The title creation process is not necessarily a linear one. In general some things should be done before others, but often times, the order of title creation can change. That being said, let us delve into the creation of titles.

• Please see the CREATING COLLECTIVE TITLES GUIDE

The creation of titles must come after some level of curatorial inspection has occurred. As titles are public viewable, they should only be created after confirmation of their existence within the Archive. For each new collection, the first title to be created should always be the Collection title. Again, this must be a confirmed collection accepted into the Archive, and a MAVIS Collection Authority record should already exist. In most cases, a Collection title is created shortly after a collection becomes ʻUluʻulu official.

Log into MAVIS

• Open Explorer (Click on blue 'e')
• Click on pat01 link
• Continue
• Log in to VPN (UH username)
• Minimize Explorer windows
• Double Click on MAVIS icon
• Log into MAVIS
• change keyboard to Maori

Open Titles Module

• Single click on Titles

Check if title already exists

• Titles → Find or ctrl+F or click binoculars icon
• Attempt various searches

Create new title (if one does not exist)

• Titles → New → Title

Enter Metadata

• GENERAL TAB
  • Title: enter the official collection title (will be visible in OPAC)
  • Purpose: Collection
  • Medium: all media are included in the collection (primary medium should have check mark)
  • Alternate Titles: if any
  • Summary: description of collection
  • save record

Depending on how much curatorial inspection has occurred, a collection might already have been broken down into smaller categories. If a set of Subcollections has been firmly decided on, Subcollection titles can be created as well. Smaller groupings, such as subgroups and collectives could also be determined a priori to an accessioning and/or boxaloging process, but it might be better to create these titles during the accessioning/boxaloging process itself. How to create these lower-level collective titles?

Log into MAVIS

• see above

Open Titles Module

• Single click on Titles

Find Collection Title

• Titles → Find or ctrl+F or click binoculars icon
• Enter Collection Title into Title box; Find

Open Collection Title

• Double click on correct title

Create lower-level title

• Go to Contents Tab
• right click; New

Enter Metadata

• GENERAL TAB
  • Title: enter title
  • Purpose: choose proper collective title type (Subcollection, Subgroup, etc.)
  • Medium: all media are included within the title (primary medium should have check mark)
  • Alternate Titles: if any
  • Summary: description of title (ie. This subcollections contains materials from […].)
  • save record
• CREDITS TAB
  • You can add credits, if relevant (must apply to entire collective title)
  • save record
• SUBJECTS TAB
  • You can add subjects, if relevant (must apply to entire collective title)
  • save record
• PRODUCTION TAB
  • You can add a production date range, if relevant
  • save record

Note: If creating additional titles on the same level of a contents tab, you can clone the previously created title. This will copy title, purpose, medium(s), summary, credits, subjects, production, notes, and possibly other things, so make sure the proper changes are made to the new title.

Open previously created title (if not already open)

• Go to Contents Tab of parent title
• Double Click on title

Clone title

• Title → Clone

Change/add metadata

• Change Title and Summary
• Change any other fields that need changing

• Please see the BOXALOGING WORKFLOW

• Please see the CREATING WORK TITLES GUIDE

Due to the nature of the ʻUluʻulu collections, along with the nature of moving images themselves, cataloging of work titles typically happens after an item has been accessioned, digitized, and viewed. Otherwise, it is often nigh impossible to determine what titles actually exist on the physical carriers. The ʻUluʻulu workflow writing committee supposes that one could create work titles before digitizing—indeed, series titles such as Enduring Pride are one such example—however, for now we will stick with the standard procedures.

Accession items

• Please refer to the main guidebook to find accessioning instructions.

Digitize items

• Please refer to the main guidebook to find digitizing instructions.

Put access files on cataloger computer

• Utilize Willie (ʻUluʻulu's resident 32GB jump drive), and procure access files from the media specialist
• Copy files into proper folder on desktop
  • videos\[collection]

Find items in MAVIS client

• Log into MAVIS
  • see above
• Open Items module
  • Single click on Items
• Find the items (components) that you are cataloging
  • Items → Find or ctrl+F or click binoculars icon
  • Enter search criteria that applies to the entire group of items that you will be cataloging (eg. if you are cataloging a box of tapes, in the Rack No field, enter the box number that all the tapes appear in)
  • Or, enter specific criteria for each item or item group with Multiple Find checkbox checked
  • View → User Defines → HKG Items List

Watch and shot log items

• Double click on item
• Go to Shot Log Tab
• Open video in video player
• Enter shot log metadata [might be possible/more efficient to import shot log metadata from a word document]
  • Right click, Add
  • Start Time: h:mm:ss:frames
  • Description: enter description
  • End Time: h:mm:ss:frames
  • save record
  • Repeat for each segment until video ends.
• Declare umbrella titles and multipart titles in notes fields.
  • If, while watching the video, it becomes clear that this item contains multiple titles, or that the title(s) on this item extend into other items, the presence of umbrella titles must be noted in the component.
  • Go to Notes Tab
  • Notes: enter declaritive placeholder statements here
    • Part of Umbrella Title
    • Complete of [title] or Part 1 of 3 of [title] (if known)
    • Continued from [item number]
    • Continues on [item number])

Determine titles

• After watching a grouping of videotapes, the Cataloger is now in a position to determine where titles begin and end.
• There should be four main types of titles found during this process: single carrier titles—titles that correspond to a single carrier; self-contained umbrella titles—a group of titles that appear in completion on a single carrier; multiple carrier work titles—a title that spans multiple carriers that contain only that title; multiple carrier umbrella titles—multiple titles that overlap multiple carriers.
• Decide what constitutes a title and where they begin and end
• If a title cannot yet be determined, because additional carriers need to be digitized and views, hold off on determining this title

Create titles.

