AMNH Field book scanning workflow and instructions, v.1

Transcription

1 AMNH Field book scanning workflow and instructions, v.1 June 2017, Compiled for the CLIR BHL Field Notes Project, KEM Contents General workflow... 2 Step 1: Create the MarcXml record... 2 Purpose... 2 Process... 2 Step 2: Retrieve and review material... 3 Purpose... 3 Process... 3 Step 3: Scan, process and review... 4 Purpose... 4 Process (Scribe)... 4 Process (Bookeye)... 6 Step 4: Final image check and return book Purpose Process Step 5: Update Library catalog record Purpose Process Step 6: Exporting PDF and adding to D-Space

2 General workflow 1) MARCXml file created from catalog record 2) Book is retrieved 3) Scanning and processing 4) QA and final upload 5) Book appears on Internet Archive, review scans 6) Book mined to BHL 7) Book returned 8) BHL assigns DOI 9) Catalog record is updated. Step 1: Create the MarcXml record (these instructions were paraphrased from existing directions provided by Diana Shih) Purpose This step converts the existing MARC record into xml so it can be read and ingested by other systems. At the end of this process you will have two files in the documents folder, an.out file and an.xml file. This step requires access and permissions for the Sierra and MarcEdit applications. If they are not downloaded to your workstation, ask for assistance. Process 1) In Sierra (this extracts the bibliographic metadata from the Library catalog s Marc record) a) Pull up the record by OCLC number. For field book projects, there will be a scanning spreadsheet with this or it can be copied from the OPAC. b) Verify that the record matches the book to be scanned. c) Copy the b number from the top left of the record close d) In function box (upper right hand drop-down menu) select Data Exchange e) Process select Output MARC records (out) f) Select Create (icon at top right) g) Name for the output file book s barcode h) Range paste copied b number for both Start and Stop i) Select Start (at bottom of screen) Close (top right hand of screen) j) When new screen comes up, find and highlight the new record Put PC icon (top right hand of screen) 2

3 k) Save the file. The default is (C:/Documents), but for the Field book project, we are saving to a designated file in the project folder. Note that this file will have an.out extension. i) M:\Special Collections\AMNH FIELD BOOK PROJECT\CLIR 3-Field book Digi\Scanning xml files 2) Open MarcEdit, select Marc Tools (this translates the.out file into xml format so it can be transferred to other systems) a) For Input file i) search for record in scanning xml files folder as noted above and click on it. ii) At bottom right of window, change Marc files to All files iii) Double click on the file name b) For Output file i) Keep location as is, will default to same location ii) In the Save as type box MARC21XML, MODS (*xml) Save iii) Functions MARC21=>MARCC21XML Execute Close Step 2: Retrieve and review material Purpose This step safely transports the physical documents from the Science departments to the Library for digitization. Be aware that this is a sensitive proceeding as material is being removed. It may be necessary to schedule an appointment for pickup (or returns). Consult a supervisor for assistance. Process 1) In Sierra, pull up the record using OCLC number. From the summary screen, click print. The printout should have the basic information about the record (title, author, call number) as well as the barcode and will act as a separation sheet. Stamp with the removed for digitization stamp. 2) Print a second copy to act as a flag in the book or folder. 3) In the scientific department, replace the book with the stamped separation sheet. Be cautious not to carry too heavy a load through the Museum and always use archival boxes for transport. If moving large boxes or numerous volumes, use a cart. 4) Before scanning, review the book for any foldouts, tears, other physical issues that will affect its scanning. 3

4 5) Determine which scanning system to use. The library has two primary book-scanning systems. Although they serve the same purpose, their capabilities differ. The choice will typically be clear, but always ask for help if needed. a) Bookeye: Offers more control and flexibility. It must be used for oversized items, anything with foldouts, and fragile items. It requires manual page editing (minimal-cropping and de-skewing) so it takes longer, but shows up online faster. b) Scribe: Much faster scanning, but post scan processing done offsite. This removes immedicontrol over what is cropped. Ideal for bound items with little marginalia. Step 3: Scan, process and review (as you progress, please keep track on the scanning worksheet (behind Kendra s desk and updated on M-Drive Special Collections 2015 Levy and BHL FIELD BOOK PROJECT CLIR 3-Field book Digi scanning_worksheet_fnp.xlsx) Purpose This step is the meat and potatoes of the project. Because we have two systems in use, there are two different procedures. They differ in both image creation and metadata application. Process (Scribe) There is a user manual at the Scribe workstation for reference, also see 1) Scanning a) Clean the scanner glasses with compressed air and cloth. b) Open the Scribe app (password in user manual) and follow the directions: To do the test shots (done at the start of every scanning session), place the book opened (with a page of text on both sides if the volume is one sided, just place any page with writing on the verso) on cradle. Adjust cradle width as needed to allow the volume to rest comfortably. Select New book on the Scribe portal, and scan the test pages. Flip if necessary. c) Place closed book on right hand side of the cradle. Scan cover. d) Pull up item record in the AMNH OPAC. Copy and paste author and title. Enter year and enter volume (just the number) if applicable. Select collection set fieldnotesclir2016. e) Remove book, open and replace on the cradle. Try to get the pages as flush to the glass as possible, using foam spacers as needed. Seek assistance when necessary. If the book needs to be removed to turn a page, put it back in as close a spot as possible. BE CAREFUL turning pages under the glass. 4

