Load into DSpace is complete. Handles are in Barton records.
There is one missing pdf. Beverly researching.
Deleted OCA folders in DSpace Images folder on 10.29.09
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Carl is almost done loading them. Working on putting handles into Barton records.
Ann Marie/DOT meeting 10-6-09
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QC is done on Batch 2 and they have all been packed in boxes to go to the LSA. Stimpson Movers will do the pickup and delivery on Monday 3-16-09.
I just uploaded the latest version of "Sloan shipment2withURL.xls" which contains an additional sheet called "Sampled Data".
This is where I randomly extracted 10% of the batch to perform QC on. I have added notes to each item where necessary.
Jenn 3-13-2009
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Second shipment was received back in Preservation Services on February 4th. Meyers left their book trucks. This was not the agreement with OCA. Preservation Services now has 8 Meyers trucks waiting for pick-up.
Jenn has boxed up shipment 1 and is waiting for Stimpson movers to take the volumes to LSA.
Jenn will begin QC on shipment 2.
QC on shipment 1 - Jenn has discovered a page size issue with a large portion of the volumes, maybe 10-20%. We believe that the error is with the cropping as the original TIFF files are fine. Beverly will work with OCA to correct this issue.
Work with OCA has been difficult the past few weeks since Paul N. has been in transition to leave to go to San Francisco Office. The new contact at OCA is Melissa Bell. Beverly will schedule a meeting time to catch up with Melissa and discuss our projects.
There are several test files in Dome test:http://dome-test.mit.edu/handle/1234567890/29524
These test records will be moved to DSpace test: http://dspace-test.mit.edu/handle/1234567890/41993
Melissa Feiden, Craig Thomas, Christine Moulen, Amy Martin, and Beverly Turner met on 2.3.09 regarding the issue of withdrawal of Sloan Working Papers and other Dewey collections. The notes from that meeting can be found here: notes from meeting
Beverly 2/13/2009
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I just uploaded the latest version of "MIT-2008-08-12-completewithURL.xls" which contains an additional sheet called "Sample Data 1". This is where I randomly extracted 10% of the batch to perform QC on. I have added notes to each item where necessary. I have also uploaded a text document with my overall impressions of the batch.
Jenn Morris 2/3/2009
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Shipment #1 was finished with QCing by Jenn Morris on January 23rd. She is now waiting for the second shipment to arrive from OCA and the decision on first shipment's next location (ie Archives or LSA or withdrawal).
Amy Martin, Bob Kehner, Christine Moulen, and Beverly Turner met on January 30th to discuss end processing on digitization projects. This meeting is to be expanded to include Archives.
Carl Jones has uploaded a few of Sloan Working Papers in DSpace test to begin the QC of the crosswalk from Internet Archive to DSpace.
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Shipment #2 is almost complete at the OCA. OCA has requested that they keep the second shipment until we have another project ready for them to scan to minimize shipping. Not sure if this is plausible but am investigating.
Carl Jones have figured out how to batch retrieve files from the OCA! The pdfs that Document Services needs to use for quality control are available on the R Drive (DSpace Images - OCA folder).
***Question about the collection in DSpace - how will we organize the volumes that were bound together. OCA has scanned compiled them as one pdf and one location on the internet archive however there could be 5 volumes. Should Document Services separate these pdfs?
Do we remove the blank pages from the pdfs?
Beverly, Nov. 6th
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Shipment #2 was picked up this morning. Shipment #1 has returned. We will inspect the volumes and roll them over to Document Services.
Ann Marie & Nicole, Sept 19
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Shipment #2 (798 items) is wrapped and ready to be picked up.
Ann Marie, Sept 9
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Running total of time spent on second batch:
** 4.5 hours to prep 796 volumes (about 20 seconds per item) = includes a quick flip through the pages, erasing marks, removing foreign objects, and reconciling the barcodes with the picklist. We removed 7 bookmarks, loosened pages that were stuck together (mostly by commerical binder's glue) on 9 volumes, and erased a total of 148 pages in 15 volumes. 15 items were misordered on the truck; 3 items were on the truck but not on the picklist, and 2 items were on the picklist but not on the truck.
** Approximately 1.25 hours spent on administrative stuff = email, phone calls, updating wiki, etc.
** Approximately 1 more hour on resolving picklist problems, finalizing & printing picklist, and wrapping trucks.
Ann Marie, Sept 5
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First batch will be dropped off and second batch will be picked up on Monday, 9/15. The second batch fills just over 3 WB Meyer booktrucks. We have decided to leave the rest of the 4th truck empty.
