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Table of Contents
ʻuluʻulu guide to the universe (of archival practices as performed by ʻuluʻulu staff)
First there was the archive.
Now we explain the functioning of the archive for the purposes of intra-archive communication and crystallization of intra-personal understanding of archival process. This guide can also be used as an inter-organizational expression of principals and methods among the archival community, as well as the community at large, although the nature of the guide will tend toward the overly technical.
Many things are happening. Next thing you1) know, there are new materials, new archival materials, that maybe will be part of the archive. What to do? Curatorial inspection! Next:
ACQUISITIONS
Are there materials to be added to the archive? Selected or pending, anything that we want to keep track of in our integrated library archive system, needs an acquisition record. But how?
- Please see the NEW ACQUISITION GUIDE (a guide for new acquisitions)
ACCESSIONING
Let's talk accessioning. Is there an acquisition record for the materials you are accessioning? If not, please lift your eyeballs and read about ACQUISITIONS. If there is, please enter MAVIS and go to the accession tab. Has the process been begun? If no, you are just the person to get this process moving. So, do it already. [editor's note: must include more detailed instructions]
Next:2)
- Please see the ACCESSIONING VIDEO TAPES FLOWCHART (if you are accessioning video tapes)3)
Ah, that was good fun I bet. Now you must surely have a .csv file to import into SAMMA Prep. IMPORT!!!! [editor's note: must include more detailed instructions]
ALTERNATE ACCESSIONING PROCEDURES
- Please see the ACCESSIONING BOXES aka BOXALOGING GUIDE (for accessioning items on the box level)
or
- Please see the ACCESSIONING ON THE FLY FLOWCHART (if you are accessioning items “on the fly”)
CLOSING THE ACCESSIONING PROCESS
Have you accessioned all of the items acquired within a specific acquisition? If so, you need to “close the accessioning process.” Not sure how to do this? How about some more detailed instructions.
STANDARD WORKFLOW
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This section refers to the standard workflow for the entire digitization process. Digitization of videotapes will proceed a box at a time. Boxes shall be loaned out to the digitizer of tapes. In instances where the tapes being migrated are not grouped at the box level, items shall be loaned out individually to the digitizer. Loans occur at the earliest possible time during the standard accessioning/inspection/migration process. This generally means that the loan takes place at the start of the accessioning process. For individual tapes, it might be necessary to accession an item before loaning it out. For loan instructions, see below. If the plan is for items to be accessioned and inspected cleaned, but not migrated, or just accessioned and inspected, or just accessioned, then loan can be made to accessioner.
PHYSICAL INSPECTION
Please see the SAMMA MANUALS (subsection 1. Prep)
Also, the IMPORTING PREP XML GUIDE
CLEAN
Please see the SAMMA MANUALS (subsection 2. Clean)
Also, the IMPORTING CLEAN XML GUIDE
MIGRATION (SAMMA)
Please see the SAMMA MIGRATION GUIDE
Also, the IMPORTING SOLO XML GUIDE
Also, the (non-existent) SAMMA POST-MIGRATION METADATA IMPORT GUIDE
MIGRATION (FCP)
Please see the MIGRATING WITH Final Cut Pro GUIDE
BULK IMPORTING OF ITEMS
Here we shall discuss the importing of items. This relates mostly to importing digital items, as physical items should generally be accessioned one at a time. Sometimes we receive digital items from a vendor that are copies of analog items. Every once in a “blue moon” we receive digital items directly from donors. All of these can be imported through the MAVIS xml import process. Also, digital items copied from other digital items (in house) can be bulk imported. We shall break the guide into two sections: Original and Copied. Original items refer to items that were acquired by the archive. Copied Items refer to items that were created from items that already exist in the archive. Each of these imports might necessitate a new .xsl stylesheet.
Original Items
Please see the BULK IMPORT GUIDE : Original Items
Copied Items
Please see the BULK IMPORT GUIDE : Copied Items
TITLES
Titles are an important feature of the ʻUluʻulu universe; they are the windows to the Archive's vast treasury of treasures through which the public shall gazingly gaze. The ʻUluʻulu OPAC4 is built with a MAVIS metadata backend, and a resource is not visible to the viewer without said resource possessing a MAVIS title. Unattached items—invisible. MAVIS collections—invisible. MAVIS titles with title purpose “Collection”—both browseable and searchable. So make me some titles, then, dear cataloger.
Please see the TITLE CREATION GUIDE and other sorted sundries
Clips
The creation of clips is described in the above Title Creation Guide.
LOANS
External Loans
External loans are discouraged. However, there is an understanding between the Archive and certain donors that the materials they donated shall be accessible to them. While donors are entitled to receive a digital copy of all digitized items, there is apt to be a large backlog of non-digitized items. If possible, a requested item should be digitized on demand. However, if this is unpossible, an item may in fact be “loaned out” to an agent external to the 'Ulu'ulu Staff Community. Discretion must be taken. Is an item an only copy that is in poor physical condition? And so on and such and such. Preference given to dub copies of titles. Contact information of borrower shall be obtained. You want detailed instructions?
