JWT and Adam Matthew

Overview

Below are a few email excerpts related to the JWT Adam Matthew digitization project.  These emails focus on the naming conventions used by the DPC in the past while digitizing these collections and the new naming convention that Adam Matthew (BackStage) will use moving forward.

In conversations with Josh Rowley, Maggie Dickson (old account) (Unlicensed) and Molly Bragg (old account) (Unlicensed) about the organization of JWT collections that Adam Matthew will be digitizing, it has been recognized that the ‘umbrella collection’ that is JWT includes a variety of large collections that are separate from each other but related.  Of the 12 collections that Adam Matthew is digitizing, the DPC has digitized some material in two of the collections.  Of the material that the DPC digitized, each newsletter is an item and has been ingested into the DDR as such.  Adam Matthew (Backstage) staff will be digitizing material from these two collections at the folder level.  Because of this, the file naming convention they will use, while base on the file-naming scheme for these collections, will be slightly different from what is already in the DDR.  This will produce collections that have ‘item level’ and ‘folder level’ items in the same collection in the DDR and Digital Collections, which are designed to handle both.  The itemized newsletters will display alongside the folder level newsletters in the finding aid by assigning the same aspace_id.

The naming convention we provide to Adam Matthew will dovetail with DPC id's that already exist in the DDR so that there are no duplicate dpc local ID’s.

Emails

Hey Felix,

I have outlined the naming conventions and how they breakdown for the collections that we have digitized and how Backstage is to proceed with the material they will be digitizing.  As stated below, please use the file naming convention described in the Publications breakdown for collections Backstage plans to digitize.  See collection ID’s below for information on the root file name for each collection.

 Duke Naming Conventions (old)

 Newsletters (Main)

The Duke DPC digitized this collection to the item level (item = newsletter).

• The box number in the file name matches the physical box number in the naming convention
• The newsletter numbering is a sequence number that spans folders in a box
• The newsletter numbering restarts at 1 with each new box
• Folder information is recorded in the spreadsheet but is not represented in the file name
• The above file name represents the 2^nd page of the 6^th (main) newsletter in the 2^nd box of the JWT Newsletter Collection

Newsletters (Domestic)

The Duke DPC digitized this collection to the item level (item = newsletter).

• The box number in the file name matches the physical box number in the naming convention
• The newsletter numbering is a sequence number that spans folders in a box
• The newsletter numbering restarts at 1 with each new box
• Folder information is recorded in the spreadsheet but is not represented in the file name
• The above file name represents the 2^nd page of the 28^th (domestic) newsletter in the 3^rd box of the JWT Newsletter Collection

Duke Naming Conventions (new)

Publications

• The box number in the file name does not necessarily match the physical box number in the naming convention because it is a sequence number
• The folder numbering is a sequence number and does not necessarily match the folder number (if one is present)
• The folder numbering restarts at 1 with each new box
• Individual items with each folder are not represented in the file name
• The above file name represents the 3^rd page with the 6^th  folder in the 4^th box of the JWT Publication Collection

Please use the file naming convention described in the Publications breakdown (above)for collections Adam Matthew plans to digitize.  See collection ID’s below for information on the root file name for each collection.

Collection IDs

Duke DPC/Backstage filename dovetail.  Where to pick up the naming conventions for the collections already digitized by the DPC.

Note: In the Newsletter collections, you will be switching from an itemized to a folder level naming convention.

Anomalies:

• File counts do not match (but the folder titles do). Look at any folders in DG1.  This may be because we digitize some items differently (foldouts, images spanning an opening in a book).  I mention this because this will throw your totals off.

• Some folders are missing from your spreadsheet (but have been included in the set of files you will be receiving from the Duke DPC).  Examples of this are Box DG 3a and box DG 6a. I mention this because this will throw your totals off.

If you have any questions please let me know.

