User Manual for Digital Scriptorium – WebGenDB

Text level: GenericTitle field: not mapped to WebGenDB-title, thus [No Title for Display] even when there is data in the DS GenericTitle field 4.. Image level: Caption field mapped to We

User Manual for Digital Scriptorium – WebGenDB

version 6 2018-03-14

Introduction

Digital Scriptorium data structure

As is known to partners who have worked with DS (as it will henceforth be called) under its previous technology, and to new partners who have used the online version of DS, the

architecture of DS structures its bibliographic metadata in a 4-level hierarchy, in which each parent may in theory produce zero, one or many children:

WebGenDB

This guide is intended to provide basic instruction on creating hierarchical records using the WebGenDB tool The WebGenDB is a generic tool used to capture structural, descriptive, administrative, and technical metadata for cultural materials The data entry screens can be customized to specific projects The field labels and descriptive guidelines found in this

document are customized for the Digital Scriptorium project

Digital Scriptorium data in WebGenDB

Description in WebGenDB is based on the Metadata Object Description Schema (MODS), which

is a plain-language version of MARC21 (i.e it doesn't use numeric coding so that it is readable) It is a simple set of descriptors meant for ease of digital object discovery, yet is more

human-robust than a simple schema like Dublin Core All digital library projects sponsored by the University of California, Berkeley employ this database The advantage to DS is that technology costs are shared across the range of digital library projects in daily operations, and eventual updating innovations in technology of WebGenDB will include DS The disadvantage is that the system, while custom-configured to DS in the present version, is not custom-built for DS Each record and subrecord (called in the database object and subobject) in all configurations of

WebGenDB contain the same number and the same set of descriptors or fields To build a hierarchical relationship between segments of a record, one repeats the base record, specifying the relationship of the new record to the first record as that of a sibling or that of a child;

subsequent siblings and children follow the same linear build-up, forming a unit that consists of one object, plus as many subobjects as necessary

no actual title in a record/subrecord; thus, WebGenDB's need for a title will be handled by a displaying placeholder phrase, "[No Title for Display]"; specifically:

non-1 Manuscript level: no actual title, thus the WebGenDB-title, [No Title for Display]

2 Part level: no actual title, thus the WebGenDB-title, [No Title for Display]

3a Text level: Title field mapped to title, obviating need for dummy title (when there is data in the DS Title field)

WebGenDB-3b Text level: GenericTitle field: not mapped to WebGenDB-title, thus [No Title for Display] (even when there is data in the DS GenericTitle field)

4 Image level: Caption field mapped to WebGenDB-title, obviating need for dummy

WebGenDB-title (when there is data in the DS Caption field)

The WebGenDB Title/Caption is necessary for DS inputters, since it drives the navigation of the database interface particularly in the table of content (TOC), and is used for search and work order displays It appears at all levels and, per WebGenDB rules as stated here, must not be left blank

NOTE: The dummy title, i.e [No Title for Display], must be used precisely with that spelling and that format, because that is what the computer is instructed to ignore; any other spelling or formatting will result in the dummy title (however it reads) appearing in the public view of DS

DS field Requirements

As noted above, WebGenDB requires a title in each record/subrecord, wherever that

record/subrecord occurs in the hierarchy of an individual manuscript's description, and the program reinforces that requirement: if one inputs no data in the WebGenDB-title field, the record will be rejected No other requirement is enforced by the computer Thus the DS

inputters will need to practice extreme vigilance to ensure that their records meet DS standards

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and functionalities These are the fields that DS requires, followed by the name of the

WebGenDB field:

Manuscript level (called "Object" in WebGenDB):

 City—City (where held)

 Institution—supplied by default in each institution's section of WebGenDB

 Repository—supplied by default in each institution's section of WebGenDB

 Shelfmark—Shelfmark

 TotalFolios—Total/Span/Range/Number Folios

 Inputter—Inputter or Reviser/Inputter or ReviserDate

 Inputter Date—[WebGenDB: included as part of preceding field]

Part level (called "Subobject" in WebGenDB):

 Support—Support

 Height—Height and Width

 Width—[WebGenDB: included as part of preceding field]

 SpanFolios—Total/Span/Range/Number Folios

 Country—Country and Region [both in the same field]

 Document: Yes/No—[dropdown box offering the one choice: Document]

 Dated: Yes/No—Dated (Y/N) [with a blank data box]

Objects and Subobjects

In WebGenDB-speak, the manuscript as a whole is the "object" and every record belonging to that object is a referred to as a "subobject."

