Digitizing Entire Collections: Chapter 5, Reviewing and Finalizing Fully Digitized Collections

The scanning technician will notify the processing archivist when she has finished scanning the collection. Notify the digital assets manager that scanning is complete so that she can transfer and process the digital files and record statistics. She will notify you when the site is ready for your review and approval.

Complete the Collections Online Final Review Checklist, which includes checklists and a review table - noting poor images, programming and display issues, scanning retakes, etc. (See PART D of this document for the review worksheet.)

Confirm that the collection has a representative image in the DCD collection record and that there aren’t any display issues with the image on Collections Online. You may decide to choose a more appropriate representative image from the collection record in the DCD.

Review the digitization note (first paragraph on Collections Online) in the DCD collection record. Certain content such as the number of images and dates is are automated. If this information is not showing up, try checking out/in the finding aid again and this information should appear. Change the default statement from “The papers have been scanned in their entirety...” if large portions of the collection have not been scanned to “The bulk of this collection has been scanned....” You must log into the DCD and manually change the digitization note if needed. Also note and change the default collection title if appropriate.

While reviewing the collection’s website use the review table on the second page of the attached checklist to list every issue that needs to be fixed by you, the scanning technician, or digital assets manager (print out additional tables as needed).

Review both tabs of online display to ensure that every series is displayed and has a series representative image. If an image needs to be changed to an image more representative of the series, go to Collections Online Workflow > Work with Image Files > Post Processing: Edits & Touchups > Manually Set Series Representative Images, and select a new image.

Review the display of administrative information and container listing for each series. Check for typos and general display issues. Compare the container list that is displayed with the container list in the EAD finding aid to ensure that all folder headings, OVs, lists, and hierarchies are displaying correctly.

Click on each folder link to view images (note if links are missing), and do a quick review of the display of all items within the folder. Be sure to scan through and view the first to last image and note if there are missing images, images out of order, in the wrong folders, etc. Also note any individual images that may be difficult to view due to the size of the image, illegible text, contrast, scanning mistakes, etc.

When listing errors in the review table, indicate the series/box/folder. Indicate the type of problem and who it is routed to:scanning (archivist works directly with scanning tech. for rescans) if images were skipped that should have been scanned, need to be rescanned, or were scanned out of order; XML (archivist) if you need to make a correction in the finding aid; or programming(digital asset manager) if it is a display error that can’t be fixed in XML. Describe the error in enough detail that the person fixing it will understand.

Fix all of the XML problems and indicate on the Checklist that you have uploaded the final version of the finding aid.

It is your responsibility to follow up with the staff who are fixing errors and indicate on the checklist when errors that have been fixed. Continue to follow up regularly until problems are fixed.

Review the list of errors to ensure that everything has been fixed and record the date that you give the Collections Online site your final approval. Check off that the collection has been reviewed and approved in the online workflow checklist. Email the chief of collections processing that the collection is ready for final cataloging and deployment to the public website.

The chief of collections processing will notify the cataloger that the collection is ready for final cataloging.

The chief of collections processing will review the home page, and make any final revisions if needed. She will review the final catalog record to ensure that it syncs with the new finding aid and deploy the collection to the website, and make staff announcements.

Keep the Review Checklist and Review Table with the other sections of the Scanning Workflow Form and route to the Information Resources Manager.

Do not remove notes and scanning instructions from the collection. Check interleaving and add if needed.

Do one final physical inspection to ensure collection is in good order. Notify the registrar that the collection is ready for barcoding and shelving.