For digital-born items.



1.         Check if the item has been OCRed. The text of the document can be highlighted, copied and pasted into word pad or word document. If the document appears as an image (text cannot be highlighted), then the item has to be scanned manually.


2.         The item is downloaded from the web site onto the Soda\awload drive under the batch name of year, month, date, last letter of the alphabet, and number 1 in order to be consistent with the rest of the items scanned manually.


For example, the item’s name would be 020725z1: 02 (year) 07 (July) 25 (date) z (last letter of the alphabet) 1.Because scanned documents start with the beginning of the alphabet, the end of the alphabet indicates that the file was downloaded from the web.   


3.         Some web documents have maps saved separately from the main item or the item is broken down into several parts. In this case, every part of the document is downloaded onto Soda\awload.


            The decision is made to either put different parts of the document together to create one complete item or to treat different parts as separate documents and digitize them separately.


            If the item is to be kept as a single document, different parts of the document are placed together into a single file in Adobe Acrobat Writer. Bookmarks are added and additional cleaning is performed.


4.         Instead of running the Index module, the text file is created manually, by typing in the title and author information in word pad and saving the file under the same name as the pdf file, but with different extension (020725z1.txt as opposed to 020725z1.pdf). The file is saved directly onto the Soda/awload.


The Digitization Asst. creates a tracking record in the Access database set up for SODA.


5.         Overnight, the system automatically uploads the pdf and txt file onto Soda\data, which makes the document, the title and the authors of the record appear in the ArchivalWare database. Uploading can also be performed manually by logging into the server directly and running ‘awimport’ and ‘awindex.’


6. Print archival copy

            Print one copy on acid-free paper if the Library has a hard copy in the collection.

            Print two copies if the Library does not own the item.


12.  Update Printing

            Note anomalies and troubleshooting comments.


13. Catalog item

            Enter metadata (Archivalware software) utilizing cataloging data in the SOU Library Online Catalog. If the Library does not own the item, complete cataloging is performed.


14. Send print copy.




T. Podolnaya