Map Acquisition
and Cataloguing Workflow
Currently the Map
Acquisitions
and Cataloguing
Team are only cataloguing/preserving electronic materials which are
selected by Division 2 map staff. Stand alone CD’s
are not
covered by Legal Deposit at this stage, however, pending Commonwealth
legal deposit legislation, these items can be voluntarily deposited via
negotiations with publishers and creators. Where publications
in
these formats cannot be obtained on voluntary deposit, or where
multiple copies are required, consideration may be given to
purchase. If 2 copies of an electronic item is received copy
1
will always be selected for preservation.
Where information contained
within a physical
format publication also exists in a print version, the Library does not
intend to preserve the physical format publication except where
additional flexibility of use is provided by the electronic
version. Where both online and physical formation versions of
a
publication are available, the Library prefers to preserve the online
version. Where there are significant differences between the
versions, both or all will be preserved. (as stated in
‘Preserving Australian physical format electronic
publications
– selection guidelines’ NLA Web)
When an item is electronically
preserved, it is
the information content that will be preserved rather than the actual
physical item. The physical item will be retained and housed
in
the appropriate stack location with other physical format materials
i.e. MAP Nmt run.
Workflow
guideline
The following is a workflow
guideline for the Map
Acquisitions and Cataloguing Unit. The Prometheus
‘User
Guide’ (available through Prometheus) should be consulted for
more detailed user instructions in addition to other functions of the
workbench such as transferring jobs and capturing non-optical media
such as USB drives.
Standard procedure will be to
preserve the
digital material at the same time it is being catalogued i.e.
we
will not stockpile Nmt material for preserving at a later date.
Material
with an accompanying disc
Where there is an accompanying
disc - Catalogue
the printed map (monograph) as you would normally and add the following
fields:
300
1
map : col. ; 24
x 30 cm. + CD-ROM
538
System details
The standard minimum system
requirements note
would be “System requirements: PC/Mac with CD-ROM drive,
standard
web browser.”
However,
check item information for any other requirements needed to run the
program.
Please refer to the Prometheus
– User’s Guide
for more examples of System Details and File Formats for what is often
found on
software packaging, technical specifications or Installation notes.
Enter the System Details and File Format
information as an
Annotation
to a Job’s Part within Prometheus.
If
the
content of the disc is available on the internet a 538 and 856 Marc tag
should
be added to the record to indicate this
530 - -
$a
Selected digital files also available on the internet, address
as at xx/xx/xxxx (date), http://www.
etc
856 4 -
$u http://www.
etc
Step by Step Guide
1. Log
into Voyager
2. Log
into Prometheus
Internet Explorer or
Firefox 2 are the recommended web
browsers to use (as the Interface breaks in Firefox 3)
3. Find
the relevant item in Voyager
a. Check
that system requirement notes
are in the 538 field. If not there, then add them to the record in
Voyager.
b. Open
the holding for the item that
is going to be archived (if there are
two holdings always select copy 1)
If there is a collection level record and items are also individually
catalogued
select the collection level record to archive
eg. 1:250 000 geological map series explanatory notes [ electronic
resource] :
[Northern Territory]
VN 3698289
4. Go
into Prometheus
5. Create
or find
job
6. Enter
the Bib. ID for the item
7. Preview
details and check that
system details are correct
8. Click
on drop down menu and select
the choose holdings box
9. Select
the correct MAP Nmt line
10. Select Check
for existing jobs (Message
displays – No jobs exists)
NOTE:
If one or more Jobs do exist for a catalogue record a decision
will have to be made as to whether to:
A: the user wants to add additional physical media parts to
an existing job [as in the case of the Australian Map titles below]
B: create a completely new Job [as in the case of overseas
titles below]
If the user wishes to add additional media to an existing Job click on the blue Add to this Job button.
11.
Add job
name in the Enter name of new job box. The job name will depend on what
type of maps or information is in the electronic item.
