SODA WORKFLOW OVERVIEW

1. Selector Actions and Decisions.

• Pulls item from the SOU Library Government Publications collections.
• Checks out the document to SODA.
• Determines if the document is not in the public domain and contacts author/researcher for permission to mount in SODA.
• Writes process instructions
• Sheet feed or flat bed scan
• Special Instructions
• Blank page – keep or discard
• Maps to be scanned now
• Maps to be scanned later
• Includes important ms. Needing to be typed in
• Scan color images or scan them in gray scale
• Rebind the original or not
• Number of copies to print and bind
• Selector delivers documents to scan to Digitization Assistant

2. Item is prepared for scanning

• If item is to be guillotined, item is sent to campus Duplicating to be guillotined.
• If the document can be taken apart by hand, the student performs this function and removes the magnetic strip.
• If item is not to be guillotined or taken apart, it is placed on shelf for flatbed scanning.

3. Item is scanned (InputAccel software)

• Scan item at 300 bpi. Occasionally scan at 240 bpi for black and white pictures.
• Initial quality control is performed as the scanned document is viewed.

For example, pages may be too dark. This and other problems are corrected.

4. Run Image Enhancement module (InputAccel software) on scanned file.

• This software removes ‘noise’, despeckles, and performs a variety of other enhancements as selected to the scanned document. Image enhancement improves the image for the OCR software, Prime Recognition.
• After Image Enhancement is completed, TIF files are created.

5. Run Quality Control module (InputAccel) as required.

• Digitization assistant may have detected problems as the digital file went through Image Enhancement and as a result sends the file through the Quality Control module. In this module, the pages are flagged for rescan.

• If pages are flagged for rescan, digitization assistant runs the Rescan Module (InputAccel), in which only flagged pages are highlighted and rescanned.

• Once rescan is completed, digitization assistant runs the Image Enhancement module (InputAccel) for newly scanned pages.

6. Run Prime Recognition OCR software.

• The OCR software outputs a pdf file.

Note: The OCR software can also be run after the Indexing step or after the Image Export step.

The pdf file is first saved on the Soda\awload drive. Overnight, the system automatically uploads the pdf file onto Soda\data, which makes files appear in the ArchivalWare database. Uploading can also be performed manually by logging into the server directly and running ‘awimport.’

7. Run Index module (InputAccel)

• The title and author of the scanned document is entered and the Index module performs brief indexing on this data.

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

8. Run Index Export module (InputAccel)

This module creates txt file for the scanned item and saves the file onto Soda\awload. Overnight, the system automatically uploads the txt file onto Soda\data, which makes 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 ‘awindex.’

9. Run Image Export module (InputAccel).

Saves TIF images into the soda\awload\tif drive.

10. Review pdf document in Adobe Acrobat.

• Perform additional quality control.
• Create Bookmarks for the Contents of the document.

11. Print archival copy

• Print one copy on acid-free paper.
• Print two copies for heavily used items.

12. Update Printing and Scanning Log

Note anomalies and troubleshooting comments.

13. Catalog item

Enter metadata (Archivalware software) utilizing cataloging data in the SOU Library Online Catalog.

14. Send print copy and orginal document to binder.

7/26/02

TLM & TP