Procedures manual for maintaining the digital repository at LUMCON. Created as part of my field experience there in Summer 2013.

1. PROCEDURES MANUAL
LUMCON Digital Archives
Last Updated June 2013

2. Procedure Steps
There are four steps to the digitization process:
1. Obtaining the material
2. Digitizing the article
3. Hosting it on Omeka
4. Creating a record in LUMCON’s OPAC

3. Obtaining the Materials
• There are several ways to find materials associated with a
researcher:
• Check their CV
• Check indexes such as Web of Knowledge
• Google Scholar & Microsoft Academic
• Contact the researcher
• Contact the institution(s) associated with the researcher
• Once the person’s publications have been located, materials
can be obtained via:
• Reprint folders already on file at the institutional library
• Library collections
• Online databases
• Publisher websites
• Directly contact the researcher
• Interlibrary Loan

4. Digitizing the
Article
Scan the article page by
page as a 600dpi .tif file
with no compression.
Upload scan into
Photoshop and change
mode to grayscale to
allow editing.

5. Digitizing the
Article
To clean the background
select Levels from the
Layers -> New
Adjustment Layer menu.

6. Digitizing the
Article
Then adjust the black
and white scale until the
noise disappears. Once
you are pleased with the
edited document, save
the histogram.
After the document has
been cleaned, the file
can be loaded into
Adobe Acrobat and the
OCR can be run to
make the text
searchable.

7. Uploading the
Articles to
Omeka
Log into the site at
http://archives.lumcon.e
du/admin/

8. Uploading the
Articles
Once logged in, you will
see the dashboard.
Here you can add and
edit items. Editing of
recent items can be
done by clicking on
“Edit” next to the item.
To see a full list of the
items in your collection,
click on either the Items
tab to the upper left or
on the number above
the word “items” at the
top of the dashboard.
You can also use the
search box at the upper
right hand side.

9. Uploading the
Articles
To add an item, click on
“Items” at the upper left
hand side, where the
arrow is pointing.

10. Uploading the
Articles
Click on the green “Add
an Item” button at the
top of the screen.

11. Uploading the
Articles
On this first page, you
can input the title and
other information about
the item.
The Title field will be the
name of the item. Name
the item as the
electronic file name,
sans .pdf or high/low
resolution. For example,
this one will be called
“dagg.m.j.1998.01”
This item name will also
be the call number in
OPAC and the vertical
file shelving scheme.

12. Uploading the
Articles
In order to upload a file
into the Omeka item,
click on “Files.” You can
create an item without
attaching files to it; an
item does not have to
have files associated
with it in order to exist.

13. Uploading the
Articles
Once uploaded, files will
be considered part of
the item. Multiple files
can be uploaded under
a single item record.
Now you are ready to
input these items into
the catalog.

14. Entering Items
into the OPAC
To add an item to the
catalog, use Workflows.
Once open, click on
“Add Title”
This screen will appear.
Set the class scheme to
ASIS and the type and
location to Reprints.

15. Adding Records to the OPAC
• Now you will create the record using MARC fields. Information
about MARC format can be found at
http://www.loc.gov/marc/bibliographic/.
• For reprints, set the Dat_Tp to r for reprint.
• For book chapters, set only Date1.
• For articles, set both Date1 and Date2.
• For files where there are both high and low resolution .pdf files
associated with the Omeka item, use the following:
• 856 4 |3Low-resolution: |u
• 856 4 |3High-resolution: |u

16. Adding OPAC
Records
Now you will create the
record using MARC fields.
Information about MARC
format can be found at
http://www.loc.gov/marc/bi
bliographic/.
• For reprints, set
Dat_Tp to r for reprint.
• For book chapters, set
only Date1.
• For articles, set both
Date1 and Date2.
For files where there are
both high and low
resolution .pdf files
associated with the
Omeka item, use the
following:
856 4 |3Low-resolution: |u
856 4 |3High-resolution: |u

17. Adding OPAC
Records
When assigning the call
number, it will be the
same as the file name
without .pdf or high/low
resolution included.
Set class scheme to AS
IS and item ID to Auto.

18. Adding OPAC
Records
Many of the manuscripts
do not contain important
information, such as
issue number and size.
Most of the time, you
can find this information
on the library catalog by
searching for the journal
and reading the catalog
record.

19. Adding OPAC
Records
If there is no physical
copy of the material in
the library, you can use
OCLC Connexion to find
out information about
the manuscript.
Records with D are
bibliographic records
that were created by the
Library of Congress.

20. Adding OPAC
Records
Click through the record
to find information about
the item.

21. Adding OPAC
Records
Here you will find
cataloging information
such as the
measurements of the
materials and place of
publication.

22. Checking
OPAC Records
Once records have been
input, make sure they
can be found in the
LUMCON Library
catalog.
Now the manuscript is
available through the
LUMCON Library.

23. • Created by Alyson Gamble, Summer 2013
• Questions can be emailed to agambl4@lsu.edu
• Helpful links:
• MARC: http://www.loc.gov/marc/
• Photoshop: http://www.photoshopessentials.com/