Summary

• Validate all required fields are populated

• Validate standard syntax is used

• General Typography

• Validate digital files follow internal guidelines

Check list

1) Required fields:

• dc.date.issued = numeric values only, follows ISO standard ( e.g. YYYY or YYYY-MM or YYYY-MM-DD)

• dc.date.digital = YYYY

• dc.digitization.specifications : includes statement about masters

• dc.subject = Term matches Dspace collection (values: Events, Key Documents, People, Places, Sports)

• dc.subject.lcsh = Rice University -- History (Boilerplate)

• dc.publisher = Rice University (Boilerplate)

• dc.rights = only 3/4 common statements (ensure no license.txt was uploaded - use curation task tool)

• dc.rights.uri = link only

• dc.source.collection = includes location of physical item in archive

• dc.identifier.digital = wrc# ( check there are no duplicate values)

• dc.type.dcmi = DCMI terms are capitalized and use singular form (Text, Image, etc)

• dc.type.genre = AAT terms, generally not capitalized and use plural form

tip: xls pivot table / counta() formula

2) Non-required fields

• dc.language.iso = 3 character code for text-based resources. Do not use for resources which are solely images.

• dc.date.original = textual note or long version of date (do not use acronyms eg. “circa” instead of “ca”). if numeric date is used (eg. 11/5/2012) move to dc.date.issued and convert to ISO std.

• Review any non-AP fields to ensure follows general IR application profile [not very likely scenario but just in case..] eg if dc.relation, should use qualifier such as dc.relation.isPartof? ; no depreciated usage eg if dc.creator.author should be dc.contributor.author

3) confirm logic of dc.type.genre to dc.type.dcmi and investigate any that do not align

Future possibility: also compare to bitstream format

example:

(a) May use DSpace curation task tool (eg compare count of format bistreams to dc.type)

➨ Important validation step for long term preservation activities

4) General typography checks

• no periods at end of titles, names, subjects

• expand non-common abbreviations (check in description, source, relation fields)

• spell check textual fields (eg description, source, relation, subjects)

• no urls except for rights.uri, relation links to other DSpace items, or finding aids

Digital files

1. Confirm masters has been ingested for all items.

2. For items with no master files, confirm this is documented in dc.digitization.specifications as a separate value (double pipe ||)

3. Confirm folder location of digital files on the server matches workflow status (e.g. if item is online, files should be in “Final” folder)

4. Verify file types follow IR supported formats - send in notice to DSS of any new formats for inclusion in the file format registry

5. Verify metadata has been embedded in all files (*.tif, *.jp2, *.jpg)

6. Confirm best practices in file naming have been applied (e.g. WRC designated number, no spaces or special characters, if multiple files per object confirm consistent suffix numbering)

7. Confirm no duplicate WRC numbers (these should be unique)

8. Verify masters and derivatives are scanned at project specs (ppi, uncompressed for tiffs, color profiles,etc) or at IR standards

9. Confirm proper file type per content type was used (see item#3 under Checklist section above)

STEPS for digital files QC

A) Run Curation task: count masters

use as baseline to confirm only uploading new masters.

B) run exiftool -csv command on files

Exiftdata Checklist

• uncompressed

• no odd color profiles

• filenames

• resolution >300ppi (if lower, maybe due to source material such as grayscale images. this should be documented in digi.specs)

• mimetype

• embedded descriptive metadata (if none in TIFF, likely need to recreate jpegs)

related guides: Using exiftool for the QC process

C) Export Dspace Metadata

Metadata Checklist

• Digi specs matches technical specs (resolution, color, format)