3E student scanning

These procedures are for TS students working on the Special Collections scanning project on 3E.

Project info

• These scans are being created so library staff working from home can catalog the scanned materials.

• Scanning work will take place on two workstations on the library’s 3 East floor.

• All materials being scanned are part of our Special Collections – i.e., rare and valuable materials. Your care when handling these books is appreciated! Specific materials include:

  • The Jack Davis collection – a large collection of fiction and literature

  • Japanese comics

• Tad Boehmer is available by email, and is also present Mondays and Wednesdays on the same floor, to answer questions about the materials, scanning, etc.

• Autumn Faulkner is available by email, and is present Tuesdays on the same floor, to answer any such questions and also help with time entry, payroll, shift schedules, etc.

Scanning instructions

1. Pull material from shelves

• Find a shelf of books that has not been claimed and write your name on the provided label.

  • The shelf ranges to pull from will be marked by signage.

• Pull materials from this one shelf for your scanning work; replace them in roughly the same spot when they are finished.

• Continue scanning materials from the selected shelf until it’s completed.

• Fill out the shelf label with the date completed.

• Claim the next available shelf. Rinse and repeat!

2. Perform a quick survey of the book and note any of the following:

• Bookplates

• Inscriptions on the first few pages

• Edition statements in the front or back (colophon)

• Laid-in materials

• Handwritten notes on or after the first page of text (marginalia)

3. Fill out the provided 3E SPC scanning cover page, which asks for:

• Collection name – i.e., Davis, SPC general, etc.

  • Should be marked on the shelf label

• Shelf number, box number, and order number

  • The shelf number will be on the shelf label

  • A box may or may not be present – skip as needed

  • The order number will be on the white order streamer, if one is present – skip if not

• Pagination

  • Can include Roman numeral, Arabic numeral, and other pagination systems

• Dimensions

  • Measure in centimeters

  • Typically, only height is needed, but if the item is wider than it is tall, record that measurement too.

• Presence or absence of certain elements present in book

  • Marginalia, inscriptions, index, bibliography, table of contents, illustrations, etc.

4. Scan all of the following, compiling it as one PDF or JPG file:

• Cover page

• Front cover, back cover and spine

• Inside cover, if bookplate is present

• Front matter up to and including title page, title page verso, table of contents

• Colophon (location in the back of the book for publisher and date info, ISBN, etc.) for books that lack front matter

  • common in some European imprints

• Any marginalia present

• Any laid-in materials present

5. Name the scan file

• Locate and rename the file you created, using this convention: Shelf#_Box#_Order#ORTitle

  • Skip box # if not applicable

  • Use order # in the file name if available; if not, use title

• Examples:

  • Shelf1_ToKillAMockingbird

  • Shelf3_Box2_o7894365

6. Uploading scan files

• At the end of your shift, upload all renamed scan files to this Google drive location

• Folders are already present for each numbered shelf

• Place the scans in the appropriate subfolder as follows:

  • No laid-in materials or marginalia → folder with matching shelf number

  • Laid-in materials and/or marginalia → Cathy troubleshooting folder

• Ignore other folders with staff member names, etc. These are part of the cataloging work that will happen later.

Japanese comics

A small group of Japanese comics are being stored separately on a book truck. If you are assigned to work on this special side project, all the above instructions mostly apply, with the following exceptions:

• The cover sheet is slightly different

• There will be no shelf #, just box #

Shifts, building access, & safety

• Use the Scanning shifts spreadsheet to refer to or adjust your schedule.

  • Shifts can only be scheduled from 8-5, Monday through Friday.

• Complete the Health Screening Form before each shift.

• If entering outside 10am - 2pm open hours, entrance will be locked; circ desk staff will let you in if you stand by and/or knock on the door. Be sure to explain you’re a student worker.

• Use your ID card in the elevator to access workstations on 3 East.

• Clock in on 3E work stations using https://smart.lib.msu.edu

• Wear a mask at all times (the library will supply 5 – visit the Makerspace to pick up).

• Remain 6 feet apart from others.

• Disinfect your workstation after use.

• Library building entry details: https://lib.msu.edu/BuildingAccess/

Initial training & safety commitment

It is our expectation that we work hard to fulfill our duties in protecting our colleagues, teammates, partners and community members by adhering to the Libraries COVID-19 Response Plan.

Consider the statement below, and if you agree, please copy/paste it in an email to Autumn (autumn@msu.edu) signed with your full name. Your agreement will be filed with library HR.

I have read and understood the Libraries COVID-19 Response Plan. I agree to follow all of the expectations outlined here and in TS and MSUL guidelines for returning to work. I also agree to review any and all future communications regarding updates to return to work guidelines and adapt to any necessary procedure or protocol changes.