For Australian items use these
titles only:
- Australian aerial photos
- Australian atlases
- Australian cadastral maps
- Australian gazetteers
- Australian geochronology
- Australian
geological maps and explanatory notes
- Australian hydrographic charts
- Australian
mineral occurrence database
- Australian parish maps
- Australian
remote-sensing maps
- Australian
topographic maps
- Australian travel guide maps
NOTE:
If
your electronic item does not cover the above
types notify your
supervisor who will add more titles.
For overseas titles use the title as
it appears in the 245 of the Voyager record (both title and subtitle)
For example:
- Atlas coelestis : la cartografia celeste dal
1500 al 1850
12. Click
on Create new
job
13. Click
on Add media
14. In the
Enter name of part box, name the part for both overseas and Australian
items as it appears in the 245$a of the Voyager record + edition or
volume or date of publication + no. of disc (if multiple discs) e.g.
- GeoMAP.
Version 2009 (Disc 1 of 3)
- Limbunya, Northern
Territory (2005)
If
there are multiple physical parts with the same title, add Disc 1 of
x for example, to
clearly identify these separate digital objects. If there is
more
than
one disc and each disc has its own unique title, there is no reason to
give the
disc a number.
For overseas items the title as it appears in the 245
will be used for both the Enter name
of new job box and the Enter
name of part box (+ edition or volume or date of publication +
no. of disc) e.g.
- Atlas coelestis : la cartografia celeste dal 1500
al 1850 (1980)
Add notes
and metadata to the part
* NOTE: Any system details as seen
on the Bibliographic tab reside only in Voyager not Prometheus! They have
been displayed there to make it easier to verify the correct record and
to enable users access to an easy cut and paste option for transferring
of the File Format and System Details from
Voyager into Prometheus.
-
first click
on the Bibliographic tab, and pause while the screen refreshes. Then
expand the Part information by clicking
on the Part's name (or the little triangle to it's left) to reveal
the Add notes
and metadata to part option section, to enable adding System
Details and File Format information.
-
Click
on the green Add notes
and metadata to part button,
and
then
-
Select System
Details from the drop down list,
and then by copying
and pasting the 538 tag information from
the displayed Voyager bib record (PC/MAC with CD-ROM drive or whichever
is appropriate
for the item) into the text box, click
save
-
Click
on the green Add notes
and metadata to part button again,
and then
-
Select File
format
from the drop down list and
-
enter the file type(s) (eg. SID, SHP, PDF,
etc.)
-
Click save
15.
Click on
Edit > then Choose Type
(to
select correct icon for
the Part's media carrier type) eg. CD/DVD-ROM, External Hard Disk or
USB, File (single) or Floppy Disk (3 1/2"). Note: For collection
material
supplied on USB Flash/Thumb drives please refer to the
Workflow section 9
- Capturing non-Optical Media for the
procedure to select the USB flash memory drive. All contents of the USB
Flash Memory Drive will be copied into Prometheus.
16. Save
>
Capture
17. Select
appropriate CD/DVD drive and
insert electronic item into the mini juke box for optical discs. For
USB flash memory drives use the Browse function to navigate to the
USB flash drive location on your computer. Note: Occasionally USB flash drives
may be 'hidden' by exisiting mappings of NLA network drives. Should
this occur please contact the Digital Preservation Helpdesk for
assistance.
18. Close
19. Status
will display
as
‘Initialising’. Allow
system
to copy and status reads
‘Complete’.
If this takes some time – click
on the refresh button on the toolbar (two
arrows in a circular motion) to reload current page
Timing
Notes:
Initializing;
a pop up window of file types will display which can be closed;
imaging (can
take up to 10 minutes); copying (approx. 2 minutes); completed;
pending
(approx 2 minutes); analysing (approximately ? minutes); completed.
Stub
- If a Part is
unsuccessfully processed
If a Part fails to process
correctly, an error will be flagged and the user is given the option to
Restart the process. The ERROR
status text message is a hyperlink and upon clicking upon it will
display a pop-up dialogue window detailing the cause of the error along
with suggested actions that user can take to rectify the problem. It
also offers the user the option to Restart the task.
After taking those actions, the user can then return to the error
message pop-up window and click the green Restart button. If the
actions taken were successful, this will enable Prometheus to restart
the task which had previously given the error and progress that task to
its completion.