These two items are on the picklist but not on the truck:
#745-74, barcode 39080000704491
#3322-91, barcode 39080007586552
These three items were on the truck but not on the picklist:
#749-74, barcode 39080032090778
#3422-92, barcode 39080007190884
#3485-92, barcode 39080028798350
Ann Marie, Sept. 5
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Posted an initial picklist file for the second shipment.
Beverly & Christine 8/27
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Clarifications: what is Comstock, and what's included in the different categories in the Sloan All spreadsheet?
Comstock is Document Services' server they use to stage and store scanned files. It's accessible from the Windows R drive.
They tend to keep the old stuff too, so I think the papers the Libraries scanned that are in DSpace are also listed under Comstock. But there are several that either weren't cataloged yet at the time of the batch ingest to DSpace (so they had no metadata) or were scanned after that batch and another batch was never done. So some are scanned and on Comstock, but not in DSpace.
In the "Sloan All" spreadsheet, everything I could find in Barton for this series is listed as Barton. That includes most of the Comstock scans, and a lot of what's in DSpace, as well as those that were never scanned.
There are things in DSpace that are not in Barton. At some point (2004 or 2005?) Sloan started publishing digitally, directly into DSpace and/or other online systems, and those newer papers have not been cataloged in Barton.
If you're having trouble figuring out the status of a particular paper, I'd be glad to take another look. There could certainly be a flaw in my }}{{{}logic somewhere.
Christine 8/26/08
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The first shipment was picked up this morning. Four more empty book trucks were dropped off.
It took Preservation Services 12.5 hours to prep this shipment. That included a quick flip through the pages, removing foreign objects, tipping in loose pages, inserting paper flags between bound-together papers, replacing some of the flags later with "Do not scan" flags, reconciling the picklist to make sure its order matched the order of the items on the truck, and shrink wrapping the trucks. I would add another hour for updating the wiki, emails, and phone calls, for a total of 13.5 hours.
Lessons learned:
- It is worth flipping through each book. We found 1 pencil, 11 bookmarks, 5 slips of paper, and 6 paperclips. Most of these items would not have interfered with capturing the page content; however, the book marks and paper slips could be mistaken for flags separating items that should be scanned separately. We also found 4 detached pages that we tipped into place. and we refolded some damaged fold-outs.
- Bound-together volumes take time to prep. Sometimes it isn't easy to find where one paper ends and another begins. Individual items can be prepped in half the time.
- It is important to thoroughly check the picklist. The picklist didn't order the volumes in exactly the same way a person would, especially where revised papers were involved. For example (and this is a made-up example from my memory), a person would assume that 501-83 would be followed by 501-83 1984 which would be followed by 501-83 1990, but the picklist would have them in a different order, perhaps with 501-83 following the other two.
- Shrink wrapping the truck is strenuous. It requires moving in a crouch and handling a heavy roll of wrap. This time we used a 1000-foot roll of wrap. Next time we'll order a 500-foot roll, which will weigh less, to see if it is easier to handle.
- The WB Meyer book trucks hold more than our regular library book trucks. Four of Dewey's trucks equaled about 3.25 Meyer trucks.
Ann Marie, August 21
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I've added picklist 1c, which are the extra papers added to the first shipment. Ann Marie can add this to her working list, and renumber appropriately.
Christine, August 20.
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Beverly called Paul at OCA -- he said we could omit parts of the bound-together volumes if we didn't want them scanned. I tried inserting a "Do Not Scan" flag in place of the generic white flag, and it works well. This means that we can continue to use the original picklist.
Beverly has scheduled a pick-up for Thursday 8/21.
Ann Marie, August 19
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It looks like certain papers from these bound-together volumes were already scanned and are in DSpace. That's why they were excluded.
And I don't think Barton knows these are bound-together volumes, so I'm not sure of a good way to automatically include them.
Now what?
An idea: scan the barcodes of the missing volumes into the spreadsheet - in order. From the list of barcodes, I can re-run the picklist query and get all the other data.
Christine, August 15.
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Delivery/pick up information: A driver arrived this afternoon to pick up our carts. I told him that we never received confirmation of a Friday pickup and in fact had cancelled our Friday request and asked for Monday instead. He said he had come to campus on Thursday as well. I spoke to Beverly about this. It seems OCA or WB Meyer is not communicating well with the freight company, or with us. After discovering the problems with the picklist (see below) I asked Beverly to cancel all pick ups until we are absolutely sure the shipment is ready to go.
