Digitization: Uploading to the Kendall Collection

Create a new theme
Create a new track
Managing image filters
Uploading images
Uploading programs & score cards
Posting programs to tracks
Closing a track
Return to Scanning Process

In order to accomplish desired navigation options, the Kendall Collection is set up like an Event in DigitalCommons@UMaine. As a result, the structure and uploads operate slightly differently than a standard gallery or series.

ir_community: kendall_collection

This is the top level page in the Kendall Collections on DigitalCommons@UMaine.  From this page, it is possible to navigate to the “bucket gallery” containing all Kendall Collection images, to one of the smaller sets of images by decade or to the index of Kendall photo albums.

ir_event_community: kendall_albums

From the front end, this page delivers an index to Guy Kendall photo albums. From the back end, this is where “themes” are created.  Each “theme” is a designated decade. (See Managing Albums: Create a New Theme)  Within each “theme” it is possible to generate tracks.  A new “track” is created for each album. Closing an event track makes the content publicly available. Once a track is closed no content may be edited. Opening a track again requires intervention by bePress customer support so every effort must be made to confirm all links and content are accurate and complete prior to closing a track. (See Managing Albums: Create a New Track)

ir_gallery: kendall images (the bucket gallery)

All images uploaded to the Kendall collection are automatically placed in the kendall_images bucket gallery. Utilizing designated keyword dates, images will filtered into the appropriate sub-gallery according to decade.  Images taken in the 1920s are coded by album date (such as 1927b album) to be filtered into the kendall_1920s gallery. (See Managing Image Filters)

Managing Albums: Create a New Theme

The Kendall Collection categorizes each album according to the decade in which it was created.  Within the kendall_albums event community each decade is identified as a “theme.” For example 1920s, 1930s, etc. To avoid excess empty themes, add only one decade at a time.

  1. Go to digitalcommons.library.umaine.edu configuration > kendall_albums configuration
  2. Beside the label “Create New” click the “theme” link
  3. Add the new theme label using the established convention (i.e., 1940s)
  4. Click the “Add theme” button.
  5. Click the “Update site” link in the left text menu.
  6. Continue clicking the “update site” option at each level of the repository until reaching the top page

Managing Albums: Create a New Track

Within each decade event “theme” individual years are identified as “tracks.”  To avoid excess empty tracks, add only two or three years at a time.

  1. Go to digitalcommons.library.umaine.edu configuration > kendall_albums configuration
  2. Click on the appropriate decade under the list of available themes.  For example: 1930s.
  3. Beside the label “Create New” click the “track” link
  4. Type the track label in the text box provided using the established convention. For example: 1930a
  5. Click the “Add track” button.
  6. Click the “Update site” link in the left text menu.
  7. Continue clicking the “update site” option at each level of the repository until reaching the top page

Managing Image Filters

  1. To create a filter go to ir_gallery > kendall_1930s (or other group, as appropriate)
  2. Click “Collection” at the top of the left text menu
  3. Click the Create New Filter button
  4. Enter a lable for your filter.  For example: 1930a album
  5. Under “Within publication,” select “All Kendall Collection Images (kendall_images) from the drop down menu
  6. Select “Keyword” from the matching parameters drop down menu
  7. Select “is” from the statement drop down menu.
  8. Enter the text or numerical parameter in the text field.  For example: 1930a
  9. Delete any extraneous fields by clicking the “minus” icon.
  10. Click the “View” button.  This will execute the filter.
  11. Click “Save.”
  12. Repeat this process for each album in the Kendall Collection, as necessary.

Uploading Images

UPLOAD TIP:  In order to accurately link available images to race programs and score cards in Digital Commons, it is easiest to upload the images before uploading associated score cards or race programs.

  1. To upload images to the Kendall Collection in DigitalCommons@UMaine log-in
  2. Select “All Kendall Collection Images” from the drop down menu
  3. Click the “Upload” button.
  4. Transfer data collected in the Kendall Log spreadsheet to the corresponding field in the Digital Commons data entry form.  This can largely be accomplished by copying and pasting the information.
  5. Confirm the accuracy of information, identifier, and spelling during the data entry process.
  6. Confirm the decade filter code accurately appears at the end of the list of keywords.  For example: 1930a
  7. Upload the appropriate image file.
  8. Allow uploaded images to queue and batch upload all images at the end of the data entry session.
  9. Images provided with accurate filter keywords will automatically be added to the related image collections.

Uploading Programs & Score Cards

 

Link Images in Digital Commons
Linking images in the Kendall Collection to programs and score cards

UPLOAD TIP:  It is easiest to upload images before uploading associated score cards or race programs.