Please see the EXTERNAL LOAN : Loaning Out FLOWCHART
Also, please see the LOANS : Ingesting FLOWCHART
Internal Loans
Sometimes we like borrow items for “internal” reasons. Such as, for example, digitizing a box of tapes. If an item (box or tape or what have you) is going to be moved from its “permanent location”, please “loan” the item out to a staff member. This way we have a better idea as to where the items are currently existing within the space-time continuum. Thank you.
Please see the INTERNAL LOAN : Loaning To Ourselves FLOWCHART
Also, please see the LOANS : Ingesting FLOWCHART
DEACCESSIONING
We have discussed accessioning, in which we mark the entrance of items into the ʻUluʻulu Archive. But, what of an item's departure? There are indeed times when an item, previously accessioned into the Archive, will be chosen for removal. Perhaps it was an item “on loan for copying” or perhaps it is not getting along with the other carriers. Whatever the reason, the removal of an item from the Archive needs to be marked. The item needs to be de-accessioned. You want instructions?
Please see the DEACCESSIONING MATERIALS FLOWCHART
OTHER STUFF
MAVIS
MAVIS, a leading Media Asset Management System, is the backbone of the 'Ulu'ulu metadational system. Ideally, everything goes into (and comes out of) MAVIS. Whilst procedurally referred to elsewhere in the guidebook, MAVIS shall be further described in this section.
UPGRADE INSTRUCTIONS
Please see the MAVIS UPGRADE PROCEDURES: who upgrades and how GUIDE
XSL STYLESHEETS
Please see the (unfinished) MAVIS STYLESHEET GUIDE
CODE TYPES, LIST VIEWS, and the like
Please see the (unfinished) CODE TYPES, LIST VIEWS, and the like GUIDE
mavis01 WEBSITE
Please see the ʻULUʻULU STAFF PAGE: an internal website GUIDE
ARCHIVE POLICY
So many policies we have here. Perhaps we shall link to a few.
CATALOGING
Here we find general and specific notes. Notes on the cataloging process. Notes about the structural foundations of the semantic Archive.
Please see the CATALOGING THE ARCHIVE: philosophy, theory, and policy
MEDIA SPECIALIST NOTES
Here we find notes for the media specialists amongst us. Stuff related to SAMMA, or the Final Cut Pro Workstation, or whatever.
Please see the SAMMA MIGRATION SET UP notes
Please see the MEDIA SPECIALIST NOTES
CLIMATE NOTEBOOK
Climate Notebook® is our climate monitoring software. The ʻUluʻulu archive utilizes the PEM2®, a preservation environment monitor, and, indeed, the next generation of compact electronic dataloggers created by the good folks at the Image Permanence Institute at the Rochester Institute of Technology. Monthly readings are taken and imported into the Climate Notebook software, which in turn creates a monthly report to be sent out to all relevant climate-minded persons.
Please see the CLIMATE NOTEBOOK step-by-step handy reference guide for step-by-step instructions messages related to climate monitoring
SCANNING GUIDELINES
We are not sure if general practice scanning guidelines exist. It is likely that file-naming guidelines for scans to be backed up on the ODB do not yet exist. However, perhaps this guide will let you, the ʻUluʻulu scanner, know how to operate the ʻUluʻulu scanner. Good luck.
Please see the Instructions for scanning KGMB ENG News File logsheets document
ON DEMAND DIGITIZATION
This shall refer to non-standard workflow requests for digitization. This process shall be tracked through order forms and is therefore slightly different from standard digitization procedure.
Please see the ON DEMAND DIGITIZATION: give the people what they want GUIDE
BACKING UP THAT DATA and other scheduled events
Every [period of time], the media specialist will transfer digital files to the ODB30 server. This includes digital files produced from migrated tapes, clean pdfs, solo pdfs, and scanned documents. A workflow for backing up these items would be beneficial to the clean functioning of the ʻUluʻulu workplace. Note for future workflow: MAVIS Workstation #1 Desktop contains a folder titled “stuff to give to robbie to send to UH for metadata backup,” which is the temporary home for stuff to give to the digital media specialist for placement on the ODB30 server.
Actually, all sorts of stuff should be happening at scheduled intervals. Maybe an overall time schedule would be beneficial to the smooth functioning of the Archive.
Please see the (non-existent) ʻULUʻULU CALENDAR OF RECURRING EVENTS
BUSINESS CARDS and other templates
Somewhere in the world, there exists od 717-631 business cards - matte white templates for ʻUluʻulu staff members. Also, perhaps, there exists .xcf images to be manipulated with proper text and imagery. These are the raw materials of the ʻUluʻulu business card. Also, a template called Avery Template 5366 - White File Labels 45366 is most likely in existence, and most likely corresponds to a batch of ʻUluʻulu file labels. Use these templates at your own discretion.
GENERAL INFORMATION
Do you need instructions on how to call a specific person on the telephone? Or how to connect to a specific wireless Internet connection? Or perhaps you would like to log into a specific password protected website account. General Information.docx can do all of these things. And more!
Future Guidebook Additions Ask Janel what files she has (file naming conventions, tape count instructions, overall workflow docs,etc.) set up links to mavis01 website pdfs. create table of contents for guidebook postSammaMigrationMetadata
