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Editor's Notes

• #2: Though much of our world is turning toward creating and managing born-digital materials, libraries must still address retaining, preserving, and promoting existing valuable physical collections. The Allen Music Library holds many unique collections that having historically been locked away with only a finding aid online. Even though certain items have been used, there are other whole collections that have not been touched in years, if at all. In looking for new ways to promote these in-house gems, and with the creation of the FSU Digital Library on campus, we have found a new way to display and share these materials. It is our hope that not only will faculty and students on our campus utilize these collections in their research and teaching, but also that some of the rare materials we have will inspire collaboration among scholars around the world. This presentation describes the process we took at the Allen Music Library in order to acquire digitization equipment, secure additional staff assistance, and complete the loading process to make our first collection available, all on a very small budget. Having taken these steps there is a plan in place for the future growth of our digital collections, which will hopefully inspire others to seek opportunities to begin processing their special collections.
• #3: We decided to dive in by digitizing our Confederate sheet music collection. The collection includes more than 300 items which comprise approximately 40% of all sheet music titles known to have been published in the Confederacy (some of which re duplicates – the online collection totals 384 items). In addition to these imprints, there are other scores included in the collection that are related to the Confederacy. This collection was acquired in a couple of different parts. A former student at FSU, John Rivest (who some of you may know), created a resource (in fulfillment of a graduate thesis) detailing the contents of our specific collection. His information was gathered based on the physical materials and was compared again the Hoogerwerf resource, Confederate Sheet Music Imprints (1984) which provides historical information related to these pieces as well as a listing of Confederate sheet music.   [Click for “Digitization Equipment”] In order to produce quality scans without damaging materials, the library acquired a Knowledge Imaging Center (KIC) Bookeye4 scanner. This machine, along with two KIC Bookedge scanners for public use, were purchased using funds awarded by a Student Technology Fee Grant. With this station we are able to scan at 600dpi, saving as both individual .PNG files and single PDF. At this time we do not have cloud storage and have resorted to Seagate 4TB external hard drives to hold all files created during digitization. We are also using the same storage method for audio files.   [Click for “Human Resources] So at this point we had the equipment, but who was going to actually DO the work? As the librarian overseeing our Special Collections, I worked with our Assistant Cataloger, Keith Knop, to sort out the metadata requirements for this project. Our digital archivist on campus, Krystal Thomas, set up field requirements and display with the Florida Virtual Campus (they provide services to state university and college systems). I must give complete credit for the metadata template creation to Keith as he wrote a document providing guidance for filling out the various components included as part of each record. Finally, we needed assistance actually scanning and entering the data. For this we were able to secure a Library School student who took the unpaid internship for credit in her final semester. She worked 10 hours a week in the library, for a total of 16 weeks. As you know, and can see, any project like this takes a village.
• #4: The FSU Digital Library can be found via any of the main library sites or at fsu.digital.flvc.org.   [Click for screen shot of collections] This is the homepage for the Digital Library. In addition to the various collections listed below, you can see we are highlighted as one of the rotating images in the top banner. As we add more collections in the future we will use this opportunity to draw more attention to the materials as they may not be readily apparent in the list.   [Click for 1st bullet point] Our digital collections are hosted on the Islandora platform, open source software developed by the University of Prince Edward Island’s Robertson Library. Are any of you at institutions using or considering Islandora for digital collections? [Click for 2nd bullet point] Visible in this screen shot are the larger digital collections currently appearing in our campus-wide digital library. Various libraries across campus are contributing to these collections, some faster than others. [Click for sub-bullet point] What you may notice here is that the collections are not labeled according to their physical location. Our Confederate sheet music collection, for example, is found in the “Civil War Era Materials” collection. Originally we had an “Allen Music Library” collection at the top of the hierarchy, but at the end of the summer collections were reorganized to not reflect so heavily on the physical location of the materials, but rather the content of the items themselves. It’s a digital collection after all, why should it matter where the item itself is housed? Well it does matter, but I will show you how we are able to make that clear later on in the presentation.   [Click for final bullet point] Throughout the digital library there are various types of objects represented besides our sheet music, including books, currency, images, and others. One area we will be looking into for uploading some of our future collections is the compound object option which would allow us to have multiple parts tied together. Where we hope this would be helpful would be with including programs along with performances, or even creating a scan of a scrapbook page where you could select specific parts of the page to view. I mentioned recorded music. At this time we are not set up with a streaming server, though we are actively digitizing sound recordings in the music library. We hope this will be possible in the future as Islandora is able to accommodate those. We’ll get there!
