Administrative Fields

The administrative fields tab will allow the JAPP to keep track of our progress towards publishing each document online. The staff member who enters these fields will have their initials and date automatically entered— so be sure to log out/log in when you start work to clear the previous person's initials.

Metadata status

This field indicates whether or not the metadata for the document is complete and ready to go. The valid choices are:

  • Incomplete
  • Complete
  • Check Facts
  • Ready to Publish
  • Published.

The default is Incomplete. When you initially enter the metadata, change it to Complete if you are able to add all needed fields. If you are uncertain about a name, a date, whether the document is complete, anything that you think means that another look is needed.

Once documents are Complete, it needs to have its facts checked, and then it will be ready to publish.

Each quarter, all documents marked ready to publish will be Published and updated by a program.

Transcription status

This field indicates the status of the document's transcription. The valid choices are:

  • Pending (the transcription has not been completed)
  • Completed
  • Proofread
  • Ready to Publish
  • Published
  • Restricted

The default is Pending. If there are some illegible words, but the transcription is as complete as you can get it, enter it as Complete. If you really can't read it—skip this document and look for an easier one.

Once documents are Completed, they will be proofread by editors. Once the corrections to those transcriptions (if any) are entered, the status should be changed to Ready to Publish.

Quarterly, a program will change the status from Ready to Publish to published and all new transcriptions will be made available on the site.

Restricted is a status for documents where we have been denied permission by the rightsholder to include the text in the digital edition. Hopefully there will not be too many of these, but rather than making them Ready to Publish, they should be made Restricted until such time as we get permission. Transcribing them anyway enables us to search them and use them for research, so it is still worth doing.

Translation status

This field records the status of any translation needed for the document. The valid entries are:

  • Not Needed
  • Pending
  • Completed
  • Proofread
  • Ready to Publish
  • Published
  • Restricted

The default is Not Needed. Any document that is written in English does not need a translation. If the document is in a foreign language the processor should change the field to Pending.

Once the translation is completed, the status is changed to Completed. If we are able to proofread translations (depending on language), we will do so and then change the status to Ready to Publish.

Quarterly, the program will convert Ready to Publish to Published and make all new translations publically viewable.

If the transcription is Restricted (see above), the translation is as well.

Research status

This field tracks the process of the identification items in the digital edition (everything but the documents and collections). The valid entries are:

  • Pending (when the entry title has been created but no research or not enough research has been completed).
  • Completed (when research has been completed)
  • Check Facts (editors and advanced students proofread and check the identification)
  • Ready to Publish
  • Published

Default is Pending. Once the entry is Ready to Publish, it will be published quarterly along with new materials.

If for some reason we need to unpublish an identification, move its status back to Check Facts and add a note about what the problem is.

Facsimile permission status

This field tracks the permission status for including an image of the original document. This permission is held by the owner of the original. In the case of unpublished materials. this is usually the archives. The valid choices are:

  • Pending
  • Cleared
  • Restricted

The default will be Pending. We will include a list of cleared archives on the wiki so that you can determine whether the initial status should be changed to Cleared. In cases where the archive has refused permission to include the original image, the entry is Restricted. This means that the image will not be published along with the transcription and metadata.

Copyright status

This field tracks the permission status for the content of the document, rather than the image. The valid choices are:

  • Pending
  • Cleared
  • Restricted

If you entered Public Domain or a Good Faith effort in the rights-field field, the initial status should be Cleared. If permission to include documents by this author was denied, enter Restricted. This means that the transcription/translation will not be made public on the site.

Publication status

This field tracks the status of the whole document, so that when it is Ready, the program includes as much as can be included on the site. The valid choices are:

  • Not Ready
  • Ready
  • Published

Default is Not Ready. Once an editor has gone over the document, they can change it to Ready. Then when the next quarterly publication comes up, the document will be included. Metadata should be Ready to Publish, and the Image and the Transcription will be published if their permission allows it.

Editor’s Notes

This field allows the editor to comment on the document, adding textual or contextual notes.

Administrative Notes

This field allows staff to write internal notes on the document that will not be displayed to public, summarizing work left to be done, questions, issues, etc.

Transcription Difficulty

This field allows the processor to categorize the difficulty of the transcription, which will make it easier for students and crowdsourcers to choose documents to work on. The valid entries are:

  • Easy
  • Medium
  • Difficult

This is a judgement call, but basically anything that is typed and the image is reasonably clear is Easy. Very neat handwriting and difficult typed images are Medium, and difficult handwriting or damaged documents are Difficult. Sadly, most of Jane Addams' handwritten documents fall in that category.

Book Status

This field allows us to track the documents we think should be considered for the book. It will be a very small number (750 total), so the documents need to have some substantive content. This field should be entered by the editor that does the fact check, rather than by the processor at the time of entry. Valid choices are:

  • No
  • Maybe
  • Yes
  • Needs Review

The default is Needs Review. On the first pass through, the editor should err on the side of Maybe, then see how many have been selected, and then move the 250 for the volume to the Yes category. Once the page count has been determined, this number may be further reduced.

Unless otherwise stated, the content of this page is licensed under Creative Commons Attribution-ShareAlike 3.0 License