Digitization Project

Fields not mentioned in this document should be left blank.

Authors

Should be filled in with the name of the writer of the letter.

Title

This would follow the format: Letter, (writer) to (recipient), (date in Month, day, year format)

Publisher

Leave this blank. The metadata template will fill this in with the information:

"Washington and Lee Special Collections"

Date of Issue

This should be filled in with the date the letter was written.

Type

Set to "other"

Language

English (united states)

Hit the "next button

Subject Keywords

This will contain zero to an unlimited number of key phrases or words that describe important concepts in the letter. These phrases are not part of a formal subject classification system. They are selected by our volunteer and expanded and vetted by our historian.

Description

This field will contain a one to three sentence description of the letter created by our volunteer and vetted by our historian.

Here is how documents get scanned and loaded into Dspace:

* Jean Scans the documents according to scanning guidelines we've established (they are posted to this blog). All fils-transcripts, and image files, use the same naming convention:

(authors last name)-(type)-(month)-(day)-(year)

"type" is:

tr = transcript

ar = archival tiff

ds = display jpg

So for example:

Barclay-tr-January-17-1862.txt

Is a typical filename for a transcript.

* As they are available, Jean loads the documents into dspace at the following URL: http://dspace.nitle.org/handle/10090/1065. She makes a "first pass" at filling out the metadata using the guidelines posted on this blog. Each submission will contain three files: An archival tiff, a display jpeg, and a transcript file in text format.

* Once submitted, the item goes through an accept/reject step, which Kyle is responsible for. Primarily, this is so that the filenames and types can be checked to make sure all the requisite files are present and uncorrupted.

* The submission then goes to Holt so that the metadata can be checked and expanded. Specifically, his responsibility is to expand the description and subject keyword fields.

* Once Holt has done this, the submission goes to Vaughan for a final metadata check. when he is satisfied, it goes into the public archive.