Contents
General Information
Collection Scope
The Rice University Commencement Programs document Rice’s scholarly activities from the first graduating class in 1916 to the present. The programs and in some cases their accompanying documents detail trends in our history such as numbers and varieties of degrees granted. In more recent decades, names of graduates and dissertation titles are given.
Planning Documentation
Digitization Plan Checklist - commence
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Workflow
Project Activities: Prepare > Scan > QC images > Create access copy > Prepare Metadata >Place online
Material preparation
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Archivists select and flag materials for scanning from archival folders
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Assign digital identifier number WRC file name conventions
- Update Tracker / Basic Metadata worksheet with identifier, initial title, source folder -- Google worksheet
- Transfer physical materials to Technical Services group --
Original items will then be stored in a project box marked “Commencement Project ready for scanning”
Scanning, digital file creation & QC
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Tech Services staff will access the “Commencement Project ready for scanning” box and begin scanning (see scanning workflow)
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Scan Tiff images per FlatBed scanner guidelines
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Save scanned Tiffs files in folder on Fonlibstor/Commence/Images/Fonscan-- Project Server Guidelines
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Update Tracker worksheet for scanning activity (who, when, notes) -- Google worksheet
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Perform QC checks on RAW images (see Checklist for Quality Controls)
- Use Adobe Bridge to perform QC: see Adobe Bridge guidelines | Imaging QC Workflow
- Raw TIFF files will be QC’d by a different Tech Services staff member, looking for quality (adherence to specs), completeness and consistency.
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if QC requires re-scan, repeat above steps
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If Imaging QC is okay, then transfer tiff files from Raw folder (on Fonlibstor/Commence/Images/) to Masters folder
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Convert masters to derivatives
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Text based QC’d TIFFs will then be made into PDF’s (PDF/A-1b) and OCR’d -- see PDF/A Guidelines
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Images (rare cases) will be made from TIFFs to JP2 -- see JPEG2000 derivatives
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Save PDFs and JP2 files to Derivatives folder (on Fonlibstor/Commence/Images/Derivatives), no object folder is required
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Original materials should then be moved to a box marked “Commencement Project Ready for Metadata”
Metadata creation and DSpace ingest
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Create DSpace record: upload access files and create metadata per guidelines, using custom DSpace submission workflow to process.
- Metadata review performed by Jenn Miller (Amanda Focke as backup) before the items are officially published on DSpace production server.
- Original materials will then go in a box marked “Commencement Project complete and ready for refiling”
- WRC staff will refile materials and update their central WRC spreadsheet with the URLs of the items.
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Project Evaluation Criteria
Milestones of completeness / Methods of PR
- Items are complete once they are online in DSpace, since the QC steps take place before that point in time.
- As each decade is completed, we will share updates with the community (fonlibstor, Woodson blog, Fondren facebook & twitter, hopefully on Rice Centennial sites).
- At the end of the overall project, master files on fonlibstor/commencement will be moved to isilon.
Post project review - coming
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List of digitization guidelines
Scanning and File Creation
Metadata
Other information
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