Resources for Participating Organizations

Training

Training for CONTENTdm, metatdata creation and scanning are arranged as needed when new project participants join. Group training sessions on particular New York Heritage topics of interest are also held periodically at participating councils.

Calendar of upcoming New York Heritage training events
*coming soon*

Materials from past New York Heritage training events
*coming soon*

Getting Started

Planning Your First New York Heritage Digitization Project (PDF)

For eligibility information and instructions about how to join the New York Heritage project, please refer to your NY3Rs council:

Metadata

New York Heritage Metadata Standards
NYH Metadata Template (coming soon)
NYH Metadata Dictionary

How to:
Set up Excel spreadsheets for single or compound item metadata (PDF)
Use templates in the Project Client to automate repeating metadata (PDF)
Set up your institution’s field properties in CONTENTdm Administration -- Please contact your local administrator if you would like to customize your insitution's field properties. It is best to discuss field customization with your administrator before starting a New York Heritage project.

Working with New York Heritage collections and sub-collections in CONTENTdm

Installing CONTENTdm
Contact your local library council for instructions and assistance with downloading and installaing the CONTENTdm Project Client software.

CONTENTdm User Support Center (USC)
The USC is CONTENTdm's official help site. Go here to access help files for the Project Client and view community forums for CONTENTdm users. To access the USC, you must sign up for a user account. Contact your administrator to obtain your Organization ID (required to create an account).

Instructions and Exercises
If you do not find the subject you are looking for listed in the instructions and exercises below, visit OCLC Tutorials for Version 6 for many more CONTENTdm topics.
  1. Working with Projects in the Project Client
    2. Naming the collection and the correct metadata template is the first step in creating a project in CONTENTdm.
  2. Using the Project Client
    3. Once the metadata template is set up, continue to use the Project Client -- first to describe digital files and then to upload them to the web server. Use the Metadata Template for entering persistent metadata fields and their contents. Use Metadata Properties to automatically capture certain property about a file that you want to add to a field.
  3. Tab-delimited Text Files: Creating; Entering Dates; Create Using Microsoft Excel

  4. How to set Image Rights for a Set of Digital Objects (Collection)
    5. Image rights can include banding, branding, or watermarking on each image.
  5. How to Add a single or multiple items
    6. Use the Add Items feature to upload digital files, and Item Editing or Spreadsheet to enter descriptive information.
  6. How to upload a postcard (compound object)
    7. Compound Objects are constructed from individual digital files that are assembled together so as to be retrieved as a single object by end-users. Two-sided documents can be postcards, baseball cards, flyers, tickets, etc.
  7. Using OCR (Optical Character Recognition)
    8. Document Compound Objects consist of the digital image files of scanned text pages that are matched one-on-one to each of their searchable transcript files. Please contact your Administrator or NY 3Rs Council to obtain the OCR license to use this feature.
  8. Working with PDF files
    9. Automatically convert PDF files into compound objects, create thumbnails from PDF files, and use full text extraction.
  9. How to upload a document with transcript files
    10. Document Compound Objects consist of the digital image files of scanned text pages that are matched one-on-one to each of their searchable transcript files.
  10. Using the Compound Object Wizard to create Hierarchy (such as Table of Contents in a book)
    11. How to reflect the structure of the monograph
  11. Uploading Digital objects into CONTENTdm for Collection approval and Indexing
    12. Once data is entered into the metadata template in the Project Client, upload the items to the Pending Queue. Use the CONTENTdm Administration page to review, edit and approve uploaded items prior to publishing them.
  12. How to edit Collection (published) items
    13. How to edit published items, use the Lock function, replace images without losing associated metadata, use the Replace Item function, use the Edit Existing Items function, and Map file names.

Digitizing

Legal Issues and Resources for Digitization

Whenever possible, the holding institution or repository provides all known information about copyright owners and other restrictions in the information, or metadata, associated with digital items. The holding institution provides this information to assist users in determining the copyright status of an item. New York Heritage also provides a general copyright information statement on its website for users.

The nature of historical, archival and manuscript collections often make it difficult to determine the exact copyright status of an item. There are many issues related to copyright. There are several resources on the Internet that can help you to determine the copyright status of the materials in your collections:

Copyright
LibraryLaw.com (http://www.librarylaw.com) -- Site focuses on legal issues of interest to libraries, such as copyright, privacy and the First Amendment.
Copyright (http://www.copyright.gov) -- United States Copyright Office

Copyright and Fair Use (http://fairuse.stanford.edu/) -- Site emphasis is on copyright issues especially relevant to the education and library community, including examples of fair use and policies. Useful copyright charts and tools are continually added to help users evaluate copyright status and best practices.

Cornell University Copyright Information Center (http://copyright.cornell.edu/) -- Check out the tutorials section for high-quality online training materials.

Columbia University Copyright Advisory Office (http://copyright.columbia.edu/copyright) -- The Advisory Office web page is a great location for information on the copyright issues facing libraries.

Using Copyright to Your Advantage!, October 10, 2011 (SCRLC CE materials)
U.S. Copyrighted Works that have Expired into the Public Domain (chart)
Mary Minow. (U.S. Copyrighted Works that have Expired into the Public Domain)

Flowchart for determining when U.S. Copyrights in Fixed Works Expire from Sunstein Kann Murphey and Timbers LLP When U.S. Works Pass into the Public Domain (http://www.unc.edu/~unclng/public-d.htm) by Lolly Gasaway. Chart may be freely duplicated or linked to for nonprofit purposes.

Copyright Term and the Public Domain in the United States (http://copyright.cornell.edu/resources/publicdomain.cfm)
Chart by Peter Hirtle updated 1 January 2012.

LLRX.com: Law and Technology Resources for Legal Professionals (http://www.llrx.com)

Library Digitization Projects and Copyright - Part I - Introduction and Overview (http://www.llrx.com/features/digitization.htm) By Mary Minow, Six parts.

Fair Use
The Stanford Copyright and Fair Use Center (http://fairuse.stanford.edu)

International
International Copyright & Libraries (http://www.ala.org/advocacy/copyright/internationalcopyright)

 General Issues
Keeping Library Digitization Legal By Bobby Glushko., American Libraries Magazine, 05/02/2011. (http://americanlibrariesmagazine.org/features/05022011/keeping-library-digitization-legal)

Blogs
Dennis Kennedy
Be Spacific

Data Storage & Preservation

Although NYH regularly backs-up its data, we also reccomend that for preservations purposes, each participating institution should back-up its own data individually.