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Useful information and links

  • Files live at: Group Space: (I:) > SPO > ACLS > Backlist Rounds > ACLS ##

  • Types of content we receive

  1. EPUB files direct from the publisher

  2. PDFs direct from the publisher

  3. TIFF scans from Trigonix (physical books are sent to Trigonix, who then scans them)

General production steps

Step 1: Preparing files for Fulcrum

  1. When files are received from a publisher, download and place them at (I:) > SPO > ACLS > Backlist Rounds > ACLS ## > Publisher Name

    1. No need to separate EPUBs and PDFs, they can all be placed in the same folder

    2. If any metadata sheets are sent, place them here as well

  2. Notify Tim (tbelc@umich.edu) so that he can review the EPUBs/PDFs and optimize them if necessary

  3. Once Tim has reviewed the files, PDFs in need of bookmarks will be placed at Sharedgroups (S:) > Information Management > Fulcrum > MPS > HEB > Round## > needs_bookmarks

    1. Bookmark the PDFs according to the documentation here

    2. When you are done, no need to create a new save file, you can overwrite the existing one with the bookmarked version

    3. Once a PDF is bookmarked, update the title’s status on the HEB Ingest sheet 

      1. In Column I (Status), change “Bookmark Pending” to “Bookmarked”

  4. Let Tim know once all PDFs have been bookmarked so that he can ingest them into Fulcrum, along with any EPUBs that may have been sent by the publisher

  5. For Trigonix files, follow the steps at “Trigonix” below

Step 2: Reviewing files on Fulcrum

  1. Once Tim has created monographs for the new titles, he will update the HEB Ingest sheet with links to the monographs in Column B

  2. Follow the steps for reviewing monographs on Fulcrum here

Step 3: Creating MARC records

  1. If they haven’t already, ask Terri and Sean to provide a finalized metadata spreadsheet for all of the titles in the round

  2. Once you have the spreadsheet, send this along with all of the publisher files (PDFs and EPUBs) to Backstage Library Works so that they can create MARC records

  3. Backstage Library Works will send the MARC records, and Jeremy and Jen will review them for accuracy and completion. Generally, there is no further action needed from the Production person at this point.

Step 4: Publishing the Round

  1. Create a publishing ticket in the FULCRUMOPS project on Jira using /wiki/spaces/FULCRUMOPS/pages/178126849.

  2. As part of this ticket, a dev should use the scripts at https://github.com/jgmorse/hebUtils to create updated title lists. When these are done, check them over and upload to the DropBox folder.

.

Trigonix (scanned TIFFs)

Production steps for files sent by Trigonix are largely the same as bookmarking PDFs, with just a few additional steps:

  1. When Dessie (dessie@trigonix.com) sends files, log in to your Trigonix account and download them and place them at (I:) > SPO > ACLS > Backlist Rounds > ACLS ## > Scans from Trigonix

    1. For each batch of files sent by Dessie, separate these into their own folders (e.g. First Batch, Second Batch, etc.)

  2. Let Tim know that there are new scans so that he can compile these into PDFs

    1. Tim will notify you when the PDFs have been created and note the file path to locate the PDFs for bookmarking

  3. At this point, return to the General Production Steps, starting with Step 3

General Timeline for an HEB Round

*actual dates may vary

  • February

    • Candidate title list finalized in FileMaker

    • Candidate list sent to publishers for approval, files requested

  • March - July

    • Content files received from the publisher

    • Process content files:

      • Print:

        • Send books to Trigonix

        • Trigonix returns TIFFs

        • MPS places files on Drive, then Tim creates PDFs

        • MPS bookmarks the PDFs, and saves as PDF/A

        • Tim optimizes

      • PDFs:

        • MPS checks in Acrobat

        • Tim optimizes

      • EPUB2:

        • Tim converts to EPUB3

      • EPUB3:

        • Tim validates

  • May - June

    • Title list finalized

    • Metadata exported from FileMaker and sent to MARC vendor (BSLW)

    • Metadata exported from FileMaker to TMM

      • Includes rights_holder and rightsholder_url

    • Metadata flows from TMM to Fulcrum, Monograph records created

    • Chris exports reviews from FileMaker

      • Tim converts to HTML, ingests into Fulcrum

    • Tim Ingests PDFs/EPUBs in Fulcrum

  • June - August

    • MPS QCs on Fulcrum

      • Metadata fixes are made in FileMaker

    • Final metadata update

      • FileMaker -> TMM -> Fulcrum

  • August

    • MARC records received from BSLW

      • Jeremy checks the formatting of the handle URL in 856$u

      • Terri checks completeness

      • Terri uploads to the public Box folder

      • Marketing links on WordPress site

    • Tim sets titles to Public

    • Marketing sends out an email blast with links to MARC records

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