• The list of components that you are working with should be in your Items List window. If not, follow the steps above in the Find items in MAVIS client section to bring up the correct Items List
• Become titles for all single carrier title items, self-contained umbrella title items, and the first item of titles that span multiple carriers.
  • Hold down Ctrl key and single click on each of the items that apply
  • Right Click on a highlighted item, Become Title → Moving Image
  • Wait for the title creation process to end

Attach secondary components to the newly created first title titles.

• Click on a secondary item
• Right click on the item, Attach To…
• In the popped-up Find Box, enter the Title No that you want to attach to, Find
• Select the title
  • Titles → Select or Ctrl+t or click green checkmark icon
  • Wait for the attachment process to end

Edit newly created titles.

• Open a title record.
  • This can be done multiple ways.
    • Opening an item record and then opening its title record through the Title … button in the General Tab
    • Opening the Titles module and searching for specific title numbers, double clicking on search result
    • Opening the Titles module and searching for recently created titles, double clicking on search result
• GENERAL TAB
  • Title: enter title name following ʻUluʻulu cataloging guidlines
  • Title Purpose: enter title purpose
  • Summary: enter basic summary [note: this info can be entered later on]
  • save record
• Additionally, for umbrella titles
  • GENERAL TAB
    • Summary: eg. HKG Umbrella Title spanning 3 tapes (2 titles).
    • save record
  • SUBJECTS TAB
    • Not for Pulic: check this box
    • save record

Move titles into proper hierarchy¹⁾

• Determine where a title will be placed within the existing title hierarchy.
• Open the title that will be the direct parent.
  • Log into MAVIS
    • see above
  • Open Titles module
    • Single click on Titles
  • Find the title
    • Titles → Find or ctrl+F or click binoculars icon
    • Enter search info, Find
    • Double click on title
• Go to Contents (or, in the case of a series title, Episodes) tab
• Add title
  • Right click in box, Add
  • In the popped-up Find Box, enter the Title No that you want to move, Find
• Select the title
  • Titles → Select or Ctrl+t or click green checkmark icon
  • Wait for the attachment process to end
  • save record
• Repeat process for remaining titles

Additional steps for umbrella titles

• Create new titles in contents of umbrella title. Change title, title purpose, summary. Uncheck not for public tag. Go to production field.
• Confirm the following in the Umbrella title
  • purpose: Umbrella
  • summary: HKG Umbrella Title spanning X tapes (X titles).
  • subjects: Not for Public
• For the items attached to an umbrella title [applies to top level item in archive²⁾]: Notes: Part X of X of TitleNo (Title); or, Complete TitleNo (Title)
• Component contents
  • put start time/end time for each title
  • if title does not appear on component leave blank
  • uncheck complete if title does not appear in its entirety on the specific component
  • notes: Part X of X; or, Title does not appear on component.
• Add up duration and put it into proper children titles.

Add technical production info for non-Umbrella titles

• Color, Sound, Duration can be taken from videos
• For titles that span multiple carriers
  • Add duration of different carriers
  • Add notes in notes field of components
    • Part X of X of TitleNo

Okay, okay, That is a good start to cataloging. Now you've got yourself some titles. Why not take a break and start the clip-making process! After you have added clip data to the spreadsheet, you can return to fleshing out your new title records.

• Please see the [clips|CLIPS GUIDE]]

The next step in title creation is the adding of clip info into the online clip info document. Okay, so this is not title creation, but clip creation. However, these two things go hand in hand. After a new title has been created, it is ready to have a clip attached. As reference material. To the title. Aha, it is part of the process of a title's creation and re-creation. Um, where were we. Oh yes, we need to start the clip making process moving along, and shortly after the creation of a bunch of new titles is a good time to do it. Let us add some clip info to the spreadsheet.

As per usual, we begin with this step:

Log into MAVIS

• see above

Open Titles Module

• Single click on Titles

Find work titles

• Titles → Find or ctrl+F or click binoculars icon
• View → Field Query or ctrl+F
• Query: titleSearchClips
• Find

Remove titles that were already added to the spreadsheet, titles that will not receive clips

• Hold down Ctrl key and click on titles that apply
• Titles → Remove from List or Ctrl+R

Print preview to csv

• Titles → Print Preview or click printer with magnifying glass icon
• Click icon that looks like page with two orange arrows
• Choose file name to be saved in IMPORT-EXPORT\MAVISexportforClips folder (ie. videoTitles20120628.csv
• Format: Comma-Separated Values (CSV)
• Export

Copy into online doc

• Open .csv file with spreadsheet software (ie. OpenOffice)
• Open online document: clipMetadata
• In a new row:
  • Copy Title into TITLE NAME field
  • Copy Title No into Title No. field
  • Copy Duration Min into Title Duration field [note: If a title has a value in the Duration Hour field, you must place this value in the Title Duration field for that record along with the word hour (ie. 2 hours). If a title has no Duration Hour or Duration Min, you must place the Duration Sec value in the Title Duration field along with the word seconds (ie. 45 seconds).]

