Digitizing >> Digitizer Access to Cataloged Containers

Digitizer Access to
Cataloged Containers


Present Situation

Digitizers may not access any container cataloged in Variations and for which a status of “partially bound,” “minimal,” or “complete” was assigned. Attempts to open such containers through the digitizer tab will result in error messages similar to the following:

Error initiating window

Digitizer alterations fall into two main categories: (1) simple and (2) more complex. Depending upon the type of work a digitizer plans to do, catalogers will need to alter different things in the container record. As a result, all requests for a status change should also include an explanation of what needs to be altered in the record.

Simple alterations include the following:

  • Fixing typos in existing entries
  • Adding content to the following fields: Item Title, Copyright Statement, Notes, Location, Call Number, Viewable Comments, Availability, Equipment
  • Creating new headings and grouping existing tracks/pages

Complex alterations include the following:

  • Altering time offsets
  • Add CDs/Sides
  • Adding and importing tracks/pages
  • Replacing sound or image files

Digitizer Instructions

Regardless of the type of alteration, digitizers should take the following steps in order to access cataloged container records:

  1. Contact a local Variations cataloger and request a status change to allow digitizer alteration.
  2. In detail, explain what needs to be altered and provide the record ID.
  3. Alterations may be made once catalogers notify digitizers of the record status change.
  4. Digitizers must inform Variations catalogers once alterations have been completed.
  5. When dealing with typos and errors in the original imported bibliographic record, also contact catalogers responsible for the corresponding media type to ensure that changes are made to the record in the online library catalog. If desired, include a detailed list of the issues in an email to the Variations cataloger, who will then forward all relevant information to the correct individual.

Cataloger Instructions

Depending upon the desired alteration(s), catalogers may need to do different things to prepare the record for the digitizer(s). The following two sections outline instructions for both simple and complex alterations:

Simple Alterations

  • Change the container status to “in digitization”
  • Inform the digitizer that he/she may make changes
  • Retain records of such requests, detailing ID, dates, original status, etc.
  • When notified that alterations have been completed, change the status back to the original entry
  • In records, indicate the date the status was changed back to the original entry

Complex Alterations

  • Change the container status to “in digitization”
  • Retain records of such requests, detailing ID, dates, original status, etc.
  • When adding additional sides, CDs, tracks, or pages:
    • Inform the digitizer that he/she may make changes
    • When notified that alterations have been completed, create work records and instantiations for the newly added items. Be sure to bind all new instantiations.
    • Once completed, change the status back to the original entry (if no time is available to create work and instantiation records for the new entries, mark the status as “Partially Bound”).
    • In records, indicate the date the status was changed back and include any relevant notes.
  • When altering time offsets, replacing sound and image files, and importing tracks or pages (and the information will overlay previous entries):
    • Go to the Instantiation tab, click the Edit Structural Bindings button for each instantiation and delete all bindings
    • Do NOT delete the instantiations
    • Inform the digitizer that he/she may make changes
    • When notified that alterations have been completed, create work records and instantiations for any newly added items.
    • Bind/Re-bind all instantiations
    • Once completed, change the status back to the original entry (if no time is available to create work and instantiation records for the new entries, mark the status as “Partially Bound”).
    • In records, indicate the date the status was changed back and include any relevant notes.

Ideal Situation

Digitizers should not be required to contact catalogers for every alteration. The following rules have been suggested for future consideration on this topic:

What digitizers may alter through the digitizer window when a record has been cataloged:

  1. May edit or add content in the following fields without cataloger intervention
    • Item Title (only when creating a new title if one is lacking or editing a personal reserve item)
    • Copyright Statement
    • Notes
    • Location
    • Call Number
    • Viewable Comments
    • Availability
    • Equipment
  2. May edit/fix the following entries w/o cataloger intervention
    • Container Structures: (1) Title field for existing entries (2) “Add Grouping” (3) “Move To”
  3. Requires contacting a Variations cataloger first
    • Time Offsets
    • Add CD/Side
    • Add and Import Tracks
    • Replace WAV File
  4. Fields/Processes that should only be altered/performed by Variations catalogers (contact Variations catalogers directly regarding changes to these fields)
    • Format
    • Document Description (already grayed out)
    • Publisher (already grayed out)
    • Import
    • Delete

Digitizers should not have access to the admin/cataloging tab or records.

Reasoning behind the Restrictions

The restrictions discussed in this document were created for the following reasons:

  1. Student digitizers may only use the digitizer window and should never be able to access/edit cataloging records.
  2. If any tracks/pages are added or deleted, instantiations are impacted and catalogers will need to make adjustments (otherwise there are problems accessing the container).
  3. This process helps catalogers keep track of significant changes to records (there are some series in the library for which one bibliographic record exists, but only a few of the recordings have been digitized. If additional recordings in the series are digitized, catalogers need to know in order to create new instantiations for the newly digitized works). Basically, if anything is added to or removed from the container structure, catalogers need to know.
  4. Some of the normal operations in the digitizer window can destroy hours of cataloging effort. For example, importing a MARC record will overwrite any changes the cataloger may have made to the Container object. Replacing a WAV file can cause the Instantiations to be incorrectly bound (especially if there is measure-level binding).