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Electronic Bookplates in HOLLIS


This document describes the process to display electronic bookplates in HOLLIS. The process involves batch processing in Alma to populate bibliographic records with budget data. Only certain funds, as chosen by the library, are included in the process. Once an invoice has been processed, the bookplate will appear in HOLLIS within 24 hours. The images are stored in DRS. Clicking on a bookplate in HOLLIS may lead to either a donor recognition page or a larger version of the bookplate (as decided by the library). This document does not address communication between the library and donors.

Please direct questions and comments about electronic bookplates to the HOLLIS support center: http://nrs.harvard.edu/urn-3:HUL.eother:hplus-feedback 

Overview of process

  • Library provides a single list of funds to be included. Library provides display text for each fund, e.g. “John Harvard Book Fund.” Note that text will be preceeded by "Acquired by the" in the HOLLIS display. 
  • Digitized plates are deposited into DRS by the library per the specifications provided.
  • The library creates URNs for the DRS images per the specification. (Note: for a library's initial implementation, LTS can facilitate URN creation if there are more than a dozen funds). 
  • An automated process runs daily in Alma that retrieves budgets from Released/Frozen invoices and adds them to bib records in Alma in a new local field (911).
  • HOLLIS displays a thumbnail and fund label based on the presence of the fund string in the record.
  • The thumbnail is a clickable object that leads to either a larger image in DRS or a donor recognition page (created and maintained by the library).
  • Funds are searchable in HOLLIS by using the following syntax:

Detailed process for initial implementation ONLY (by tub)

(See separate section below for adding new funds/plates once you are already up and running with ebookplates)

A. Fund Lists for initial implementation 

  1. The library provides a list of 6-digit funds to be included in the project. 
  2. The library provides an Excel spreadsheet of funds and fund labels for public display.

B. Digitization and links to images

  1. The library scans plates and deposits them into DRS per the specifications below
  2. The library e-mails the DRS load report to LTS. 
  3. LTS uses the load report to create two sets of URNs:
    1. http://nrs.harvard.edu/urn-3:HUL.EBKPLL:415_999999
    2. http://nrs.harvard.edu/urn-3:HUL.EBKPLT:415_999999

C. Alma automated process

  1. An Alma script will run daily to review invoices that have been finalized on a daily basis. 
  2. When a fund that is included in the scope of this process is found in an invoice line item, the Alma script will copy the budget string and insert it into the linked bib record.
    1. Bibs are linked to invoices via Orders.
    2. The process will look for any budget string containing a given tub + fund. Other components of the budget are disregarded (e.g.  activity code, subactivity code, etc.).
  3. The budget will be inserted into local bib tag 911.
    1. Example:  911 $a 415.11111..999999.222222.0000.00000
    2. Neither the object code or fiscal year is included.
  4. The automated process will not add duplicate 911 tags. For example, if a journal is paid every year with a budget that is part of this process, only one 911 tag will be inserted into the bib.
  5. If a title is paid for with multiple budgets, each budget will be inserted into a separate 911 tag and multiple plates will display in HOLLIS.
  6. The date at which this process begins may be earlier than the date at which bookplates begin to display in HOLLIS. This will be coordinated with the library. 

D. Alma manual processes

  1. Libraries must identify workflows in which bibs may not have linked invoice line items. (Bibs are linked to invoices via Orders).
  2. For titles in these workflows for which a bookplate should be displayed in HOLLIS, libraries must manually add the 911 tag with budget string.
    1. Example:  911 $a 415.11111..999999.222222.0000.00000
  3. Example workflows that may require manual addition/adjustment of 911 tag:
    1. A title is paid on a standing order record but is cataloged individually.
      1. The automated process will insert the 911 tag into the bib linked to the standing order record.
      2.  If the plate should display on the title cataloged individually, the tag must be added manually.
    2. A payment has been processed and is later “reversed” through an adjustment invoice.
      1. The bib would receive an 911 tag the first time the invoice is processed. When the adjustment credit invoice is processed, the system would insert the 911 tag for the credited budget (if 911 tag does not exist for this budget). 
      2.  Remove the 911 tag for the adjustment credit invoice the day after the invoice status has changed.
      3.  When the new debit invoice is processed, the system will insert a new 911 tag for that fund (if eligible donor fund).
    3. “Re-cases” or other instances where a book with a physical plate undergoes processing such that the original plate is removed. If the original budget string is no longer known, an 911 tag can be added with the correct tub and fund codes, and the number nine in the remainder of the segments:
      1. Example: 911 $a 415.99999..492514.999999.9999.99999
      2. The tub and fund codes underlined above must be accurate.
      3. The fund code must be one that is included in this scope of the project, i.e. a plate that has been digitized and configured for HOLLIS display.
    4. Adding gift plates that are not associated with budgets/funds (see gift workflow section).
  4. Libraries should coordinate internally such that during the implementation phase physical plating is not stopped before exceptional workflows have been identified and/or new workflows established. 