Thanks,

Mike

From: Mike Adamo [mailto:michael.adamo@duke.edu] 

Sent: Monday, January 23, 2017 10:04 PM

To: Felix Barnes <Felix@amdigital.co.uk>; Molly Bragg <molly.bragg@duke.edu>

Subject: RE: Filenaming for J. Walter Thomson - Backstage

Hey Felix,

I have been working through the file naming convention with a few colleagues of mine and almost have everything worked out.  I hope to send you file naming information tomorrow once we verify a few things on our end. 

Thanks for your patience,

Mike

From: Felix Barnes [mailto:Felix@amdigital.co.uk] 
Sent: Monday, January 23, 2017 11:09 AM
To: Mike Adamo <michael.adamo@duke.edu>; Molly Bragg <molly.bragg@duke.edu>
Subject: RE: Filenaming for J. Walter Thomson - Backstage

Hello Mike,

Thanks for this.

Will look forward to hearing from you.

 All the best,

 Felix

From: Mike Adamo [mailto:michael.adamo@duke.edu] 
Sent: Friday, January 20, 2017 10:26 PM
To: Felix Barnes <Felix@amdigital.co.uk>; Molly Bragg <molly.bragg@duke.edu>
Subject: RE: Filenaming for J. Walter Thomson - Backstage

Hey Felix,

Comparing the file naming in the documentation we gave you against the names of the files that we gave you can be a little confusing because the file naming document represents how we currently name files and the naming convention we used on the files we gave you represents the old way we named files.  We are straddling two worlds.

‘jwt’ will work.  The enumeration usually follows the physical location Box/Folder and we let the metadata workout series/subseries groupings. 

I will need to consult with my colleague who digitized the first 9 boxes of the publication series to make sure the numbering that we have done dovetails with the numbering Backstage will be doing.  This is also the case for the newsletter series.  I have added a copy of the spreadsheet you sent with an example of the naming convention (Publications tab, column A).  Once I work out the details I mentioned above I’ll be able to give you the exact file naming convention, pattern and starting points.

I’ll work on this first thing Monday morning.

Thanks,

Mike

From: Felix Barnes [mailto:Felix@amdigital.co.uk] 
Sent: Thursday, January 19, 2017 11:21 AM
To: Molly Bragg <molly.bragg@duke.edu>; Mike Adamo <michael.adamo@duke.edu>
Subject: Filenaming for J. Walter Thomson - Backstage

Hello Molly and Mike, 

I’m just looking at sorting out the folder/filenaming for Backstage on the J. Walter Thomson material. I’ve just been looking at your naming conventions so am just working out an approach and wanted to confirm how you’d like things. 

If you’d be able to give your feedback in the next couple of days I’d be grateful as Backstage would like the listings sheet on Monday.

Collection identifier:                       I presume JWT will suffice

Type:                                                     This will be st all the way I imagine

1^st level of enumeration:              For this shall we give an identifier to each series? Am I right in thinking this needs to be a three-digit number (with 001 signifying level not in use)? So could be as follows:

• Publications                                       011
• Newsletters                                        012
• Account Files                                     013
• Staff Meeting Minutes                       014
• Writing and Speeches                       015
• New York Office                               016
• Chicago Office                                 017
• Review Board Records                    018
• New Business Records                   019
• Corporation Vertical Files               020
• Information Centre                         021
• Visual Gallery Ads                          022

Though here we have some records for the newsletters with seem to have, for example, jwtnl02001 which seems to correspond to jwt – nl (for the series) – 020 box number – 01 item number within box.

Should we do everything this way? In which case should we use some letters for the series instead of a number?

2^nd level of enumeration:             So this could either be a box number or we simply run down the listings as items and ignore the boxes

I’ve attached a sheet with a sample of this on the publications column.

Might be best if you show us how you’d like these referenced.

3^rd level of enumeration:              To me this will refer to the file name rather than any of the folders. We usually put in an underscore for this. Would that be alright? So _00001.jpg, _00002.jpg, _00003.jpg, etc.

If you could let me know how you’d like things then we can get it arranged.

I’ve attached some our listings. If you’d be kind enough to fill out some samples in Column A of each tab then we can take it from there.

Hope to hear from you soon.

Best wishes,

Felix