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California Revealed CA-R; 2025-03-17; PSALCA-25006
California Revealed Digitization and Preservation Agreement Welcome to California Revealed (CA-R)! CA-R is a State Library initiative to help California’s public libraries and other local heritage groups, digitize, preserve, and provide online access to archival materials, as well as provide free access and preservation services for existing digital collections. We are delighted that you are a partner in this statewide effort to digitally serve and preserve the history of our Golden State. As a partner, your responsibilities include: identifying and nominating materials to be digitized and preserved, confirming the materials are not digitally available elsewhere, choosing the highest quality, original or closest-to-original source for digitization, preparing and arranging materials for digitization, delivering them to CA-R's office, providing metadata essential to facilitate online discovery, and checking and approving final deliverables. Additionally, you are responsible for reviewing and following the Metadata Guidelines and Shipping Guidelines provided by CA-R. If you decide that you would like to order copies of your files, you will be responsible for the cost of the hard drive, as well as the cost of shipping. The CA-R team will: coordinate the delivery of your materials, confirm that all materials are accounted for and that they match their provided metadata, prepare and arrange the materials for digitization, ship materials to digitization service providers (unless you have nominated digital files), generate losslessly compressed preservation master files according to archival standards outlined in our Statement(s) of Work, perform quality control of the digital files, package them for ingest in our digital repository, and provide public online access to the access copies and associated metadata. in addition to offline long-term digital preservation storage of the preservation masters and access copies. If shipments include items that were not awarded, or are in poor physical condition, we may return them to you without digitization. CA-R will handle your materials with the greatest possible care. However, neither the digitization service provider nor CA-R can be held responsible for unavoidable damage or loss of any kind, whether direct or indirect, arising from or related to participation in the program’s services, including, but not limited to: age, physical deterioration or damage, theft, improper handling, loss of data, inability to use or access the services, third-party conduct on the services, or any other actions associated with the use of the services. PSALCA-25006LIB Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B When your materials arrive at the digitization service provider’s facilities, each individual object is visually inspected for biological contamination and/or visible physical damage. Following check-in, experienced technicians perform a complete reinspection of each physical object to decide on the best handling method for the item. The digitization service provider will prepare and digitize materials carefully to avoid or minimize damage, using non- destructive measures. For print materials, special treatment may include basic cleaning, rehousing, hand placement, and manual page turning. To achieve the best possible image capture, items will need to be capable of being unfolded, handled, and flattened with glass without breaking. For audio and video materials, special treatment may include baking, cleaning, reshelling, or rehousing; for film materials, this may include cleaning, splice repair, or rehousing. If additional preparation is needed to stabilize, repair, or apply other irreversible treatments, CA-R will contact you to request permission to proceed, and your organization may then choose to cover additional handling costs if necessary. The original materials will be captured with the intention of creating a digital object which replicates the original as accurately as possible. No image processing or enhancement will be introduced at any point in the creation of the preservation masters or access copies. Once all the files are approved, your original materials will be returned to you directly from the digitization service provider to avoid unnecessary handling. CA-R will then provide additional instructions regarding requesting copies of the files. Preservation masters will be preserved offline on two sets of LTO data tape, with each set stored in two different locations. Access copies will be uploaded to both the CA-R Repository and the Internet Archive according to CA-R's Conditions of Use. Public access is a requirement of the project. With ongoing support from the California State Library, digital objects and their metadata will be updated and maintained to provide perpetual access to a permanent online archive of California's history. CA-R may also feature your digital collections in CA-R events, workshops, webinars, social media, and other promotional materials. We will always credit your digital collections to your organization Please refer to our social media pages for examples of how we may feature your digital collections: Instagram, YouTube, Facebook, and Twitter Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B As a program partner, you are responsible for correctly identifying and attributing copyright status for the content. If your