Near the top of the screen, above the entry fields, there is an Object ID and a SubObject ID for each piece of the record These are auto-assigned, system-generated IDs and cannot be edited The Object ID represents the object as a whole (i.e the manuscript); the Subobject IDs are the unique identifiers for each of the individual subrecords (i.e Parts, Texts, Images)

To recapitulate the basic aspects:

1 WebGenDB repeats, with some configuration of the labels, the same panel of fields at each of the four levels of DS hierarchy

2 The top level of the DS hierarchy is the Manuscript, which in WebGenDB is the Object; the three descending levels (Part, Text, Image) are Subobjects

2 WebGenDB requires a title in each of the four panels, and this is the only computer-enforced requirement

3 DS-required fields are an obligation resting entirely on the inputter

Opening the database

Use Internet Explorer

Go to: http://ucblibrary4.berkeley.edu/GenDB

Login by typing Username and Password.

Inputting a New Object (i.e description of a manuscript)

Note: Be aware that the screens in WebGenDB hibernate after 20 minutes of inactivity; you will need to login again to reopen the screen; if you have not saved your data by clicking on the Save button before WebGenDB hibernates, your data will be lost However, any changes made will besaved automatically when you navigate away from an inputting screen

The User Manual will address the features at the bottom of the opening screen at a later point

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The top of the first screen after login is:

The dropdown menu for Type only allows one choice: text (it refers to the type of record) Please choose it The Title/Caption box is intended to contain the placeholder WebGenDB-title for the Manuscript level, i.e.: [No Title for Display]; please type that phrase into the box and tap

"Create."

NOTE: Each level below the root level (i.e the Object or Manuscript) can have as many children

as required but the DS-prescribed hierarchy (manuscript/part/text/image) is not enforced by the database, rather it is up to the inputter to build the DS-prescribed structural hierarchy manually

Manuscript level

This will create a new manuscript object in the database It will be assigned an ObjectID and SubObjectID (both computer-determined: the Object is a wrapper record that can't be edited; theSubObject is the root-level record that can be edited in the user interface) and the inputter will beplaced in the object entry screen for the root object to begin data entry

1 Object and Subobject IDs assigned automatically

2 DS-required fields (but not signaled in WebGenDB)

3 Dummy or placeholder title, [No Title for Display], to meet WebGenDB requirement

4 Dropdown box with Digital Scriptorium as only option

Existing Metadata area

Below the metadata entry form that we have just seen is the Existing Metadata area; it serves for proofreading and editing the metadata that was initially entered in the above form; to do this,

click on the button, Edit Metadata (which allows editing in all fields), or, alternatively, edit the metadata in the above form (which may not all be available, e.g if there are multiple creators)

Be sure to Save frequently, especially if you leave the screen unattended while checking

information

NOTE: The use of the Add Metadata button will be explained at a later point

The Three Subobjects

Moving vertically down the hierarchy among the subobjects (to produce a child) or moving horizontally among the subobjects (to produce a sibling) is handled via the same procedure:

1 Go to Advanced Options in lower left of the screen, fill out the form as necessary; click Add

2 Go to the Table of Contents (or, navigation tree) in upper left; click on the icon for the new Subobject The folder icon indicates that there are records below a given level (i.e child

records), while the diamond (♦) represents a record with no records below it in the hierarchy (i.e without children)

3 Enter the metadata in the form

4 Click Save (or Save and Exit)

NOTE: The Part, Text, and Image level screens are identical in the WebGenDB interface, i.e they contain all fields on single but repeatable screens Not all fields will be used at a given level.Some fields will be left blank and will only be filled in at the appropriate level For example, at the Part level you would fill in the "Support" field; you would not fill in the "Support" field at theText level It is the responsibility of the inputter to choose the appropriate fields for the level at which he is entering data

The tables at the end of this manual list which data is entered at which level; in addition, the datadictionary provides a level-by-level explanation of each field

Part

To add a Part: First Step:

 Select the "text" type from the pulldown menu (it refers to the type of record)

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 In Label box, the word "text" appears automatically; change that to "Part" (if it helps you

to track your position in the structural hierarchy), or to "[No Title for Display]" (what it will need to be changed to eventually)

 Select the number of parts by entering that number in the "Qty." box The number of parts that you specify now will be reflected in the number of empty inputting screens, all sibling to one another, that will be prepared by the computer If you specify one new part, only the one will be constructed at that point, but you can always add subsequent parts one by one if you choose

 Select the "Add item as child" radio button

 Click on "Add" button when you have made your selections

To add a Part: Second Step:

In the upper left corner of the screen, at the Table of Contents, click on the newly added diamondicon for Part in order to obtain the inputting screen

To add a Part: Third Step:

If you didn't insert the phrase "[No Title for Display]" in the first step, the inputting screen will appear with the word "Part" in the WebGenDB-title field; change this to [No Title for Display]; ifthe phrase is already there, no action is now required for the WebGenDB field for Title Fill out the fields on this screen that belong to Part, making sure to put data in the fields that are required

by DS (but not by WebGenDB, so there will be no warning from the program if you neglect to

do so)

On the screen used for Part:

1 required by DS

2 required by WebGenDB (and enforced)

3 required by DS but instead of adding data, you will make explicit for the sake of two online search functions, the following two situations:

 Is this manuscript dated by its scribe? Yes/No Here you must input the correct choice; there is no default

 Is this manuscript a document (financial, legal, administrative)? Yes/No Here the default is "No" as represented by the phrase, "Select One"; if you need to choose "Yes," select the only option, i.e "Document."

