Digital Surrogates
- Ana Cox
File Naming Conventions
All files that enter the database must conform to the naming conventions described on this wiki page.
All digital surrogate file names must begin with the accession number of the work the file is related to, as it appears in EmbARK. This means that the parts of the accession number should be separated using decimal points. Ex: 1998.243.jpg or 1998.243.doc
Images
If there is more than one digital image related to a specific record, you must add a few describing words that differentiates the surrogates from others related to the work. For example, you may have a sculpture and several digital images representing different view points of the work. Add a dash to the accession number with a short describing word. Ex: 1998.243-front.jpg or 1998.243-rside.jpg The words you use for the sub title do not need to conform to any style but try to choose a sub title that would be obvious to someone who has never looked at the file. All images of works are saved in Collab > Departments > TEMU > TEMU-Only > Images. The digital image must be dragged from this location on the server, not from the desktop or a local file on your computer. Also, the file must be edited prior to being added to the record as EmbARK creates a permanent thumbnail and preview image of the file when it is first added to the database.
Documents
Works may have digital documents that need to be attached to the record such as a word doc of wall text, or a scanned pdf of the gift agreement. All digital documents must contain a subtitle describing how the document relates to the record. Ex: 1998.243-valuation1999.pdf Ex: 1998.243-walltext2004.doc As with the digital images, the words you use to describe the subtitle should be clear and different from other files related to the work, but don't necessarily need to conform to a standard. All digital documents are saved in
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Adding Digital Surrogates to EmbARK
To add a digital surrogate of a work to a database record record, visit Step 6 of the Cataloging Manual.
Scanning Policies and Procedures
Settings for Epson Flatbed Scanner:
File Type: JPEG
Resolution: 300
Save Location: Collab > Departments > TEMU > TEMU-Only > Images
Settings for Nikon Camera:
File Type:
Resolution:
Save Location: Collab > Departments > TEMU > TEMU-Only > Images
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Adding Digital Surrogates to Web Kiosk
Once digital surrogates are added to EmbARK and marked for "Web Access," thumbnail and preview images will automatically generate and become accessible on the Web Kiosk. However, full size images must be added to the "Images" folder on the Media server - this is the same location where the thumbnail and preview files are saved.
First you must connect to the Media server. If using a Mac, open a "Finder" window and select "Go" and "Connect to Server" from the top menu.
Next, type "smb://embark.ads.carleton.edu/media" into the server address field and click connect
This will bring up the folder where all media is stored in embark. Drag image files from the "Images" folder in Collab to the "images" folder in Media. You can drag all the files from images at once or highlight a select number.
