Digital Repository Workflow

Move files for new deposit into staging location \\samba\spcl-big\Accessions.

Go to the repository interface (http://ldra.lib.uchicago.edu/) and create a new collection record if necessary; if the collection already exists then create a new accession record.

• Born-digital collections follow SCRC naming conventions ('Friedman, Milton. Papers'). For digitized collections, use 'Friedman, Milton. Digital Collection.'
• The collection-level description is general and 1-2 sentences. The accession-level description is more detailed and refers to only the files in that accession.
• The default for accessions is discoverable but not accessible.
• The default for 'rights' is 'copyright restrictions may apply' unless more information is known.
• For 'restrictions,' use SCRC guidelines for restricted materials.

Once the accession record is saved on the interface, the ARK identifier will be automatically provided.

Open a connection to y1 on PuTTY and navigate to /data/repository/laura, then run ./RUNME.sh. The syntax is ./RUNME.sh ARK# Accession# '\\samba\spcl-big\accessions\[DIR]'. Accession numbers are assigned by Special Collections, e.g., 2015-353. If one is not assigned, because it is coming from another department, then create a dummy accession number of the form 0000-000.

Follow up with TSM 1-2 days later

Create/update the EAD description

If the deposit is a new collection, create a new EAD description at http://www.lib.uchicago.edu/staffweb/depts/dldc/forms/acc/.

• The eadid is ICU.SPCL.[permanent ID]. If the physical collection has been processed, use the same PID. If not, use last name first initial, i.e. FRIEDMANM

If the deposit is for a collection that already exists, open the EAD for the collection and update it.

• If applicable, update the date range, language, abstract, and scope note.
• Add the acc# and the ARK# with one space (e.g., j7nt8hx3hwzd5 psccz8dqk3c2d).
• The size should be updated; it is the sum of all accessions in the collection.

Collection-level records can be viewed at http://repository.lib.uchicago.edu/.

Run FITS on the deposit. FITS will generate one XML file for each file in the deposit. The XML output should be stored in the same directory as the corresponding file (for example, 00000001.jpg is in the same directory as 00000001.jpg.fits.xml).