The points that one can recover from an error and
proceed are:
• re-capturing the media on the user’s
computer,
• recovering from errors caused during the
copying of the content from the user’s computer to Prometheus
Service on the network,
• errors within the workflow on the Prometheus
Service,
• errors with file analysis on the Prometheus
Service and
• errors when Prometheus transfers the content
to the Digital Object Storage System (DOSS) for its long term storage
and access.
If
this course of action still fails to rectify the situation, there are
two other options.
• Record
the DPW failure error for a a physical carrier within it's Part, as a Stub. Click on
the title of the Part, as per Annotation,
and select 'Mark Part as a Stub. You will be prompted to enter a
reason. To un-stub
a part, click on 'Unstub Part'; or
•
Transfer the Job to Digital Preservation [digipres] along with the
physical media.
This removes the media content from
the Part and thereby enables progressing the remainder of the Job
to completion. The failed Part can then be attempted again as a
separate Job but allowing all the other Parts of the original Job to be
successfully ingested in the interim.
Note: Should one 'un-stub' a Part,
it will need to be recaptured before being able to mark the Job
complete as the original content has been deleted when making it a
stub. If the material is still not processable the Job will not be able
to be Marked Completed.
20. When
all
parts have been added,
uploaded, analyised and prepared for storage, the Mark entire job complete button
will become visible.
21. Review
all the Parts and their associated System Details and File Format
metadata annotations. These annotations will often be different for
each Part. See Figure 5.
22. Then 'finalise'
the job by clicking
on Mark
entire job complete button, a
confirmation dialogue box will appear and click
again on Mark
complete button to confirm submission of
the
job to the digital repository’s Ingest
Service.
If
archiving
retrospectively lot groupings of electronic items, eg. Parish maps or
serials you can leave the job
open briefly
until
the collection is completed.
Complete
catalogue record and add new holdings line (Voyager)
23. When
preservation is
completed, the bib record and holdings need to updated to be complete.
24. Add
583 tag to the bib record
if not already present. 583
- - $a Digital content preserved
$5 ANL
25. Add new holdings
record (in
addition to existing Nmt
holding for the physical item in the stacks) – but no
item
record is needed. 852
8 - $b PRU $h Digital preservation
master
End
processing
26. Place
the disc into a Preservation
supplied CD case, if one has not been
provided.
27. Attach
a call number label to the
front of the CD case
in the bottom left corner
28. Affix
Prometheus Ingested sticker to the spine of the case to indicate that
it has
been digitally preserved in Prometheus.
Figure 1: 'Prometheus Ingested' sticker
MAP
Naming Conventions
When
uniquely identifying Parts of a Job, please use Title Case:
Name
the part as
it appears in the 245$a of the Voyager record + edition or
volume or date of publication + no. of disc (if multiple discs) eg.
GeoMAP.
Version 2009 (Disc 1 of 3)
Limbunya, Northern
Territory (2005)
If
there are multiple discs with the same title, add Disc 1 of
x, to
clearly identify these separate digital objects. If there is
more
than
one disc and each disc has its own unique title, there is no reason to
give the
disc a number.
Examples
Voyager
Figure 2: Example of Voyager record
and associated Holdings
Figure 3: Example of Voyager record
and associated Holdings
Figure 4a: Prometheus Job with three
Parts
Figure 4b: Prometheus Job with three
expanded Parts
Figure 5: Promenteus Job with
Multiple Parts per
holding, expanded to illustrate Part PIs and associated Annotations
If
there are multiple discs with the same title, please also add Disc 1 of
x, to
clearly and uniquely identify these separate digital objects.
Above an
example of
multiple disc with same title: East
Yilgarn,
1:100000 series 2006 Update, Disc 1 of 2
NOTE: If
there is
more than
one disc and each disc has its own unique title, there is no reason to
give the
disc a number.
Figure
6: Individually catalogued Bibliographic Collection Item which
is part of a published set
Even
though there is more than one disc in the series and each disc has its
own bibliographic
title, each part requires the disc sequence number as in this case it
is the
only uniquely identifiable component of the disc’s label.