Picklist problems: I am checking the order of the books/barcodes with the order of the picklist. I found 7 volumes on Truck #1 that had barcodes omitted from the picklist. I entered these manually into the picklist. I plan to reorder the "Book order" column when the picklist is complete. My revised version of the picklist (still a working copy) is saved on the wiki as 1b.
On Truck #2 I found 36 volumes with 1-5 missing barcodes each. (I haven't reached the end of the truck yet, so there may be more.) I manually entered the barcodes missing from 6 of these volumes, then realized that there were too many missing to make manual entry a reasonable solution. I then started deleting the volumes that had problems from the picklist. After deleting 30, I realized I was liable to eliminate everything, so I stopped and conferred with Beverly and Bob.
I will contact Christine to see how she generated the picklist. It seems to have missed quite a few records.
Ann Marie, August 15
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Preservation has finished prepping the first batch of books. We have two empty shelves remaining on the Meyer book trucks, and Bob has arranged with Delivery Services to send over approximately 79" worth of additional books. Bob will let Christine know which items should be added to the picklist.
I have updated the master shelf-list with preservation notes -- things that we noticed as we prepped the books that Document Services may want to look at more carefully during QC.
Ann Marie, August 13
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Attached a picklist for the first shipment. It needs to have the first column rotated, and any other adjustments needed as you're preparing the truck.
Christine, August 12.
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Excerpt from email from Bob Kehner:
Our student is packing up the first four book trucks of Sloan working papers this afternoon in preparation for sending them out for digitization. Delivery Services will pick up the boxes at Dewey and deliver them to Preservation Services, possibly on Friday, although I'm still waiting for confirmation on date and time. The four book trucks got us up as far as no. 1499-83 and fill 27 Paige boxes. That's about 1,200 papers, with another 1,000 to go in a second round. The thickness of the binding is a major factor limiting how much will fit on a truck, almost doubling the size of each paper. We've noted on the spreadsheet which numbers were not on the shelf, and I'll upload the updated spreadsheet back to the wiki so there'll be a record of which papers Dewey sent.
Ann Marie, August 7
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The papers are ready to be shipped for digitization. OCA will take four carts at a time. When the work is returned, Doc Services will check it for quality control. The group discussed whether to keep duplicate paper copies of MIT material once it has been digitized. Until the question is decided, duplicate copies will be sent to the LSA.
Dewey selected the Sloan Working Papers as a Dome project because it is their most important series, is OCA friendly, and it contains no color and no photographs. But the difficulties Bob encountered have implications for our more general understanding of workflows. Bob described in detail the difficulties involved in establishing an accurate list of all the Sloan Working Papers. The process is complicated by the sheer number of papers (roughly 5000), the fact that numbers were skipped, that papers were issued in multiple versions (sometimes with the same number) and in multiple series. In many cases we don't have all the versions. Sloan Working Papers include series issued by ten different centers that assigned their own series numbers as well as Sloan Working Paper numbers. Bob found numerous errors and inconsistencies in the Barton records. Because these records are providing the metadata for the collection, cataloging has been involved in correcting records. In some cases Bob has had to look at the actual pieces in order to verify which version(s) we have. Dewey has spent many hours on the project and cataloging has also contributed significant time. This suggests that we may need to reconsider what constitutes an ostensibly simple straight forward-project. Or, we might reconcile ourselves to a more quick and dirty process.
Update on July 22, 2008 at DSG meeting
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Attached a new version of the shelf list for Dewey, after some cleanup work from Bob.
Christine, July 9.
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I have attached a shelf pull list for Dewey. Please see attachments for this page.
The spreadsheet includes the Dewey items from the sloan-all spreadsheet also attached to this page. All records that are already in Dspace or scanned on Comstock were excluded.
The list should be in a decent call number order (except possibly the last few at the end, where the Barton record was classed with another series, but contained a Sloan Working Paper reference.)
Column A in the spreadsheet is meant to be an indicator of the order items are being placed on the book truck. It is important that items on the book truck remain in this order, or else someone will have to re-scan all the barcodes in order to prepare the pick list for OCA. It's OK to skip an item, just don't scan its barcode into the spreadsheet. But if that skipped item is later added to the truck, put it in the order indicated by the spreadsheet.
There are some apparent duplicate items in the spreadsheet. This may be something Bob wants to review, and choose one to include in the shipment. Just exclude the barcode from the spreadsheet for the copy that is not being sent.
If any additional information would help the process, please let me know.
Christine, June 10, 2008