automated or nothing: large textual projects in
TRANSCRIPT
Automated or
Nothing Large Textual Projects in CONTENTdm
Gina Strack Utah State Archives
Seattle, Washington August 9, 2013
1
About Us
The purpose of the
State Archives is to
assist Utah
government agencies
in the efficient
management of their
records, to preserve
those records of
enduring value, and
to provide quality
access to public
information.
2
About the Digital Program
3
Senate Bill Files
2011
House of Representatives
Bill Files
2008
Death Certificates*
2007
Governor Leavitt’s Records
2006
One-time Appropriation
Microfilm Roll Scanner
CONTENTdm
2005
*not in CONTENTdm
Partnerships
4
DEFINE “LARGE” 5
Growth 2006-2013
0
200,000
400,000
600,000
800,000
1,000,000
1,200,000
2006 2007 2008 2009 2010 2011 2012 2013
CONTENTdm Indexes
6
7
One
Million
Items
Largest Collections
Public Access
8
159,789
141,781
76,948
54,848
36,091
15,085
13,021 8,163
1,696 1,371
Total Images Senate Bills
House of
Representatives BillsBirth Certificates
Board of Pardons
Death Certificates
Territorial Executive
PapersIndian War Service
AffidavitsUtah Constitutional
ConventionBrand Books
Executive
Reorganization
Largest Collections
Staff Access (Governors)
9
23,389
21,483
15,752
15,530
5,092
2,214
1,665
1,616
1,610
1,506 Total Images Governor Leavitt State
Olympic Office
Governor Leavitt Chief of
Staff Records
Governor Leavitt Programs
of the First Lady
Governor Leavitt
Newspaper Clippings
Governor Walker
Photographs
Governor Walker
Newspaper Clippings
Governor Leavitt Press
Releases
Governor Leavitt 2K2
Program Records
Governor Walker Executive
correspondence
Governor Leavitt
Photographs
DIGITAL PROJECT WORKFLOW 10
It Feels Like
“The natural condition is one of
insurmountable obstacles on the road to imminent disaster.”
“So what do we do?”
“Nothing. Strangely enough, it all turns out
well.”
“How?”
“I don't know.
It's a mystery.”
UL
A 2
013
11
UL
A 2
013
12
Project Planning
Propose Digital Project
• “Building Good Collections”
Discuss in monthly Team Meeting
• Processed?
• Public?
• Partner or vendor?
UL
A 2
013
13
Track
UL
A 2
013
14
UL
A 2
013
15
Best Practices
UL
A 2
013
16
archives.utah.gov/digital/best-practices.html
Digital Imaging
Dublin Core Metadata
Building Collections
USING CONTENTDM 17
I Still Miss Job Lists*
• Government records, like many archival materials,
must retain context to be both useful and retain
meaning
• Almost all digital objects = compound objects
*not really 18
Page 2 of a letter means little without Page 1 19
Directory Structure
20
Series Number and Title
tiff
Directory Name (matches “Caption” field in metadata)
seriesboxfolder_001.tif
seriesboxfolder_002.tif
seriesboxfolder_003.tif
Directory Name
Especially with “More Product Less Process” 21
Metadata
Container List
Identification and
Digitization Information
Digital Metadata
22
• EAD
• database
• inventory
• Collection
• Creator
• Dates
• Scanning
• Rights, etc.
Tab-delimited
text file
Access Query 23
Text File 24
Add Compound Objects > Object List 25
LINKING TO DIGITAL 26
27
28
Open “export.xml” in Excel as XML Table 29
Resulting Container List in Excel 30
32
Review of Tools
• Microsoft Excel
• Project tracking
• Collection inventories
• Links to inventories
• Microsoft Access
• Add digitization for metadata
• Quick File Rename
• Folder Creator or Folder Maker
33
