Training and Support - KDL - Kentucky Digital Library

Standards and guidelines

Refer to these standards and guidelines for best practices.

Digitization basics

Digitization is the reformatting of a tangible, analog object into a computer file. Reformatting can also include conversion from one digital format to another.
Best practice is to reformat once, the right way, saving time (thus money), wear and tear on originals, equipment, etc.
Digitization is not the same as preservation, and disposing of physical items once digitized is not considered best practice.

Basic process

Create master (uncompressed) file.
1. For analog content: Scan/sample
2. For born-digital content: Convert
Name the file in a consistent way.
Perform quality control; edit as needed.
Save master on stable, long-term storage.
Create derivative or access file.
Share access files as needed.

This information courtesy of the Public Library Partnerships Project.

Scanning guidelines

Scan at the best resolution you can afford to store

Resulting digital file should have 4000 to 8000 pixels across the long dimension, excluding mounts and borders.
Calibrate monitor and scanner according to manufacturer's instructions

Still images	Recommended resolution	Recommended file type
Manuscripts and other text	300 ppi minimum	PDF (*.pdf)
Photographs	400-800 ppi	TIFF (*.tif)
Graphic materials	600-800 ppi	TIFF (*.tif)
Maps	600 ppi (< 36") or 300-400 ppi (> 36")	TIFF (*.tif)
Audio	96,000 kHz minimum resolution 24-bit minimum bit depth	WAV / AIFF
Video	See: www.digitizationguidelines.gov/ audio-visual/

For more on digital reformatting and file management, see Digital Reformatting and File Management (PLPP) .

This information courtesy of the Public Library Partnership Project.

KDL metadata standards

KDL metadata standards were approved by KYVL Leadership team May 18, 2018, and are consistent with minimum Digital Public Library of America metadata requirements.

KDL Metadata Standards

Managing collections

Adding a collection

To request a new collection for your institution, complete the KDL Add Collection Request Form. A KDL administrator will notify you when the collection has been added.

Customizing look and feel

Give your collections the look and feel you want.

Follow the steps below or view the Customize the Collection Website tutorial to:

Add your institution's logo and colors to collection header.
Edit the collection descriptions on the KDL home page and collection landing page.

Select a collection to edit

Log into the Website Configuration Tool.
- If you are already in CONTENTdm Admin, choose Website from the Collections tab.
- You will have to log in again, using your WorldCat login credentials.
Select the Collection-level Settings tab.
- Select the collection you want to edit from the Editing collection dropdown.
- You must click "change."

Change header background and text colors

While customizing Header options, add your institutional colors.
Icon color controls the magnifying glass and Advanced Search icons in the header.
Save changes
Preview
To make your changes visible, Publish.
Tip: Save a screenshot of published settings as a guide for future customizations.

Update collection descriptions

From the Page Types group, select Landing Pages.
Edit collection title if desired.
The Collection Summary on Home Page is the description on the KDL home page.
The Collection Landing Page is the the page users arrive at after clicking on the collection. It is also the page users return to when clicking the header image while browsing the collection.
Save changes
Preview
To make your changes visible, Publish.
Tip: Save a screenshot of published settings as a guide for future customizations.

Add a custom logo

From the Appearance group, choose Header.
Check box to Override global settings for this collection.
Select the option to Use an optional logo.
- Recommended height is 150 px.
- The KDL Web Team recommends testing your logo on a variety of screen sizes.
- Help is available! Contact Jennifer Howard, Web Team Chair, for assistance in troubleshooting your logo size.
Save changes
Preview
To make your changes visible, Publish.
Tip: Save a screenshot of published settings as a guide for future customizations.

Controlled Vocabulary (Notes / tutorial pending)

To upload shared vocabulary to a collection:

In Website Config Tool
- Editing collection
  - Select collection
  - Change
- Custom group
  - Custom pages
    - manage files
      - Upload OR
      - New File
Once file is loaded:
- Navigate to file
- Right-click
- Copy URL

To add controlled vocabulary from file:

In Admin > Fields:

Edit field
Controlled vocabulary: Yes
Create new > Import: Use the following syntax (collection level):
- LINK http://cdm17244.contentdm.oclc.org/customizations/collection/COLLECTION-ALIAS/pages/FOLDER/FILENAME.txt
- PATH /cdm/sites/17244/Website/public_html/customizations/collection/COLLECTION-ALIAS/pages/FOLDER/FILENAME.txt

(Path to file syntax - Site level)

LINK http://cdm17244.contentdm.oclc.org/customizations/global/pages/FOLDER/FILENAME.txt
PATH /cdm/sites/17244/Website/public_html/customizations/global/pages/FOLDER/FILENAME.txt

Tracking usage

Monthly pageview reports are available for CONTENTdm collections. KDL admins can run these reports for their institutional collections.

Log in at kyvl.org/kdladmin.
Select the Collections tab.
Click Reports.

There is a known glitch affecting some accounts. If you receive a message that you do not have rights to run reports, please contact KYVL at kyvl@ky.gov or 844.400.5985.

Make sure desired collection appears in the Current Collection dropdown. To select a different collection, choose from the dropdown and click Change.
Select month and year, and click Change.
Data will appear on screen and may be exported as a tab-delimited file.

Working with items

Items can be added and edited individually in the CONTENTdm admin module or batch-processed using the Project Client, a Windows-based digital collection builder in which settings can be applied to make working with large quantities of items more efficient. Visit OCLC Support for extensive Project Client documentation or to download the Project Client.

Each KDL member institution is allowed one instance of the Project Client. Contact KYVL for your institution's license key.

Contact KYVL for your institution's Project Client license key.

kyvl@ky.gov 844.400.KYVL

Edit items in CONTENTdm Admin

Project Client tutorials

OCLC resources

The Kentucky Digital Library is built on the responsive version of OCLC's CONTENTdm platform. OCLC offers comprehensive training and support. For more information, visit OCLC's CONTENTdm help pages or select from the options below.

CONTENTdm basic skills online courses

The fundamentals of using CONTENTdm to manage your digital collections are covered in three OCLC webinars. Upcoming live webinars and recorded sessions can be found at the links below. Running times listed are for the recorded sessions.

1: Getting started with CONTENTdm (95 minutes)
2: Working with text in CONTENTdm (86 minutes)
3: Maintaining collections in CONTENTdm (83 minutes)

CONTENTdm Community

OCLC Community Center Sign In

To join

Help and support are available through OCLC's CONTENTdm Community. Connect with peers, explore workflows and best practices, and contribute ideas to improve OCLC products and services.

Make sure your library or organization has completed a KDL memorandum of agreement.
Request credentials for CONTENTdm Community access.
When completing the form:
- Use your institution's name and OCLC symbol.
- In the comments, note that you are requesting access as part of KYVL's Kentucky Digital Library, as KYVL holds the license for the consortium.
Once you have received your welcome email, visit the OCLC Community Center information page for tips on:
- Signing in
- Editing your profile, and
- Making the most of your engagement with the community.

CONTENTdm Office Hours

KDL members with technical questions may participate in CONTENTdm Office Hours. CONTENTdm Product Manager Shane Huddleston holds office hours via WebEx the third Thursday of each month, starting at 2 pm Eastern Time / 1 pm Central.

CONTENTdm Office Hours WebEx link.

OCLC Office Hours

EAD and finding aids

KYVL QuickSearch

KDL - Kentucky Digital Library

Tutorials

Standards and guidelines

Managing collections

Working with items

OCLC resources