E. Bookplate display and searching in HOLLIS

  1. Bookplates display in the HOLLIS full record views.
  2. HOLLIS relies upon the Image Delivery Service functionality for JPEG2000 images to display thumbnails so that they do not extend beyond a maximum width and height (125 x 200 pixels). Image proportions will be retained.
  3. The fund text provided by the library will display above the plate, preceded by the text “Acquired by the.”
  4. When users click on a plate, a new tab will open with either a larger plate or a donor recognition page maintained by the library. This will be up to the library.
  5. If multiple 911 tags are present in a record, multiple plates will display in a vertical column.
  6. Funds are searchable in HOLLIS by using the following syntax:

F. Donor recognition pages

  1. If the library wants the thumbnail to link a donor recognition page, the URN for the large plate should be redirected to the donor page by using ERNIE (Electronic Resource Naming Interface).
  2. ERNIE documentation is available at: http://hul.harvard.edu/ois/support/docs-eresource-erm.html
  3. The library should change the URN that begins with http://nrs.harvard.edu/urn-3:HUL.EBKPLL
  4. Changing the wrong URN (…HUL.EBKPLT) will prevent the bookplate from displaying in HOLLIS.
  5. LTS may facilitate batch update of URNs if the library can provide a list of funds and donor page URLs and the batch is greater than 200 (or one batch per tub if less than 200). 

G. Other notes

  1. Electronic bookplates apply to prospective acquisitions only. 

Workflow for new funds

NOTE:  New funds should not be used until steps 1-5 are completed.  If records are created before bookplates are configured, they will not display in HOLLIS correctly.  

  1. Images are deposited into DRS by the library per the specifications.
  2. Library uses ERNIE (Electronic Resource Naming Interface) to create two URNs for each fund (see Appendix B), e.g.:
  3. Library submits a request to LTS via the Alma Support Center with:
    • Tub and fund code
    • Display text for fund

  4. LTS adds fund to automated process for populating 911 tag in bib.
  5. LTS configures HOLLIS to display the new fund. 

Gift plates workflow (no associated funds)

This workflow is to be used for gift plates that are not associated with budgets/funds. Note: HCL is developing guidelines on when it is appropriate to add gift plates for HCL units. All requests for HCL gift plates in HOLLIS should come from the HCL Development Office.

  1. The library identifies a code to be used for the gift in the following format:
    GIFT_TUB_XXXXXX [code should be exactly 6 characters]  e.g. GIFT_415_ABCDEF
  2. The library submits a request to LTS via the HOLLIS feedback form (http://nrs.harvard.edu/urn-3:HUL.eother:hplus-feedback)  with:
  • Code to be used for gift
  • Display text for bookplate

      3.  The library deposits the image into DRS per the specifications

      4.  The library uses ERNIE (Electronic Resource Naming Interface) to create two URNs for each plate, e.g.:

    • http://nrs.harvard.edu/urn-3:hul.EBKPLL:GIFT_415_ABCDEF [to image in DRS or donor recognition page]
    • http://nrs.harvard.edu/urn-3:hul.EBKPLT:GIFT_415_ABCDEF  [to image in DRS]

5. LTS configures HOLLIS to display the new plate
6. The library manually adds an 911 tag with the gift code into the applicable bibliographic records in Alma, e.g.:  911 $$aGIFT_415_ABCDEF

Imaging Specification

Image size

  • Physical bookplates should be scanned in color at 300 dpi.  
    • This size is larger than what is necessary for online delivery; the rationale for the resolution is to produce a file large enough to support the manufacture of printed bookplates, if ever necessary. Note that scanning resolution does not ensure that images will be of sufficient quality to support printing. Images also need to be properly focused, exposed, and processed, post-scanning. 
  • Born digital bookplates should be processed to produce a 300 dpi image file scaled to the physical dimension of a printed bookplate.

