Location on the SAN:
R:\DSpace Images\Kepes-Lynch - deleted 3/11/09 by BT
Naming convention for files
Use: KL_000001_001_sv.TIFF
KL_000001_001_tr.pdf
KL_000001_001_org.pdf
<Project Prefix><six digit item unique ID number><item image #>_<version/derivative type>.<file extension>
Metadata
Administrative:
- Rights mgt/ usage/copyright
- Provenance
- Collection Location (Rotch, Archives)
- Folder/Box Names
Descriptive:
- Title
- Creator
- Dates
- Location (content, item, geospatial coordinates)
- Subject/keywords
- Descriptions
- Type (worktype)
- Physical Description
- Collection Name
- Relation
Estimated total space needed for electronic files = 105.5 GB
Individual pages to digitize 1,204
...
Maps that are 9 x 11.75 15
Wiki Markup
- Documents and drawings on tracing paper are brittle and fragile, need special handling, possible conservation or mylar encapsulation
- Documents on newsprint/arithmetic paper are fragile
- Many pages are stapled (part of a whole) and staples may need to be removed
- To preserve the original order of the collection, suggest putting each document in manila folder as it's pulled from the collection for scanning, for ease of managing workflow
1. carbon on white copying paper (thin tissue)
2. typewriter on white copying paper (thin tissue)
3. carbon on yellow onionskin (thin tissue)
4. typewriter on yellow bond
5. typewriter on white bond
6. handwriting blue/black pen on lined paper (bond)
7. colored pencil (multiple colors) on tracing paper (drawings/maps)
8. black ink on tracing paper (drawings/maps 8 1/2 x 11)
9. pencil on newsprint ("arithmetic" paper)
10. mimeograph on bond
Names appearing in documents (not study participants) - see file attached to this page
Preparing Archives materials for vendor (written by Mikki Simon):
Consult filemaker file MC208KL to determine which documents will be sent out for digitization.
Each document will be foldered separately. Staples and paperclips will be removed.
The following will be written on the front of the folder:
1. Unique document number
2. # of sides to be digitized
3. Any special instructions for person digitizing the materials
When a document is removed from the collection it will be replaced with a document information page that will include the document number, document title, and page numbers. This page will be printed from the MC208KL Filemaker database.
At this time a photocopy will be made of each document. The photocopies will be kept in order and batched according to the folder that houses the original document.
The individually foldered document will then be reboxed into a numbered manuscript box. In each record carton will be an inventory listing of the documents inside.
In MC208KL note the new box number.
Record the date physical possession of the documents transfers to the vendor.
When materials are returned:
Check each record carton to be sure that the folders match the folder listing.
Match each document folder, using the document number, with a document information page.
Place the documents back in their original order in their original folders.
In MC208KL record when each document returns from the vendor, and when each document has been relocated back to its original folder and box.
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[1] Per consultation with Nancy Schrock, phrase as "copy process on support type" and use Rizenthaler, Mary Lynn, Preserving Archives & Manuscripts, pages 28-38 as Wiki Markup