5 f) Continue scanning until end of book. Scan all pages including blanks, unless there are more than 10 blank pages. If there is an item tipped or laid into the volume, review with a supervisor before continuing. g) At end of book, remove book to close and shoot the back cover (place on left hand side). 2) Review scans a) Review the pages to ensure the whole image was captured and that no pages are missing. b) The only page metadata to be entered at this point is the cover and the title page. c) Once review is complete, return to library (queue) and select upload. i) Are your sure you want to do this?? Yes, you really want to do this. d) Then wait for volume to upload to Internet Archive entirely (usually takes about a week) e) Once they are completely up, perform QA on the scans to ensure that no excess cropping or other errors exist. If a correction is necessary, contact a supervisor who will reach out to the Tabletop scribe processing team (ttsprocessing@archive.org). 3) Record metadata (MARC record attachment instructions provided by ColinWoodward. For more detailed instructions on adding rights information see a) MarcXML. To add a MARC XML file to an existing item on archive.org i) Go the item page ii) Click on the "Edit" link, found to the left of the item's Title. iii) Choose "I want to change the files in my item." iv) In the "Manage your Directory Tree" panel, click on "Tree Root" v) Click "File" vi) Click "(+) Add..." vii) A file browser should popup; navigate to and open the MARC XML file. viii) It should use this naming convention {identifier}_marc.xml (e.g. nouvelleclassifi0000meig_marc.xml) ix) Click Upload x) A check mark will appear beside the file name when the upload is complete xi) click Update Item! xii) Click the start button. b) Rights and other metadata i) As above, go to the item page ii) Click on edit link 5

6 iii) Select I want to change the information iv) Make edits and additions. Rights information must be completed for all Scribe scanned books. (1) licenseurl: Choose license click No for first option, yes (sharing) for second, and international. This selects the creative common licensing appropriate for our material. (2) Delete text in box by notes: regarding no title page. (3) Under rights: paste in (4) Scroll to bottom of screen and hit add another field, in the first box enter possible-copyrightstatus, and the second enter In copyright. Digitized with the permission of the rights holder. (5) Select add another field again, in the first box enter rights-holder and the second American Museum of Natural History Library (6) Select Submit at bottom of the screen. Process (Bookeye) There is an online user manual for basic reference: 1) Scanning, editing and reviewing a) Open the Freeflow application. Select Manage item.' i) If returning to an existing project open ii) If starting a new book, select create new (1) Project: fieldbooks_[your initials] ex: fieldbooks_km (2) Object ID: barcode b) There are four main tabs in this program: Scan, Item management, metadata, and export. For now we do not use the metadata tab. i) Scan (1) Click scan tab. (2) Place book on scanner bed. Try to make the book as even as possible and center the gutter to align with the red lines. As always, be cautious with handling. Scans can be done flat or with the cradle in the v-position. Although it is often necessary to experiment with positions, typically covers are scanned flat and interior pages are scanned in the v-position. (3) Use books or other blocking material as necessary to present the appropriate angle for the cameras. For some books that do not easily lay open, we use a strip of mylar to hold down the page. (4) Scan settings are displayed in the bar on the lower left side of the screen. (a) For field books we are scanning 300 dpi color tiffs. 6