To add a Part: Fourth Step:

Click Save or Save & Exit

Text

To add a Text to a Part, follow the same procedures as for adding a Part

To add a Text: First Step:

 Select the "text" type from the pulldown menu

 In Label box, enter "Text."

 Select the number of texts to be added at this level by entering that number in the "Qty." box The number of texts that you specify now will be reflected in the number of empty inputting screens, all sibling to one another, that will be prepared by the computer If you

specify one new text, only the one will be constructed at that point, but you can always add subsequent texts one by one if you prefer.

 Select the "Add item as child" radio button

 Click on "Add" button when you have made your selections

To add a Text: Second Step:

In the upper left corner of the screen, at the Table of Contents, click on the newly added diamondicon for Text in order to obtain the inputting screen

To add a Text: Third Step:

The inputting screen will appear with the word "Text" in the WebGenDB-title field; change this

to [No Title for Display] if you do not have an actual title for this subobject to insert into

WebGenDB's Title/Caption field; see the Data Dictionary for the distinction between DS Title and GenericTitle Fill out the fields on this screen that belong to Text, making sure to put data in the fields that are required by DS (but not by WebGenDB, so there will be no warning from the program if you neglect to do so)

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[snip]

In this sample screen shot, the box labeled as 1 contains data that is required by WebGenDB (the field for Title in WebGenDB must always contain data; as noted before, it could be the dummy title, [No Title for Display], or a real title, as here), required by DS (the span of folios), or

recommended when available (author) The box labeled as 2 contains optional information

To add a Text: Fourth Step:

Click Save or Save & Exit

Image

To add an Image to a Text, follow the same procedures as for adding a Part or a Text, PLUS an extra step for the image filename

To add an Image: First Step

To add an Image to a Text, use the same box on the lower left corner of the database screen that was used to add the Text and the Part

 Select the "text" type from the pulldown menu

 In Label box, enter "Image."

 Select the number of images to be added at this level by entering that number in the

"Qty." box The number of images that you specify now will be reflected in the number

of empty inputting screens, all sibling to one another, that will be prepared by the

computer If you specify one new image, only the one will be constructed at that point, but you can always add subsequent images one by one if you choose

 Select the "Add item as child" radio button

 Click on "Add" button when you have made your selections

To add an Image: Second Step:

In the upper left corner of the screen, at the Table of Contents, click on the newly added diamondicon for Image in order to obtain the inputting screen

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To add an Image: Third Step:

The inputting screen will appear with the word "Image" in the WebGenDB-title field; change this

to the caption for this particular image If no caption is desired for this particular image, please insert the usual dummy title, [No Title for Display], and the computer will accordingly omit it in the final online version Fill out the fields on this screen that belong to Image, making sure to put data in the field that is required by DS, i.e Folio (but since it is not required by WebGenDB, there will be no warning from the program if you neglect to do so)

To add an Image: Fourth Step:

Click Save, or Save & Exit if you are entirely finished (but see Step 5)

To add an Image using a filenaming system from your home institution: Fifth Step:

This step requires you to step outside of WebGenDB to prepare an Excel spreadsheet that you will submit to Berkeley with your images Its advantage is that it allows you to retain your homeinstitution's file naming system, and thus to avoid renaming the images that go to Berkeley; retaining your own image file names will also allow you to refind an image in your own backup system

Once Berkeley has imported your imaging metadata from the Excel spreadsheet, your image filenames will appear in the View Files area for the Object (i.e Manuscript) in question To find that page, click on the View Files button at the top of the inputting screen at the Manuscript level

This is an example of the View Files screen, with a column for the SubObject ID for the Image record, the Caption, and the full image file name of which only the segment "7054" and "7055" are the home institution's file name; the other segments are supplied by Berkeley to represent the home institution (New York state, New York city, Columbia University, Rare Book & ManuscriptLibrary, as based on MARC codes) and the letters D, C, B and A representing size of the image.

Excel Spreadsheet for Image Filenames:

Please compile an Excel spreadsheet with the following columns for types of data:

 Call number/Shelfmark of the manuscript

 Folio number (or location, e.g Binding) of the image

 Caption (if desired; its information usually offers a quick visual verification that the image described and the image photographed refer to the same item)

 Image filename in your home institution's format

 Subobject ID for the Image record

The last two are what the computer needs to build the link between the one image record and the one image The first two are human-readable, and may be used as photo order so that your staff can pull the right manuscript and flag the right opening; the third proposed column (i.e Caption) will be used by the photographer to check his work, and by QC checking by library staff

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