Popular
GIS
file formats
Raster
formats
-
ADRG - National Imagery and Mapping Agency
(NIMA)'s ARC Digitized
Raster Graphics
-
BIL - Band Interleaved by Line (image format
linked with
satellite derived imagery)
-
CADRG - National Imagery and Mapping Agency
(NIMA)'s Compressed
ARC Digitised Raster Graphics (nominal compression of 55:1 over ADRG)
-
CIB - National Imagery and Mapping Agency
(NIMA)'s Controlled
Image Base (type of Raster Product Format)
-
Digital raster graphic (DRG)
- digital scan of a paper USGS topographic map
-
ECW - Enhanced Compressed Wavelet (from
ERMapper). A compressed
wavelet format, often lossy.
-
ESRI grid - binary and ASCII
raster formats used
by ESRI
-
GeoTIFF
- TIFF variant enriched with GIS relevant
metadata
-
IMG - ERDAS IMAGINE image file format
-
JPG/JPEG
- A compressed
[lossy] image file format.
-
JPEG2000 - Open-source raster format. A compressed
format, allows
both lossy and lossless compression.
-
MrSID - Multi-Resolution Seamless Image Database
(by Lizardtech).
A compressed wavelet format, often lossy.
Vector
formats
-
Geography Markup Language (GML)
- XML based open standard (by OpenGIS) for GIS data exchange
-
DXF - Contour elevation plots in AutoCAD DXF
format
-
Shapefile - ESRI's open, hybrid
vector data format using SHP, SHX
and DBF
files
-
Simple Features - Open Geospatial
Consortium specification for vector data
-
MapInfo TAB
format -
MapInfo's vector data format using TAB, DAT, ID
and MAP files
-
National Transfer Format (NTF)
- National Transfer Format (mostly used by the UK Ordnance Survey)
-
TIGER - Topologically Integrated
Geographic Encoding and Referencing
-
Cartesian coordinate system (XYZ) -
Simple point cloud
-
Vector Product Format - National
Imagery and Mapping Agency (NIMA)'s format of vectored data for large
geographic databases.
-
GeoMedia - Intergraph's Microsoft
Access based format for spatial vector storage.
-
ISFC - Intergraph's MicroStation
based CAD solution attaching vector elements to a relational Microsoft
Access database
-
Personal Geodatabase - ESRI's closed,
integrated vector data storage strategy using Microsoft's Access MDB
format
-
File Geodatabase - ESRI's geodatabase
format, stored as folders in a file system.
-
Coverage - ESRI's closed, hybrid
vector data storage strategy. Legacy ArcGIS Workstation / ArcInfo
format with reduced support in ArcGIS Desktop lineup
Grid
formats (for
elevation)
-
USGS DEM
- The USGS'
Digital Elevation Model
-
DTED - National Imagery and Mapping Agency
(NIMA)'s Digital
Terrain Elevation Data [Digital Terrain Models – DTM]
-
GTOPO30 - Large complete Earth elevation model at
30 arc seconds
-
SDTS - The USGS' successor to DEM
Other
formats
-
Binary Terrain - The Virtual Terrain
Project's Binary Terrain format
-
Well-known text (WKT)
– ASCII spatial projection description (ESRI uses a *.prj
extension)
-
Well-known binary (WKB)
- Binary spatial projection description
What
do we preserve?
Items
being collected and preserved should meet the selection criteria as set
out in
the NLA Collection Development Policy.
The
document ‘Preserving Australian physical format electronic
publications –
Selection guidelines’ is also recommended reading and is
available at
NOTE: Individual
collection areas may have additional selection for digital preservation
guidelines.
Do's
and Don'ts
Reminder
Do
-
Carefully
remove the physical media from it’s
holder. When
accessing optical media use supplied release mechanisms and try not to
flex or bend the disc too much.
-
Check the
condition of the physical media before
using it and clean if necessary.
-
Ensure that
each Part is uniquely named and that the
naming matches that of the original physical media carrier.
-
Ensure
Preservation information is entered for each
Part in the form of ile Formats and System Details.
-
Conduct a final
QA checklist before marking the job
complete and submitting it the digital repository’s Ingest
Service.
Don'ts
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