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.