• #5: I’d like to transition now to discuss more about how we approached creating the individual records and how they are set up in Islandora. Here you see the behind the scenes screen showing all the datastreams related to one particular item.   [Click for 1st bullet] Two of the fields we have adjusted that were not auto generated are the MODS and OBJ/object IDs. In a moment I will walk through some of the MODS data fields we included, but for now I would like to specifically point to the OBJ ID as we found this one particularly helpful when thumbnails were being confused between two separate items. By deleting the existing file and creating a new OBJ stream we were able to resolve the issue, one of the strangest by far we have run into only once. [Click for the 2nd bullet] So, as was the case with the need to rectify a PDF file issue, you do have access to add or edit information after the fact. [Click for the oval around “edit”] By selecting “edit” for the MODS form datastream we were able to go back after the collection was already live on the site and make alterations. In this case we were adding a logo and website link location to each record. Unfortunately there was no general “edit all records” function, so each individual record had to be edited. With multiple people involved in this particular project, and for those still to come, it is comforting know that nothing is set in stone and can be altered if mistakes are found.
• #6: [Click for 1st image] Though it makes me feel a bit like the child catcher from Chitty Chitty Bang Bang, let’s look briefly at the process for ingesting children into the digital collection. [Click to remove 1st image] We uploaded the complete PDF files as a single document for each item, which in this case were only a few pages in most cases. We have not yet ingested any larger items. There are various options for upload, but at this time we do them individually rather than setting up for batch loading.   [Click for 1st screen shot] Here we are going to add another object to the Confederate Sheet Music collection. You can see in the third line of text the breadcrumbs to show which collection you are currently selecting. [Click to add oval] Next you can select “Add an object to this Collection.” [Click for next image] You will have to select what type of form you are going to be filling in with data, in this case Full MODS versus a more basic form. [Click for oval] Once you have selected a form and input the appropriate data, which we will discuss briefly in a moment, you are prompted with a file upload screen. [Click for last image] Here you see the three steps to ingest an item into the collection. Once you browse and select the file for this particular item, selecting upload takes just a moment (depending on the size of the file). You see confirmation once the item has been uploaded and the final step then is to ingest the child.
• #7: I mentioned that we use full MODS for metadata entry. Let’s walk very briefly through some of the fields we filled in for the items in the Confederate Sheet Music Collection. Local fields – This is where we select owning institution, submitting institution, and logo name. Title – We are set up to have multiple title fields as appropriate. In this case it allowed for us to include a title as the “first line” and select “first line” as the display name for the user. This proves particularly helpful as another point of access for users. Identifiers – In the case of the Confederate collection there were multiple identifiers for many of the items. We are able to set each of these up as options so that they all display, in this case a collection ID, Hoogerwerf number, and Rivest number. Names – Here we are able to identify multiple names associated with the piece and also include role, which displays on the record. Publication – Publication information in this particular collection is of great importance as tracing the location of the publisher throughout the war provides more historical information related to the pieces. Topical subject – This is where we have Library of Congress Subject Headings which are hyperlinked on the records to collocate items in the collection. Location – This is one place where we are able to clearly mark that this item is physically housed in the Allen Music Library. A link to the library’s website is provided as well. Full record – Here is the display of the full record after the various applicable fields are completed.
• #8: Now I would like to show you how the item displays for the user and some of the functionality on that screen. [Click to show first image] Here is the record as it would appear if you clicked on it directly from the results list. You can zoom the image on this screen, I just have it zoomed out so you can see most of the first page. [Click for oval] By default, the screen you see is the summary option. [Click for oval] With this specific screen you are able to see minimal information below the image, in this case the date issued.   [Click for 2nd image] By selecting “Full Description” at the top [Click for oval] you can see the full bibliographic record with a thumbnail of the PDF to the right. [Click for oval] On this screen you can see two of the places where we are able to direct the user to the “home” library. First, the link to the Music Library page (that’s what we added in the location field of the MODS record) and second, [Click for oval] our unofficial logo at the bottom of the screen. This is linked directly to the Music Library’s website. Each of these bits of information must be added to each individual record.
• #9: The final screen shot I would like to display shows how you can save, print, or manipulate the PDFs for each item. As we are used to seeing on many PDF files, in the lower right corner are the options for resizing, zooming, saving, or printing. Should a user want to include one of these resources in their work, we include in the bibliographic record a credit line they can copy directly (includes the library, university, and collection names).
• #10: So now that we have this collection available…where do we go from here? [Click for 1st image] There are so many items in our local Special Collections [Click for 2nd image] that we could be scanning for years. [Click for final image] How are we addressing this long-term project? Well, deep breaths for starters. And we have a working priority list of other collections we would like to add to the digital library. Currently Keith is working on our Edward Kilenyi collection which includes letters and correspondences, postcards, telegrams, promotional ephemera, and many other items. Other upcoming projects include our FSU scrapbooks (specifically related to the school of music), Ethan Allan Hitchcock flute music, several other personal collections, as well as many individual items (such as our first edition treatise collection from Allen Forte). It is my hope that with the help of additional interns in future semesters we can begin to see more growth in our participation in our campus digital library as well as involvement in the larger community, with project like the Sheet Music Consortium.