In house digital reproduction workflow (legacy) - smith-special-collections/sc-documentation GitHub Wiki
LEGACY PROCESS, FOR REFERENCE ONLY
Scope
This workflow applies to the reproduction of Special Collections materials in formats that can be done in-house. The following reproduction services are provided in-house:
- Scanning or overhead photography of manuscript and archival materials, rare books, and photographic materials
- Most AV media formats: VHS tapes, miniDV tapes, audio cassettes, DVDs, audio CDs, LP records (12” only)
Other formats must be outsourced to a vendor. Mass digitization projects may also be outsourced. See separate Outsourced Digital Reproduction Workflow for more information.
For information on reproduction policies and fees, see the "Services" section on the Special Collections website.
Workflow
(See a visualization of the workflow)
ORDER IS RECEIVED AND PREPARED
(Detailed instructions are available here)
| Activity | Who |
|---|---|
| 1. An order is received via email, phone or an in-house request by a patron in the Reading Room using an order form. Orders may also be submitted by staff, for the collection. | Patron, or Staff |
| 2. For In-house orders: the order is reviewed for accuracy: flagged materials are checked against the order form. | Reference staff |
| For distance orders: boxes are pulled and requested items are flagged. | Research Services Archivist (other staff may sometimes do all or some of these steps |
| 3. If all items requested are already digital, and do not require re-digitizing, skip to Asset Delivery. | Research Services Archivist |
| 4. If items are born-digital, give order to Digital Preservation Archivist (see Born-digital access) | Research Services Archivist |
| 5. A determination is made re: whether materials can be digitized in-house or need to be outsourced to a vendor. If the latter, see Outsourced Digital Reproduction workflow (draft). | Research Services Archivist |
| 6. An order form is created in the InMagic Orders Database. | Research Services Archivist |
| 7. A Trello card is created in the In-house Digital Reproduction Trello board. | Research Services Archivist |
| 8. A metadata record is created or updated and filenames are assigned (see Special Collections Filenaming Convention) | Research Services Archivist |
| 9. A Scanning Order Form is created in Google Drive and attached to Trello card. | Research Services Archivist |
| 10. Boxes are prepped and sent to Digital Studio following the West St-Digital Studio workflow. Note: items should not be pulled from their boxes but flagged in place; the whole box is sent to Digital Production. | Research Services Archivist |
| 11. Trello card is moved to “Digital Production” (Digital Production staff and Administrative Assistant receive alerts). | Research Services Archivist |
INVOICING
(Detailed instructions available here)
| Activity | Who |
|---|---|
| 1. An invoice is prepared and sent to the patron. | Administrative Assistant |
| 2. Once sent, the “Send Invoice” task is checked off on the Trello card. | Administrative Assistant |
DIGITAL PRODUCTION
| Activity | Who |
|---|---|
| 1. Digital production is completed. | Digital Production staff |
| 2. Filenames are assigned to the assets to match those listed in the scanning form (see Special Collections Filenaming Convention) | Digital Production staff |
| 3. Derivatives are created for all audiovisual files. Derivatives are created for still images only if requested by patron. | Digital Production staff |
| 4. DPI of digitized items, and any additional notes regarding the assets are recorded in the blue fields of the Scanning Order Form. | Digital Production staff |
| 5. The Digital file location should be entered on the form if different from the standard (for example, in a special project folder in LibStaging). | Digital Production staff |
| 6. Assets are saved to a local drive for quality control. | Digital Production staff |
| 7. The Trello card is moved to “Asset QC and LibStaging Ingest” (Library Technology Services Specialist is alerted). | Digital Production staff |
| 8. Quality control is completed for the digital assets. | Library Technology Services Specialist |
| 9. Assets are uploaded to LibStaging in a folder, named for the order number and patron requesting the items (to match the title on Trello card), example: \2341_Santino | Library Technology Services Specialist |
| 10. After ingest, the order card is moved to “Digital Production Completed” (Administrative Assistant is alerted). | Library Technology Services Specialist |
ASSET DELIVERY
| Activity | Who |
|---|---|
| 1. Trello card is moved to “Order Delivery.” | Administrative Assistant |
| 2. Administrative Assistant confirms whether invoice has been paid. If so, | Administrative Assistant |
| 3. A Use letter or permission contract is prepared | Administrative Assistant |
| 4. Digital asset(s) are uploaded to Google Drive or Dropbox for delivery, along with use letter or contract. | Administrative Assistant |
| 5. Trello card is moved to “Remove from Dropbox.” | Administrative Assistant |
| 6. Assets are removed from Dropbox/Drive after 1 month (unless extension has been requested by patron). | Administrative Assistant |
| 7. Trello card is moved to “Ingest to LibPres” (Digital Preservation Archivist is alerted). | Administrative Assistant |
PRESERVATION
| Activity | Who |
|---|---|
| 1. Digital filesreside in LibStaging until they are backed up to LibPres. Access files (for AV only) are backed up to LibAccess. | Digital Preservation Archivist |
| 2. Database records (ArchivesSpace or Inmagic) is updated with final location of digital files. | Digital Preservation Archivist |
| 3. Files are deleted from LibStaging | Digital Preservation Archivist |
| 4. Trello card is moved to “Completed” | Digital Preservation Archivist |