Input Source Item Info

• do find in item module for carriers attached to titles (carrierSearchTitles) [this is problematic as umbrella titles never go away]
• input item id numbers into doc
• input start/end times of umbrella-ed titles

Okay, good job there, Cataloger. At this stage you can return to fleshing out your title records, while the Media Specialist does what the Media Specialist does. Check back here later, though, to finish the clip making process.

• Please see the Media Specialist Notes

Okay, now it is time to attach the clips as reference material to the titles. This is a bulk import process. Hooray!

• Open online document: clipMetadata
• Check clipMetadata spreadsheet for inaccuracies
• Make sure videos have thumbnails in viddler
• Create .csv file for import
  • Download as OpenDocument Format (.ods)
    • Save File
  • Clean up downloaded file
    • Open .ods document
    • Delete description row (should be row number 2, orange colored)
    • Delete already imported rows (light green)
    • Delete rows that are not for clip-making (red)
    • Delete rows that are series titles³⁾
  • Save as a .csv file
    • save in IMPORT-EXPORT\ClipImports folder
    • append yyyymmdd to file name (ie. clipMetadata20120629.csv)
    • check edit filter settings
    • Save, Keep Current Format
      • Baltic (Windows-1257)
      • ^ field delimiter
      • no text delimiter
      • OK
• For any “additional clips” (pink rows), make old clip non-olc
  • log into MAVIS
  • find title
  • open reference material
  • uncheck OLC tag
• Import into MAVIS
  • Xml File/Path: file is in IMPORT-EXPORT\ClipImports
  • Input format: CLIPS (should be import_clips.xsl, convert delimited file, caret)
  • Save converted xml
  • Archive imported files
  • Run Import
• Check titles for correctness
• Mark as imported in online doc
  • Open online doc (clipMetadata)
  • Highlight successfully imported rows
  • Change to light green background
• move xml and csv from savedImports to ClipImports\Imported folder
• Manually add reference materials for Series titles
  • Find title record
  • Go to Ref Material Tab
  • Right click, Add
    • Type: V: Video Clip
    • File Size: enter file size from spreadsheet
    • File Format: Video/mp4
    • OLC Display: check
    • Right click in Resource Identifier box, Add
      • Res. Identifier Type: File name
      • Resource Identifier: enter file name from spreadsheet
      • save record
      • close Resource Identifier window
    • Notes: enter Start Time - End Time of Source Item Used from spreadsheet (eg. 00:01:26 - 00:02:08 of 724)
    • save record
    • close reference material window
  • save record
  • Mark as imported in online doc
    • Open online doc (clipMetadata)
    • Highlight successfully added rows
    • Change to light green background

If you have not done it already, it is time to flesh out your title records. This process takes the form of a series of concentric circles, with the Cataloger making multiple cataloging passes through a grouping of titles, adding layer upon layer of metadata. Alternately, or additionally, a bulk import of title info can be performed (see below). I suppose this process really depends on what metadata already exists for these titles. At the very least, there should be information in the component records (notes on what was written on the tape and container should be in the Notes field of the Notes tab; shot log information should be in the Shot Log tab). So, whatever metadata resources you are referring to should be open during the cataloging process. That can include the video itself. Anyway.

Open Your Titles

• Log into MAVIS
• Open Titles module
• Find titles
• Open title
• Open item

Add Your Metadata

• PRODUCTION TAB
  • Language(s): enter languages
  • Date(s): enter date type and date
  • Color: Color, Black and White, or Both [color, sound, and duration should already be filled]
  • Sound: yes or no
  • Duration: enter total duration of title
  • save record
• SUMMARY
  • Enter, or, flesh out Summary in the general tab
  • save record
• CREDITS TAB
  • Please see the (non-existent) GIVING CREDIT WHERE CREDIT IS DUE: a guide to adding credit roles GUIDE
• SUBJECTS TAB
  • Please see the (non-existent) SUBJECTING OUR TITLES TO SUBJECT HEADINGS: cataloging subjects GUIDE

So you have created titles, given them clips, maybe added some cataloging information. Pretty good. But how about bulking up those catalog records some more? Maybe you have a group of titles that share a good deal of metadata. Maybe you want for do a bulk import. Let me walk you through that process.

• Please see the (non-existent) IMPORTING TITLE INFO GUIDE

So, is there any more to do in terms of title creation? Well, you can always refine, maybe writing a better summary, adding more subjects, a few more credits. And reference materials. You can add reference materials. Links to websites, pictures, pdfs, and the like. And so on. We will add more to this guide if we thing of anything else. Until then.

END OF GUIDE