Repository Procedures

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Procedures manual for maintaining the digital repository at LUMCON. Created as part of my field experience there in Summer 2013.

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Digital Repository Procedures

  1. 1. PROCEDURES MANUAL LUMCON Digital Archives Last Updated June 2013
  2. 2. Procedure Steps There are four steps to the digitization process: 1. Obtaining the material 2. Digitizing the article 3. Hosting it on Omeka 4. Creating a record in LUMCON’s OPAC
  3. 3. Obtaining the Materials • There are several ways to find materials associated with a researcher: • Check their CV • Check indexes such as Web of Knowledge • Google Scholar & Microsoft Academic • Contact the researcher • Contact the institution(s) associated with the researcher • Once the person’s publications have been located, materials can be obtained via: • Reprint folders already on file at the institutional library • Library collections • Online databases • Publisher websites • Directly contact the researcher • Interlibrary Loan
  4. 4. Digitizing the Article Scan the article page by page as a 600dpi .tif file with no compression. Upload scan into Photoshop and change mode to grayscale to allow editing.
  5. 5. Digitizing the Article To clean the background select Levels from the Layers -> New Adjustment Layer menu.
  6. 6. Digitizing the Article Then adjust the black and white scale until the noise disappears. Once you are pleased with the edited document, save the histogram. After the document has been cleaned, the file can be loaded into Adobe Acrobat and the OCR can be run to make the text searchable.
  7. 7. Uploading the Articles to Omeka Log into the site at http://archives.lumcon.e du/admin/
  8. 8. Uploading the Articles Once logged in, you will see the dashboard. Here you can add and edit items. Editing of recent items can be done by clicking on “Edit” next to the item. To see a full list of the items in your collection, click on either the Items tab to the upper left or on the number above the word “items” at the top of the dashboard. You can also use the search box at the upper right hand side.
  9. 9. Uploading the Articles To add an item, click on “Items” at the upper left hand side, where the arrow is pointing.
  10. 10. Uploading the Articles Click on the green “Add an Item” button at the top of the screen.
  11. 11. Uploading the Articles On this first page, you can input the title and other information about the item. The Title field will be the name of the item. Name the item as the electronic file name, sans .pdf or high/low resolution. For example, this one will be called “dagg.m.j.1998.01” This item name will also be the call number in OPAC and the vertical file shelving scheme.
  12. 12. Uploading the Articles In order to upload a file into the Omeka item, click on “Files.” You can create an item without attaching files to it; an item does not have to have files associated with it in order to exist.
  13. 13. Uploading the Articles Once uploaded, files will be considered part of the item. Multiple files can be uploaded under a single item record. Now you are ready to input these items into the catalog.
  14. 14. Entering Items into the OPAC To add an item to the catalog, use Workflows. Once open, click on “Add Title” This screen will appear. Set the class scheme to ASIS and the type and location to Reprints.
  15. 15. Adding Records to the OPAC • Now you will create the record using MARC fields. Information about MARC format can be found at http://www.loc.gov/marc/bibliographic/. • For reprints, set the Dat_Tp to r for reprint. • For book chapters, set only Date1. • For articles, set both Date1 and Date2. • For files where there are both high and low resolution .pdf files associated with the Omeka item, use the following: • 856 4 |3Low-resolution: |u • 856 4 |3High-resolution: |u
  16. 16. Adding OPAC Records Now you will create the record using MARC fields. Information about MARC format can be found at http://www.loc.gov/marc/bi bliographic/. • For reprints, set Dat_Tp to r for reprint. • For book chapters, set only Date1. • For articles, set both Date1 and Date2. For files where there are both high and low resolution .pdf files associated with the Omeka item, use the following: 856 4 |3Low-resolution: |u 856 4 |3High-resolution: |u
  17. 17. Adding OPAC Records When assigning the call number, it will be the same as the file name without .pdf or high/low resolution included. Set class scheme to AS IS and item ID to Auto.
  18. 18. Adding OPAC Records Many of the manuscripts do not contain important information, such as issue number and size. Most of the time, you can find this information on the library catalog by searching for the journal and reading the catalog record.
  19. 19. Adding OPAC Records If there is no physical copy of the material in the library, you can use OCLC Connexion to find out information about the manuscript. Records with D are bibliographic records that were created by the Library of Congress.
  20. 20. Adding OPAC Records Click through the record to find information about the item.
  21. 21. Adding OPAC Records Here you will find cataloging information such as the measurements of the materials and place of publication.
  22. 22. Checking OPAC Records Once records have been input, make sure they can be found in the LUMCON Library catalog. Now the manuscript is available through the LUMCON Library.
  23. 23. • Created by Alyson Gamble, Summer 2013 • Questions can be emailed to agambl4@lsu.edu • Helpful links: • MARC: http://www.loc.gov/marc/ • Photoshop: http://www.photoshopessentials.com/

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