Scanning Key Content Guidelines,Workflow, and Supporting Documents

Houghton Library, following the successful Library Lab pilot project, continues to scan title pages, content lists, bindings, or other parts of printed material at the point of cataloging when they encounter something visually striking, or useful to the patron.  These reference scans are linked to the Hollis record to enhance access to the materials.

Scanning Guidelines

General Guidelines:


Creation of file name should be constructed with SKC template codes using this general example- holdings no_sequence of images_template code   

 For example:

For serials,do not put the words vol. or no. in the file name, the macro will do this later.  The x is a placeholder that in conjunction with a specific macro will create the appropriate columns in the spreadsheet when we link the images. File names cannot have periods, commas, or spaces. 

NEW scanning Workflow (Post-Deposit) using only one macro


OLD scanning Workflow (Post-Deposit)

Once we receive the DRS report of our batch of images we need to transfer the information to a spreadsheet and run macros to add them to the correct holdings record When you get the DRS deposit report, take the following steps:

  1. Make sure Macro Express is running on your computer.
  2. Open the DRS report in Excel.
    1. You may need to enable or allow macros.
  3. Open the SKC-856 spreadsheet template in Excel (template file required to work with the macro)
  4. Locate the section of the DRS report that lists the JP2 files. You’ll know you have the right section because the URN column of the spreadsheet will contain data/URNs.
  5. Copy the first three columns of the DRS spreadsheet that include the Full File Name, the Owner-supplied Name, and the URN for the JP2 images.
  6. Paste the copied data into a blank spreadsheet, then run a find and replace to eliminate the x placeholders (Find x Replace will simply be blank) (*note because of the enabled macros on the SKC-856 spreadsheet you cannot do a find/replace function on it)
  7. After you have gotten rid of the x placeholders copy the first three columns and past them into the upper left most corner of the SKC-856 spreadsheet, under the column headers.
  8. Run the SKC.mex macro 
  9. Drag down the appropriate columns (K, L, M) to populate the rows on the spreadsheet
  10. Then use the SAVE AS command please save the file as SKC_adding_links.xlsx  (you must do this or the next macro WILL NOT work)

Adding the 856 Fields to Aleph:

  1. Connect to the holdings HVD60 in the Aleph cataloging module (it is recommended that only one editing pane be open (instead of split-editor) for when the record is pulled up to make the macro run more smoothly)
  2. Open up the SKC_adding_links.xlsx
  3. Activate the Expanded-856 macro which will:
    1. Copy the first holdings record number and 856 information
    2. Switch back to Aleph
    3. Go to the end of the record
    4. Type the tag, indicators, and $3

      85640$3 Cover
        $x keycontent

    5. Paste the link
      Note: If the next link is on the same holdings record it should continue to add links if the next one is a different record it will switch to the new holdings

Last step:

  1.  Once you have added all of the links you want to SAVE AS the SKC_adding_links.xlsx as a DIFFERENT and permanent file with the batch number, follow this convention:
  2. Then erase all the data from the SKC_adding_links spreadsheet so we can use it for the next batch.

Templates and Macros

Links for current file versions on the HL-ITS SKC Project wiki

Altering the template of terms for creating file names

If you want to use a term that is not already available you will need to update both spreadsheets AND the macro (if you are using the original SKC macro you would use the DRSrept-856 and the location of the range will be on a different line)


1. Open up the SKC templates codes spreadsheet and add your additional term and save the file. Open up the SKC-856 spreadsheet template and add your additional term and save the file


  1. Open up the SKC macro and double click on the SKC Serials file
  2. Navigate to line 15 which should look like this  =LOOKUP($D1, Sheet2!$A$1:$A$33, Sheet2!$B$1:$B$33)<TAB>
  3. Change the range to include the extra terms that you added in both the A and B areas (e.g. $A$33 changes to $A$34)
  4. Save and close the macro

Manually adding links

Occasionally, despite all precautions, some links will not make it through the batch loading process. If this happens, they can be loaded manually. To do so, add a 856 field and copy from the spreadsheet the expanded caption term and the DRS link (column M) using the following pattern:

856 40 $$3Title page$$u$$xkeycontent
856 40 $$3Cast list$$u$$xkeycontent