7 (5) Select Setup to adjust these settings and to select the cradle setting. (a) There are four cradle settings. We usually use book or flat. (i) Book-most often used, when book is spread on flat cradle or when in the v-shape. (ii) Flat-generally just used for the covers and any single sheet items (iii) V-mode-sometimes needed to get a good scan in the v-shape cradle. (iv) Folder- ignore (6) Determine if you should have automatic content recognition (framing). The program can automatically capture content in crop boxes. This is hit-or miss, and sometimes results in more work. Discuss with a supervisor. (i) Image treatment tab settings Automatically select content check/uncheck (7) Start scanning! The default scan insertion point is at the end of the series, so it is always best to scan consecutively. However, if a scan needs to be fit amongst previous scans, the left side bar has the option to delete, replace, or insert before or after a highlighted scan. (8) Continue until the end of the volume. ii) Editing: Good scans are clear with as consistent tone as possible, and no reflection from mylar strips. Loose sheets have a narrow border. Borders on bound books can vary, discuss with a supervisor. (1) Click Image treatment tab. (2) The icon ribbon is at top of window. Most commonly used functions are content clips (cropping), finger removal, and zoom. Once editing is complete, image treatment can be done. (3) Content clips: (a) Even if you have the program automatically capture content clips, you will need to adjust them. (b) Add a content clip by clicking and dragging around the text. (c) Adjust the borders to capture the desired image. (i) Blue lines adjust the borders. (ii) Green lines can be shifted to adjust the skew. (d) To remove a crop box, right click anywhere inside the box. (e) Because the books are viewed in double page spreads we try to make individual page scans as similar in size as possible. (4) Finger removal: You will occasionally need to gently hold down a corner of the page while scanning. To remove visible fingers in processing, simply drag the yellow box around the offending digit. 7

8 (5) Zoom: To view details of the images. (6) IT (image treatment): You can apply IT to individual images or all images at once. It is advised to edit images, apply IT to all images, then review and do single image IT as needed. iii) Review images (1) Click Export tab. Tip: once an image is highlighted, you can hit tab-->space to scroll to next image. (2) QA: If there are changes to be made, go back to scan or image treatment as needed. (3) It is generally necessary to go back and forth between the tabs. Remember that Image treatment must be performed on any changed images before exporting. (4) When completed, ask a supervisor to QA your work. iv) Export (1) While in the export tab screen, click Export, at which point a window will appear: (a) file name: {base path}\amnh_barcode\amnh_barcode-{sequenceid:0000}.file extension (b) Location: it will default save to the freeflow derivatives folder. (c) Format: ONLY check 300 dpi, 24-bit color TIFF (2) When the process is complete, the scans are now in the appropriate derivatives folder. 2) Record Metadata MACAW a) Macaw is the tool developed at the Smithsonian to collect and collate metadata and digital images for ingest into Internet Archive. It is used only when scanning on the Bookeye machines. For helpful detailed information see ( b) Log onto Macaw at i) username: amnhbhl/password UdNs5u7D c) When first entering a volume, select Create new (Enter manually, NOT from csv) i) Identifier: barcode ii) Check in copyright, permissions granted (to attribute creative commons) iii) Select AMNH Library from drop down for scanning institution. iv) Select AMNH Library from drop down for rights holder. (1) If the drop down menu does not appear for this or step iii) please select other and type American Museum of Natural History Library v) Enter CLIR for sponsor (all caps) vi) Enter year and volume (if applicable) 8

9 vii) Attach MarcXml file: on the right of the entry box, click on the icon which shows a lined piece of paper. Find the.xml in M:\Special Collections\AMNH FIELD BOOK PROJECT\CLIR 3-Field book Digi\Scanning xml files viii) Add collection tags. For this project, we are using four. Only one blank box is shown, you will need to add more lines. At the bottom of the screen there is an add row option, click that for each additional tag. For each enter "collection" in first box and the following in the second box: (1) fieldnotesclir2016 designates the CLIR 3 BHL field book project (2) biodiversity brings the record into BHL (3) americanmuseumnaturalhistory adds to the AMNH collection at Internet Archive (4) amnhfieldbooks using to specifically locate field books digitized at the AMNH. ix) Save x) Add image scans to Macaw record. (1) Select Add files. You can browse files to select OR drag and drop. They will be located on the workstation you used (a) C: Opuslite Derivatives [amnh_barcode] (b) Select all files. (2) Select Start upload. (3) When completed it will provide the option to edit page metadata. xi) Page metadata (1) Add page number and prefix (not if number is implied). (2) Year (3) Volume (if applicable) (4) Recto/verso (5) Page type-typically just cover, title page, text, illustration, map, blank or foldout. Can be more than one. (6) Hit save regularly. (7) Page metadata QA by a supervisor and any adjustments. (8) Review complete. 3) Final review a) Once the item has populated on Internet Archive you should do a quick check for quality assurance. 9