Color encoding

  • Images should be 24-bit color, RGB, with an embedded sRGB ICC color profile.

File format encoding

  • Images should be encoded as JPEG2000 files, JP2 format. (JPEG 2000 Core Coding System, part 1, see: http://www.jpeg.org/jpeg2000/j2kpart1.html).
  • Lossy compression should be used with a 5-to-1 compression ratio.
    • Rationale for 5-to-1 compression: lossy compressed images should be more efficiently processed than would losslessly compressed images. All JPEG2000 codecs should support the option of specifying compression ratio and 5-to-1 should produce a high quality image free of visible compression artifacts.
  • JPEG2000 progression order: RLCP.
  • Images should be tiled, with tile sizes of 1024 x 1024.
  • The capture resolution of the image (i.e., 300 dpi) should be encoded within the file.

DRS administrative metadata

  • See https://wiki.harvard.edu/confluence/x/NFW4D for instructions on creating image batches for DRS in Batch Builder. Then see below for DRS metadata specifically required for images deposited for electronic book plates
  • <emailSuccess>: include Corinna Baksik (or forward email after deposit)
    • For HCL deposits: include Enrique Diaz
  • For HCL deposits, <owner> = FHCL.COLL
  • File naming convention (encoded within the DRS batch.xml  using the <file> element):
    • [TUB code]_[fund code].jp2 (e.g., <file>415_565001.jp2</file>)
    • For gifts not associated with budgets, [TUB code]_GIFT_[gift code].jp2 (e.g., <file>415_GIFT_ABCDEF.jp2</file>)
  • <ownersuppliedname> = <file>, less file extension (e.g., <ownerSuppliedName>415_565001</ownerSuppliedName>)
  • <billingCode>: It is recommended that repositories set up a single DRS billing code for their digital bookplate images
  • <role> = ARCHIVAL_MASTER
    • Rationale for coding as "ARCHIVAL_MASTER: 1) Batch Builder currently generates a URN request within the <object> block for each file coded as DELIVERABLE.  LTS is creating URNs through a separate process. 2) Since only a single file is deposited for each bookplate, this file is in fact the preservation master file.  
  • <purpose> = NA (no longer applicable in DRS2)
  • <quality> = NA
  • <fileFormat> = JP2
  • <access> = P
  • <mimetype> = image/jp2

Using ERNIE to add or update URNs

  1. Access ERNIE at http://wally.hul.harvard.edu:8000/ernie/ernie.html
  2. For each new bookplate, create two URNs by performing the following steps:

            Create URN for thumbnail:

a. Choose status “New.”

b. Under Type, choose “Ebookplates – thumbnail.”

c. In Unique ID, enter the tub_fund code, e.g. 415_999999

d. Uncheck HUID/PIN required.

e. In URL, enter the URL of the IDS image, e.g. http://ids.lib.harvard.edu/ids/view/17758312

f. Enter your address in the “Send notification email to:” box then click Submit

            Create URN for donor page or large image:

g. Choose status “New.”

h. Under Type, choose “Ebookplates – large image.”

i. In Unique ID, enter the tub_fund code, e.g. 415_999999

j. Uncheck HUID/PIN required.

k. In URL, enter the URL of the donor page, e.g.: http://hcl.harvard.edu/info/giving/funds/415_560286.cfm. If you are not using donor pages, enter the URL of the image in IDS (same as previous URL), e.g.: http://ids.lib.harvard.edu/ids/view/17758312

l. Enter your address in the “Send notification email to:” box then click Submit

       3. To update a URN, use Status “Update” and the new URL. Other values are the same as above.