Digital Library Center - University of Florida Smathers Libraries

Digital Library Center, Processing Steps

1. Add Item to Digital Library Tracking Database

Acquire actual item
Take it to Nelda and have her add it, or, add it by opening Tracking Database and right-clicking on an item in the same project. Add the item information, including the OCLC and Aleph numbers (can be found in UF library catalog by clicking on MARC tags).
Items can also be imported from a spreadsheet using the templates (for archives and slides).

2. Scan Item

Follow scanning instructions based on scanner.

High-speed scanner: use for materials that can are cut up and not brittle (so they don't leave dust and gunk up the scanner). To have an item cut, see Nelda.
Flat-bed scanner: use for short books (under 40 pages) that can't be cut, single pages (like single postcards and letters) and missing pages
Copibook: see manual beside the copibooks, and see Will, Traveller, Lourdes, or another person to check setup. (See Copibook help.)
Big camera: for oversized items that won't fit on the Copibook, see Randall.

3. Pre-QC

Run the Pre-QC program by clicking on the icon on the desktop. This makes all of the jpgs, jpg2s, and QC-ready images so it can take a long while depending on the number of files being Pre-QC'd. If you have a lot of files, it's best to do it when the computer isn't in use (set it up before going home, or for smaller files before going to lunch).

4. QC

See Jen or Will, or, open the file in the QC application and go through the process of labeling each section, cover, or whatnot, labeling multiple divisions on the page, labeling the page numbers, and so forth.
If there are any errors, note those and return the drive to scanning or scan/rescan the pages.
If there are no errors, the files go to OCR.

5. OCR

Give the drive to Matt or take the drive to the OCR machines and plug them in. Run the OCR program.

6. METS Updates

METS correction: After OCR, The METS files need to be corrected to edit out any errors and to ensure that the files are properly tagged. For details, see the online or printable serials guide and the record enhancement online or printable record enhancement guide.

7. GoUFDC

Click on the GoUFDC icon and launch the program. Choose to send METS only (to check first) or uncheck the box to send everything. In the window that pops up, browse to the right folder and send.
Once the files are sent, they also need to be checked to ensure proper loading on Step 10 below.

8. Loading to FDA

After loading to UFDC, open the GoUFDC application again and click on "FDA/DAITTS preparation" under FDA on the top menu bar. This prepares the files to be sent to FDA.
Once this completes, choose "FTP to FDA" and send the files to FDA in the same manner as for UFDC.
Successful loading of files to FDA is verified in the FDA ingest reports.

9. Burning CDs and Archiving:

Use DLC CD Manager, click Local Pack, then done. (this moves the files into the external drive "Burn folder" under a "CD" folder.
In Stomp:
- File: create new data disc (shift F3)
- Set speed: mid
- Volume label: change to CD label
- Drag and drop packed files into Stomp (but not CD folder, just the subfolders)
- Click burn (red dot), wait
- Label actual CD/DVD using markers on inside area of the disc (clear part)
File Sort: Open file sort application, click "Archive Now" and wait until it finishes

10. Check Files Online

Check the file online at UFDC. If the file does not show up by BIBID, but also does not give an error, then it likely means that the collection is not active, but the file is valid. Turn on the collection in the Collection Manager, use m=z to reset the cache, and then it should work.
Check the preloader logs to see if there were any issues or if the file needs to be resent via GoUFDC.
Check the serial hierarchy.

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