10 Step 4: Final image check and return book Purpose This is self-explanatory, but the books need to be returned to the appropriate Science Department. This is best done after the scans are completely live on Internet Archive and reviewed. Process 1) Make sure that any placeholders have been removed from the book and it is in a condition to return to storage. 2) Return the book to its appropriate location. Depending on the department, it may be necessary to make an appointment, check with a supervisor. 3) Remove the separation sheet. Step 5: Update Library catalog record Purpose This step increases accessibility and discoverability (kind of the whole point of the process). We are currently updating both the AMNH OPAC records as well as the Worldcat records with links to the digitized versions of the books. This is done only after the record has successfully uploaded on both Internet Archive and BHL AND been assigned a DOI on BHL. NOTE: If you are using the Dell laptop, there is a fields.txt file on the desktop with simple copy and paste text for this step. Process 1) Sierra a) Log on and search for record. Easiest way is to search by Worldcat number, available through the OPAC record OR the scanning worksheet. b) Click edit. c) Add 530 field (other version available) i) Place cursor at end of field above 545 field. ii) Hit enter, then the letter N. 10

11 iii) Enter 530, space, space, then add 'Also available online.' d) Add 500 note (crediting the CLIR grant for digitization) i) Place cursor at end of 500 Cataloged through a field ii) Hit enter, then the letter N. iii) Enter 500, space, space, then add 'Digitized through the 2016 CLIR Biodiversity Heritage Library Field Notes.' e) Add 856 field (URL for digital copy) i) Place cursor at the end of the 856 Click here to view. Field. ii) Hit enter, then the letter Y. iii) Enter 856, 4, 1, then add ' uhttp://dx.doi.org/ /bhl.title.xxxxxx zclick here for online version.' Notes: there are no spaces; the BHL title designation will change for each item. f) Save. 2) Worldcat a) Log on and search for record as above using Worldcat number. b) Select Action Lock record. c) Add 530 field (other version available) i) Place cursor at end of field above 545 field. ii) Hit enter. iii) Enter 530, space, space, then add 'Also available online.' d) Add 500 note (crediting the CLIR grant for digitization. i) Place cursor at end of 500 Cataloged through a field ii) Hit enter. iii) Enter 500, space, space, then add 'Digitized through the 2016 CLIR Biodiversity Heritage Library Field Notes.' e) Add 856 field (URL for digital copy) i) Place cursor at the end of the 856 Click here to view. Field. ii) Hit enter. iii) Enter 856, 4, 1, then add ' u z Click here for online version.' Notes: Hit Ctrl-D for indicator; the BHL title designation will change for each item f) Select Action Replace record. 11

12 Step 6: Exporting PDF and adding to D-Space Purpose The default downloadable pdf from IA is of a lesser quality. For field books and select other items we are generating higher quality versions. We are adding these to the Library s Digital Repository DSpace to create another access point. Process 1) Rendering better quality PDF. a) Log in to your IA account b) Go to item in IA c) Select "Edit" option and choose "change the information" (paint palette icon) d) Scroll down to "Add another field" option i) Add the field label betterpdf (case sensitive) ii) Add field value true (case sensitive) iii) Click submit e) From the confirmation screen, click the link to return to the item s page f) Select Manage (located under Edit ) i) NOTE: You can access the Manage page from the metadata editing page by clicking "You may also visit the Item Manager" at the top. g) Within first "Re-Derive" section, select the some radio button then enter *.pdf into the box and click derive h) New PDF will take a few minutes to process; check back on item in IA and if there is no indication that the item is still re-deriving the new PDF file is ready. To confirm, select "SHOW ALL" under "DOWNLOAD OPTIONS" to see the dates associated with the.pdf file 2) Adding file to DSpace a) From Internet Archive, download a pdf of the item. Save to desktop. b) Open up the AMNH OPAC catalog entry for the appropriate item. c) In another tab, access DSpace (AMNH OPAC Home screen Electronic resources AMNH Digital Repository) d) Log in (under My Account) 12

13 e) Locate and click on the appropriate collection. i) For field notes, we have created subcommunities within the scientific disciplines. (Ornithology, Mammalogy, Research Library) f) Click Submit a new item to this collection g) First and second describe pages i) Cut and paste data from the MARC record open in the other tab. Enter as much as appropriate. Note that for many fields (ex: author, subject) you can add to repeat fields. ii) Hit next to navigate forward on these pages. h) Upload screen. i) Choose file from location on desktop. i) Review screen i) Review and hit next j) License screen i) Check I grant the license ii) Click Complete submission. 13