Alma Procedures

Scanning

When scanning text documents for the Digital Collections, ensure they are saved as PDFs. All scanned files should be saved to the designated USB stick specifically for digital items.  PDF files are standard,  but Alma D will also accept JPEG, or PNG files -   Word documents cannot be uploaded to Alma D.

For text documents, use a scanning resolution of 300 dpi to ensure clarity and readability. However, when scanning images or photographs, a higher resolution of 600 dpi is recommended to capture finer details. Images and photographs should be saved as JPEG files and stored on the designated USB stick for digital items.

Saving and Labeling Scans

To maintain organization, create specific folders on the USB stick for each collection. For example, if scanning Niagara News newspapers, create a folder named "Niagara News." Within this main folder, create subfolders for each year of the newspaper’s publication, such as a "1981" folder where all issues from that year should be stored.

For proper labeling, follow the recommended naming convention for Alma D. File names should include the following elements in order: the name of the photo or document, the year, a sequential photo or document number, and the resolution format (hi). The extension (.pdf or .jpeg) should match the file type.

Example File Names:

• NiagaraNews-19810403-0001-hi.pdf
• NiagaraNews-19810410-0002-hi.pdf

This same process should be used when scanning photos or images, following the standard naming convention to ensure consistency and ease of retrieval.

Using the photocopier and the designated USB stick to scan documents and images. Follow these steps:

1. Insert the USB stick into the photocopier.
2. Place the document on the glass bed for scanning.
3. Select the SCAN option to initiate the scanning process. The scanned document will be saved automatically to the USB stick.
4. Close the scanning process after completion.

Since scanned files will require renaming, scanning only a few documents at a time is advisable to manage the workload efficiently.

Renaming and Organizing Scanned Files

Once scanning is complete:

1. Remove the USB stick from the photocopier and insert it into a computer.
2. Open the USB drive and locate the scanned documents.
3. Right-click on a document and select “Rename.”
4. Follow the recommended naming convention, ensuring that the document includes relevant details such as:
   • Photo/File Name: A descriptive name (e.g., collection name or keyword from the article title).
   • Year: The date of publication (if available).
   • Photo/File Number: A sequential number (e.g., 0001, 0002, 0003, etc.).
   • Resolution Indicator: "hi" to denote high resolution.

For example, when scanning documents for the Manera collection, each scan should begin with "Manera," followed by a keyword from the article’s title. If the publication date is available, include it in the file name. The numbering system should be sequential, starting from 0001.

Example File Name:

• ManeraPresident-19711201-0001-hi.pdf

While it is recommended to adhere to this naming convention for Alma Digital, there is some flexibility, so do your best without stressing over minor deviations.

Backing Up Scans

To prevent data loss, always create a backup of the scanned files stored on the USB stick. Upload the scans to OneDrive by following these steps:

1. Open the ncLibraries Digital Collections folder on OneDrive.
2. Ensure the folder is shared with designated team members (e.g., Tammy and Sheri).
3. Click on UPLOAD and select the scanned files from the USB stick.
4. Confirm the upload by checking that the files appear in the correct OneDrive folder.

Once the backup is complete, delete the scans from the USB stick to free up space for future use.

By following these guidelines, you help ensure the efficient and organized management of ncLibraries Digital Collections, making scanned materials easily accessible for future reference.