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
# of pages that are handwritten 378 (31%)
# of pages with annotations 323 (27%)
# of pages with names 297 (25%)
Individual maps to digitize 62
That gives us a total of 1,266 individual pages/maps. There are a couple of caveats that we'll need to discuss:
Individual pages to digitize: This number could decrease to 1,082 depending on what we decide to digitize for the interviews (street, pre-walk, walk, post-walk). There are 331 pages of interviews.
However, there are duplicate copies for most - one without annotations and one with annotations (we're calling it Lynch Key for now). We can either digitize both copies or only digitize the copy with the Lynch Key. If we decide on digitizing only the Lynch Key version, the total number of pages for the project decreases to 1,082.
# of pages with annotations: Of the 323 pages with annotations, 209 pages are the Lynch Key. That leaves 114 pages with various annotations. A majority of the remaining 114 pages have various edits throughout the page (1-2 edits per page, or some words are circled or underlined). We would need to decide if we wanted to include obvious editing in the transcripts, and if yes, how we will handle that. There are some pages that have definite margin notes (39) that would require more work. There are also 16 pages that have small hand-drawn maps in the margins.
# of pages with names: Of the 297 pages with names, 181 pages are from the interviews. In those pages, the name appears at the top of the sheet (on the first one for some, on all for others). The name can take the form of A) Last name only, B) First name and Last initial, C) Title and Last Name, D) First Initial and Last Name or E) First and Last Name
(4 instances). The other pages (116) also have usually one name on the page, with the exception of a few documents.
There are also a few documents with rights issues, such as the Urban Form Notes, which contains an interview with John Cage, Andreas Feininger and James T. Farrell.
The number of individual maps to digitize is greater because Mikki pulled out all of the maps that appear throughout the documents that we wanted to digitize. Map is also not the best name, since most of them are rough line drawings that "map" something out. This is a rough breakdown of their size by longest side:
Maps with long side 14" and under 3
Maps with long side 17" and under 7
Maps with long side 19" and under 6
Maps with long side 21" and under 6
Maps with long side 28" and under 4
Maps that are 8.5 x 11 21
Maps that are 9 x 11.75 15
Preservation/condition of document pages[1]
- 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.
[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 reference.