Sections:
Understanding Media Numbers
Completing Listings and Projects
Digital Camera Operator's Reports (DOR)
Shipping the Hard Drive
Shipping the Hard Drive
At the end of each week, or when arranged by the supervisor, ship the external hard drive to the ingest center assigned to your project.
Note: The external hard drive does not have to be full. It is best practice to send the hard drive every Friday to keep the flow of images to the ingest locations consistent.
Step 1: Safely disconnect the external hard drive by shutting down the computer and forcing all activities to complete.
Step 2: Place the external HD in the black pelican shipping case.
Step 3: If using a shipping carrier, such as FedEx, UPS, or DHL, attach the shipping label. For the United States, use a FedEx billable stamp. A FedEx stamp is usually included with the shipping case each time you receive a shipment.
Note: For some countries, a local carrier, such as DHL, has been approved. For questions about which carrier is approved, contact your supervisor.
Step 4: Deliver the box to an approved shipping carrier, or make other arrangements for pickup from the archive.
Step 5: If you are not using FedEx, save the shipping receipt of the company you use for reimbursement.
Understanding Media Numbers
The system assigns the same media number to all new folders within a project that are captured during the same week and shipped on the same external hard drive. The media number is also listed on the DOR.
When a previously shipped folder needs to be shipped again due to issues like rework or possible image corruption, the same media number is assigned to the folder. To distinguish the new folder shipment from the original folder shipment, a reship number is autogenerated and added to the folder’s original media number. For example, if the original media number for a folder is 63 and it is sent again after it has been reworked, the media number changes to 63-1. If it was shipped again a third time, the media number changes to 63-2.
When to Change Media Numbers
You need to change the media number if one of the following occurs:
- You switch computers. For example, if your workstation computer is stolen or quits working.
- Two camera operators are working on the same project. Both operators need to make sure that the same media number is not duplicated within the same project.
- You do not ship external hard drives weekly. If the operator does not ship an external hard drive weekly, the correct media number may not be assigned. For example, if the last media number is 10, then the operator needs to make sure the media number for the next external hard drive is 11.
Changing Media Numbers
To change a media number, do the following:
Step 1: Determine what the new media number should be. The new media number should usually be 1 number higher than the last number assigned.
Note: The number can also be found on the DOR that is saved on your workstation computer. If needed, your supervisor can contact the Image Quality team to get the most recent media number.
Step 2: Open the Transfer Folders to External HD dialog.
Step 3: In the media number column, click the up or down arrow to change the number to the next one. For example, if the last media number was 5, change it to 6.
Step 4: If any of the folders have been transferred to the external hard drive or reshipped, return to the folders screen, and, for the folders whose media numbers need changing, click Reopen from External HD.
Step 5: Change only the first incorrect media number. The system uses the corrected number to assign subsequent media numbers. A warning message displays. To change the media number, click Change Media Number.
Note: Once a media number is changed for a shipment, it cannot be changed back.
Step 6: Click Transfer to External HD. The system saves the updated media number.
Completing Listings and Projects
Step 1: When you have captured and evaluated all of the archival units associated with a specific listing, go to the Manage Projects, Listings, and Folders (PLF) screen. In the Listings section, click the listing name to select it, and then click Complete.
Note: In the event that a listing has been marked complete and the project is still open, the listing can be reopened from the PLF screen. Once there, highlight the listing, and click Reopen.
Step 2: When you have captured all of the archival units for all of the listings within a project, go to the PLF screen. In the Projects section, click the project name to select it, and click Complete.
Note: Only mark a project complete after you have discussed it with your supervisor.
Digital Camera Operator's Reports (DOR)
The Digital Camera Operator's Report lists shipped folders in order by title, volume, and date. It includes the total number of images and total number of clicks for each type of folder (whether new, rework, or resend). For example, a folder captured with the double page capture mode has twice as many images as clicks.
If multiple operators use the same camera, the report includes a folder, image, and click count for each operator. The folder is associated with the operator who took the most recent image.
Printing and Saving Digital Camera Operator's Reports
Step 1: On the home screen, click View Ship History.
Step 2: In the DOR column associated with the media number that is to be viewed, click Show.
Step 3: To print a copy for the archive, click Print.
Step 4: To save a copy of the report, click Save.
Step 5: Select a location on your workstation computer to save the report.
Step 6: Give the report a name in the following format:
- dor; _ [underscore]; name of project _ [underscore]; external HD number_ [underscore]; date in yyyymmdd format _ [underscore]; operator number
- For example: dor_NYOR0804D_048_20090403_7081
Step 7: Click Save and Close.