  1. Indicate the document type, as appropriate, using the drop down menu.
  2. Enter the Event Title as the race name or event as printed on the program or score card or as recorded by Guy Kendall in his album.
  3. Indicate the author as being the race sponsor or event organizers.  For example: Oxford County Agricultural Association.  Be certain to check the “corporate” box before entering the organization name.
  4. Identify the park name as best as possible.  Sometimes this information is included on the race form.  Other times, it will be necessary to do research in advance of data entry.
  5. If not printed on the race form, the race date was more often than not recorded by Guy Kendall in the photo album.
  6. The park location is most often recorded on the race program or score card; if not Guy Kendall likely recorded the location in the photo album.
  7. Geolocate the event location by entering the name of the town followed by “Maine.”  For example: Greenville, Maine.
  8. The event type will most often be recorded on the score card or program.
  9. Record the name of the race as indicated on the score card or program.
  10. Record the gait of the race as incidcated on the score card or program.
  11. Record the unique file identifier as described in the Kendall Log.
  12. The Level of Description is “Item.”
  13. The Extent of the Unit of Description reflects the number of pages in the pdf scan.
  14. Record a brief physical description of the program or score card, such as: “Score card for the Bridgton Agricultural Association Fair Races containing Guy Kendall’s handwritten notes on the races and finishes. Back of the card includes ads by race and fair sponsors in the Bridgton area.”
  15. Ignore the Race Day Photos field.
  16. In the Comments field, record the race information including sponsors, race event, purse, and horses in the field.  Note when a horse is a scratch and when a horse is a write-in.  (See “Linking images” illustration, above.) View the following example: Bridgton Agricultural Association Fair Races.
    1. Open two browser windows side-by-side and navigate to All Kendall Collection Images.
    2. One at a time, highlight each horse name in the program or score card and click the “link” icon.
    3. In the second browser, search the horse’s name and link image results as appropriate.  First priority is to link to photos take at the race/event being recorded; second priority is given to the most recent, available image of the horse in Digital Commons.
    4. Set “Target” to “Open Link in a New Window.”
    5. Enter the title of the image being linked.
    6. Click “Insert.”
    7. Repeat this process for each horse listed in the comments section of the record being entered.
  17. Enter the same keyword set for the program as used for the images but without the image filter keyword.  The image filter cannot process pdf files.  If you fail to remove the date key, the entire system will bog down and bePress support be required to correct the issue.
  18. Upload the appropriate pdf file.

Posting Programs to Digital Commons

Unlike the “scholarship” collections, programs uploaded to Kendall Albums will not appear in a front-end queue.  To make edits and to post programs to the appropriate album, you will need to access the Manage Events area of the bePress backroom.

Digital Commons Management Tool
A list of race cards to be assigned to a “track” in Digital Commons.
  1. Log in to “My Account”
  2. Go to “Site Administration Tools” >  digitalcommons.library.umaine.edu
  3. Go to ir_event_community > kendall_albums
  4. Click the “Manage Events” tab
  5. Set the “State” pull down list to “Not yet posted”  (See image above)
  6. Starting with the earliest entered document, click the “Assign” text link located in the far right column
  7. Confirm you are assigning to the appropriate album by reviewing the “Issue” on the resulting page
  8. Click the “Post” text link in the left links menu
  9. Click continue
  10. Click the update button
  11. The repository must be updated at each level in order for the changes to appear.  Click “update” on the Manage Events page
  12. Click “update” on the kendall_albums page of the ir_event_community page
  13. Back out to the digitalcommons.library.umaine.edu page and click “update”

Closing a Track

It is important to confirm that all photos and programs for a specific album year (or track) have been uploaded completely and accurately before closing a track.  BePress warns that closing a track is an action is “not reversible.” While this is somewhat of an overstatement, the fact is that re-opening a closed track is a complex programming process that must be undertaken by bePress personnel.  Therefore, it is advisable to confirm that all information is accurate in race programs and score cards, and all links to photographs and references are functioning prior to closing a track.

Available Tracks
Confirm that all information recorded during data entry is accurate and that links are functioning prior to closing a track.
  1. Log in to “My Account”
  2. Go to “Site Administration Tools” >  digitalcommons.library.umaine.edu
  3. Go to ir_event_community > kendall_albums
  4. Click on the appropriate “theme” decade, for example 1920s
  5. Click the appropriate “track” or album year, for example 1927
  6. Click the “Manage Events” tab
  7. Click the “Close track” text link in the menu on the left of the screen
  8. Select the radio button next to the available track you wish to close (See image above)
  9. Click “Continue”
  10. The following confirmation page will slow a list of all tracks (or documents) posted to the track.  Review this list to confirm that is is complete prior to finalizing this action.  This will be your last opportunity to make any edits or changes to the documents listed.
  11. Click the “Close track” button at the bottom of the list.
  12. Click the update button
  13. The repository must be updated at each level in order for the changes to appear.  Click “update” on the Manage Events page
  14. Click “update” on the kendall_albums page of the ir_event_community page
  15. Back out to the digitalcommons.library.umaine.edu page and click “update”

Return to Digital Commons in Digitization.

Contact: um.library.technical.services@maine.edu

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