Internal Processing Guide and Documentation for the Vodou Archive

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Material Information

Title:
Internal Processing Guide and Documentation for the Vodou Archive
Physical Description:
Documentation
Language:
English
Creator:
Raitano, Megan
Publisher:
George A. Smathers Libraries, University of Florida
Place of Publication:
Gainesville, FL
Publication Date:

Subjects

Subjects / Keywords:
Competencies

Notes

Abstract:
Internal Processing Guide and Documentation for the Vodou Archive which is within the Digital Library of the Caribbean ( dLOC). The guide and documentation created in 2013 by Megan Raitano with documentation on metadata, subject terminology, uploading materials, video processing, audiovisual materials, photographs, and additional processing documentation. Also includes project management and tracking information and recommendations.

Record Information

Source Institution:
University of Florida
Holding Location:
University of Florida
Rights Management:
Applicable rights remain with the author/creator.
System ID:
AA00014913:00001


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Vodou Archive Guide Welcome Welcome to the Vodou Archive! You will find audio, video, text, and images preserved on this site that represent Haitian Vodou a cultural story of Haiti. These sources are supplied by scholars, students, videographers, artists, and practitioners alike as we attempt to create a holistic representation of what Vodou is and what it means to the people who practice it as well as what it has meant throughout history. Often, Vodou is mistaken for Voodoo, the American popular mythology of zombies, potions, and Voodoo dolls. The real Vodou is a history it is a story of strength, of culture, of preservation. Africans taken from West and Central Africa were intentionally mixed to prevent communication, yet one thing rose through and connected them: Vodou. This syncretic practice combined the beliefs of many and gave them the force of unity. By scholars in the field, Vodou is even attribute d with empowering the leaders of the Haitian Revolution. In keeping with its own traditions, Haitian Vodou has not been formally preserved until this point. Few books exist that adequately capture all of the history and components of Vodou. This is where we begin. By providing an open forum to share and search, we are enabling people to continue learning and building on what we have started. Our job is to pave the way for future generations to practice and preserve Haitian Vodou. How to Upload This is a g uide for those who work internally on the site. The basics of the system will hopefully remain the same, even though the details will most likely change (frequently). Videos: Possibly the most important content on the site, the videos provide an objecti ve view of our collection when viewed without reading our notes. Many of the interviews are in the process of being transcribed and translated; hopefully soon we will have a system in place to stream them simultaneously with the videos so that the site can also be used for language practice. When uploading videos to the site, there are eleven steps: 1. Ben will provide you with .avi files. These are the highest quality files that are both accessible to our archiving system and encoding system. Using MediaCode r you will encode these files as .mp4 files using these Video and Audio settings: Video, Bitrate: 4000, Rate Mode: Average Bitrate, Format: H264; Audio, Format: LC AAC. U pdate d : April 2013 Vodou Archive : : www.dloc.com/vodou Page 1 of 4

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2. While these are encoding, you will start a new item in DLC. Both template and projec t should be set to Vodou. Once you have accepted, you will add the ceremony title (normally the file title) as the Main Title Add the number of videos in the series to the Physical Description For Publication Date add the date(s) that the video was fi lmed. a. You may come back later with Ben to edit the Abstract and Note if you have not been provided with information to input here. 3. Choose Save and then click on View this item Once you are viewing the item, click on the BibID at the top of the page (shoul d look like AA000XXXXX). Choose to Add new volume from the top menu, and begin adding the file names from the second file (You will later rename the title as the first file). For each additional item, add the Main Title make sure the Visibility is set to your desired setting, add the date the footage was filmed as the Publication Date and choose Save and add another until you get to the last one. Once you finish filling out the last item, choose Save 4. Returning to your encoded files, once they have fini shed running through MediaCoder rename the files using their new BibID_VidID (AA000XXXXX_000XX) titles derived from the DLC 5. Copy these files to your subfolder in Windows Explorer (mine is \ \ cns uflib web1 \ MeganVodou ). Once they have been copied, they will appear on the Video Server ( www.cms.uflib.ufl.edu/vodou ). 6. You will need to go to the Video Server and sign in under Staff Login using you r Gatorlink sign in information. 7. Once on the site, choose the Video Gallery tab on the top menu. On the left side in the Synchronize tab, you will see the BibID_VidID titles of the files you have copied to your folder. Select the ones you would like to u pload in groups of 5 and press Synchonize 8. Copy and P aste each Title into the Description section and select Save and Return. 9. Once your videos have been encoded on the site, you will open the corresponding BibID through the DLC and then choose Play on th e Video Server site. Once on the Play Screen you will Copy the Embed information from the Share tab under the video and return to the DLC window. 10. In DLC, chose the specific VidID for the video you are embedding. Choose to Edit Metadata click on the Rec ord Information tab and Paste the Embed information in the Embedded Video field. a. Make sure to change the Height from 530 to 480 to hide the comment and like/dislike options. b. The Thumbnails will be automatically added to the DLC site every few days by Mark. c. Dont forget to click Save when you finish. 11. The final step is to Archive the original files. This is a two step process. Rename your .avi files with their corresponding BibID_VidID name Add each file to a unique folder with the matching BibID_VidID name a. Select all of the folders and copy them to \ \ ad.ufl.edu \ uflib \ DLC \ Archive \ DROPBOX They will be automatically archived and cleared out of your folders when finished. This will archive them to Tivoli. b. Add all of the folders to \ \ ad.ufl.edu \ uflib \ DLC \ FCLA \ Vodou_to_FDA and tell Randall know that they have been added. This will archive them to FDA. U pdate d : April 2013 Vodou Archive : : www.dloc.com/vodou Page 2 of 4

