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  • Omeka Cataloging, Tagging & Adding Documents Guidelines for History of the IU Libraries

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titleImportant Info & Links


titleOther Cataloging Guidelines

Getting Started 

Please read these "Getting Started" tips before uploading and cataloging content in Omeka.

  • Upload documents to Omeka that are in the QC-complete/derivatives directory on Crystal (organized by folder numbers); only documents that are in the derivatives folder should be added!
    • The derivative file name as "full" in the label.  For example, VAD2046-U-00003-001-full.jpg.
    • You can attach multiple files (JPG) per record or item in Omeka.  The advantage of attaching each image of a multi-page item is the flexibility that it provides when building an exhibit; you can highlight any given part of the document (page image).  However, some items are many pages long and may be better viewed as a PDF.  We can upload both – sets of JPGs and a PDF, but we will need to create the PDF.  If you think your document would benefit from a PDF-view, please email Michelle Dalmau.      
  • Once the document file has been added in Omeka, move the file on Crystal from QC-complete/derivatives to in-Omeka
  • Catalog the documents YOU uploaded (see guidelines below)  
  • Have handy the inventories we compiled for this collection and the scanning inventory for clues to help you with cataloging.
    • Scanning inventories are on the server: => ResearchNow (in the photos, slides and documents folders)

    • Processing inventories are in Google Drive: inventories folder
    • Catalog the best you can with the information you have.  Don't feel like you need to complete every field in the record.  And focus on completing "key" fields like the title, abstract, etc. that will help users find these images (see guidelines below)  

Quick References 

titleDocuments Directory Structure for Uploading Items to Omeka
  • \\bl-libg-crystal\ResearchNow\ (Map Network Drive on Windows) OR smb:// (smb on Mac, in Research Now folder)
    • documents
      • QC-complete
        • derivatives (add derivative files to Omeka)
        • in-Omeka (once in Omeka, move derivative file here)
      • QC-problems
titleRequired Metadata Fields
  • Title
  • Description
  • Date
  • Identifier (e.g., VAD2046-U-00077)

Description of all Dublin Core fields:

titleRequired Tags
  • Events
  • Places
  • People

Use the above tags for all the relevant photos.  You can supply additional tags of your choosing as well.  Remember that the purpose of tagging is to bring content together so you want to use any given tag more than a few times. Make sure you consult the list of Tags created so far to make sure the tag you want to use hasn't already been added. 

Adding or Editing Items/Documents in Omeka

  • To add an existing item, click "Add Item" tab the top-middle navigation
    • You will be taken to the "Dublin Core" tab, which is where you enter metadata.  First attach your item, before adding metadata.
    • To attach an item from the derivatives directory on crystal (see directions above), click the "Files" tab in the top-middle navigation
    • You can attach multiple files to one record.  If you have more than 10 or 15 page images, let Michelle Dalmau know.  It may be better to add them as a PDF. 
      • Click "Add File" and "Add Another File" if you have a multi-part image you are uploading. Continue to add all the images for the document you are uploading.  
      • Select the "Public" checkbox under the "Add Item" button
      • When you are done, adding all the files and you have made your item public, click "Add Item."
    • Once the files have uploaded, you will be taken to the "Browse Items" list with your most recent addition toward the top of the list.  
      • To edit an item, click "edit" on the item you want to tag or add/update metadata
      • You will be taken to the "Dublin Core" tab, where you can edit or add metadata.  You can add/edit/update any of the fields, but make sure you include the four required fields:
        • title
        • description
        • date
        • identifier (e.g., VAD2046-U-00077)
      • Consult for a description of the metadata fields and to make sure you are entering appropriate values in the fields 
      • Click Save Changes on the top right of the page!

        titleRelation v. Source

        Items from Lou's collection originated from other sources. Many of the slides she used for the slide show, for instance, were provided by the Indiana University Archives. In addition to pointing to original sources from Lou's collection, we may want to bring in an open-access item into our Omeka site, especially if we are using an image as part of an exhibit, timeline, etc. In either case, we will need to cite the source collection and the link back to the original "home" of the item also in our Omeka site. To do this, we will use the following metadata fields:

          • Source to capture the full citation of the source (many digital archives and collections provide preferred citation methods. please follow those unless one is not included. in which case, cite as completely as possible).
          • Relation to capture the URL for the source. When a persistent URL is available, use that instead of the URL that resolves on your browser.
    • Once the Dublin Core metadata has been added or updated, make sure the Item Type Metadata is set to either "Text" for documents that originally exist in "text" form (i.e., procedures, pamphlets, etc.) or "Still Image" for photographs or 35mm slides.  We may encounter other Metadata Item Types.  When you do or if you are not sure, contact Michelle Dalmau.
      • To declare or update the Item Type Metadata, click on the "Item Type Metadata" tab in the top-middle navigation
        • Select either Text or Still Image
          • You will be presented with additional metadata fields that particular to that format.  Ignore the fields presented with the Text item type.  We don't need those completed for our project. 
          • For Still Image, we will have fields to complete.  We can do that later unless you have handy the information for: PURL, Year, Month, State, City, Caption, Persons Picture, if applicable.
        • Click Save Changes on the top right of the page!
    • Once the Item Type Metadata has been declared, click on the "Tags" tab on the top-middle navigation bar
      • Add one or more of the required tags:
        • events
        • places
        • people
      • You may also declare additional tags of your choosing (consult the list of Tags created so far in case you can use a tag already created)
        • Type the tag.  More than one tag can be entered at once so long as they are separated by commas.
        • Click Add Tags (VERY IMPORTANT)
        • Click Save Changes (also VERY IMPORTANT)