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c. Using .avi files is important because the DLC has agreed to maintain only certain file types indefinitely. This is one of them. Hints: I often use an Excel spreadsheet to keep track of where each file is a long the process. This is not necessary but I find it useful, especially while we are working out the kinks in the process. Sometimes, Ben will request that you embed videos on the DLC site from an outside server, such as Vimeo or YouTube. While this is e asy to do and allows the videos to be immediately accessible, it does NOT preserve the videos in our archives. The only way to archive the videos is to add them to our Archival Folders When Ben insists on adding a video from one of these sources, complete steps 2, 9, and 10 of the previous process. What to do with files that MediaCoder will not encode: 1. Use the original files and a different encoding software to re encode the files to .mp4 2. If the problem persists, contact Randall. What to do with files that the Video Server deletes: 1. For now, the solution to this is to re encode the original files to .mp4 again and to re upload them to the Video Server. 2. If the problem persists, contact IT. Photographs: The process for uploading photographs is similar t o videos. Again, if this process is not done properly, although the information may be up and accessible, it will not be archived. As the library liaison, it is your job to make sure that this step is included in the ultimate process. Photographs come fro m many sources theyre less time consuming to submit than videos and many consider them easier to collect. Its important to make sure that all of the photographs submitted go through the proper channels both for archival purposes and to make sure that the y are accessible to all viewers of the site. 1. Begin by starting a new item in the DLC. Both template and project should be set to Vodou. Once you have accepted, you will add the ceremony title (normally the file title) as the Main Title Change the Resou rce Type to Photograph. Add the number of photographs in the series to the Physical Description. For Publication Date add the date(s) that the photographs were captured. 2. Choose Save and then click on Edit this item Once you are viewing the item, change C reator to the photographers name. Add additional subjects using semi colons to distinguish them. Feel free to add notes if the photographer has provided you with any. 3. Choose Save Once you are viewing the item, click on the BibID at the top of the page ( should look like AA000XXXXX). Choose to Add new volume from the top menu, and begin adding the file names from the second file (You will later rename the main title as the first file). For each U pdate d : April 2013 Vodou Archive : : www.dloc.com/vodou Page 3 of 4

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additional item, add the Main Title make sure the Visibility is set to your desired setting, add the date the photograph was taken as the Publication Date and choose Save and add another until you get to the last one. Once you finish filling out the last item, choose Save a. Each photograph does not necessarily need its own VidID. For example, if you have three photos that are similar or all of the same thing, you can make one VidID for the series and upload all of the videos under that heading 4. Rename all of the .jpg files us ing the BibID_VidID name provided by the DLC Add each file to its own folder also labeled as the specific BibID_VidID 5. Open each of the .jpg files in Photo shop. You will need to save the files as uncompressed .tif files at RGB 300 PPI a. Make sure to keep the original .jpg files for archival purposes 6. Once your .tif files have been saved in the corresponding BibID_VidID folder, rename the original as BibID_VidID_Archive.jpg and drop the entire folder into \ \ ad.ufl.edu \ uflib \ DLC \ Main \ PreQC 7. Digital Library employees will process the files through Pre Quality Control and Quality Control to make sure that they meet all of their qualifications. If you need to speed things up, you can ask Jimmy (or the Jimmy equivalent) to run PreQC and you can run QC yourself by opening the DLC Toolbox, opening the Quality Control tool, finding your files in the list, opening them and checking them to make sure that they appear online and are zoom able, and accepti ng them. 8. The files will be uploaded through this process you dont need to embed them or attach them. 9. During PreQC, the files are archived to Tivoli. To archive them to FDA, add all of the files to \ \ ad.ufl.edu \ uflib \ DLC \ Main \ Load Hints: Again, I recommend using an Excel spreadsheet to keep track of everything. Even as the names of the files change, I like to keep a flow of every name each file has had while being processed so things can be tracked back and forth. All photographs that have been added via the self submittal tool must be checked by a DLC employee after the fact. To do this, 1. Check the New Items tab on the Vodou Archive page to see what has been added recently. 2. If anything has been added, trace it back to the source by choosing the item, choosing View Work History from the top menu, opening the Directory, and following the link. 3. Convert the .jpg files to .tif files and run them through PreQC as described in Photograph: Step 6. 4. Once they have gone through PreQC, copy them to \ \ ad.ufl.edu \ uflib \ DLC \ Main \ Load and \ \ cns uflib ufdc \ UFDC \ INCOMING \ inbound They will be archived and will appear on the site in the proper form. Hint: Any files with text need to be run through OCR as well! U pdate d : April 2013 Vodou Archive : : www.dloc.com/vodou Page 4 of 4