organization does not hold copyright, follow the CA-R Permissions Guidelines and do your due diligence to seek permission to preserve and make the content publicly available. CA-R may correct the copyright statement if it does not accurately reflect the status of the object and/or request signed grants of permission to digitize and make the content publicly available. CA-R does not have intellectual property rights, or any other proprietary rights, over content in the CA-R collections. The CA-R collections are licensed under Creative Commons’ Attribution-NonCommercial-NoDerivatives 4.0 (CC BY-NC-ND 4.0) license which allows them to be available for non-commercial purposes only, and only so long as attribution is given to the creator. All works are available stream-only unless they are in the public domain. Works in the public domain are marked with a Creative Commons’ Public Domain Dedication (CC0 1.0) license and are downloadable from the Internet Archive and California Revealed. Objects for which the copyright holder cannot be identified can be digitized with the understanding that a person coming forward with a reasonable claim to the intellectual property can request the digital objects in question be taken down. Please see CA-R’s Take Down Policy for more information. Requests for transmission or reproduction of works protected by copyright, beyond what is allowed by the fair use doctrine, require the permission of the partner and/or copyright holder(s). Partners will not change or delete access files hosted by CA-R at the CA-R Repository or the Internet Archive. The project makes metadata available for discovery and repurposing under a Creative Commons’ Public Domain Dedication (CC0) license. CA-R directly harvests CA-R records from the California Revealed Digital Repository for WorldCat, the Home Movie Registry, and Voices of the Golden State. The California Digital Library (CDL) directly harvests CA-R records from the California Revealed Digital Repository for Calisphere and the Digital Public Library of America. By signing this Agreement, you are consenting to the CDL’s Terms of Use. The partner must include an acknowledgement of California Revealed in all products, publications, and websites developed with California Revealed support. The acknowledgement should include the following credit line and where space permits, CA-R’s logo: Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B “This project [is/was] supported by California Revealed and administered in California by the State Librarian. The program is made possible by funding from the U.S. Institute of Museum and Library Services under the provisions of the Library Services and Technology Act.” For any questions or concerns regarding these documents, please email team@californiarevealed.org. This agreement is effective on the date of the last signature affixed to it below. ❑If you’d like to receive copies of the digital files, please check this box. By: ________________________ PAMELA VADAKAN Director California Revealed Date: ____________________ CITY OF CARLSBAD, a municipal corporation of the State of California By: ________________________ SUZANNE SMITHSON Library & Cultural Arts DirectorAs authorized by the City Manager ATTEST: ____________________________ FOR SHERRY FREISINGER City Clerk APPROVED AS TO FORM:FOR CINDIE K. McMAHON, City Attorney By: _________________________ Deputy City Attorney Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B 3/17/2025 X p-J--\ \/ ---- California Revealed Digitization and Preservation Agreement Agreement Attachments Support Documents: 1) California Revealed Acceptance Letter dated December 13, 2024 2) California Revealed 2024/2025 Print Nominations – Carlsbad City Library – Carlsbad Sea Lion Agreement Links – retrieved March 13, 2025: 1) Metadata Guidelines – • Document Name: Metadata Guidelines for Still Image and Text Objects • Document Link: chrome- extension://efaidnbmnnnibpcajpcglclefindmkaj/https://californiarevealed.org/sites/default/ files/2024-11/PT_CA-R_MDG_25-26.pdf 2) Shipping Guidelines – • Document Name: Shipping - Preparing, Packing, and Shipping Print Materials for Digitization • Document Link: chrome- extension://efaidnbmnnnibpcajpcglclefindmkaj/https://californiarevealed.org/sites/default/ files/2025-01/PT_ShippingGuidelines_2024-2025.pdf 3) Statement(s) of Work – • Document Name: Statement of Work for Print Materials • Document Link: chrome- extension://efaidnbmnnnibpcajpcglclefindmkaj/https://californiarevealed.org/sites/default/ files/2025-01/24-25_SOW_PT.pdf 4) CA-R Repository – No links downloaded or included 5) Internet Archive – No links downloaded or included 6) Conditions of Use - • Document Name: Conditions Of Use California Revealed • Document Link: https://californiarevealed.org/content/conditions-use 7) Permissions Guidelines – • Document Name: California Revealed Permission Guidelines • Document Link: https://californiarevealed.org/sites/default/files/2019CA- R_Permissions_Guideline5jan19.pdf 8) Attribution-NonCommercial-NoDerivatives 4.0 (CC BY-NC-NC 4.0) license - No links downloaded or included 9) Public Domain Dedication (CC0 1.0) license - No links downloaded or included 10) Take Down Policy - No links downloaded or included 11) Public Domain Dedication (CC0) - No links downloaded or included 12) Terms of Use – • Document Name: California Digital Library (“CDL”) Terms of Use – California Digital • Document Link: https://cdlib.org/about/policies-and-guidelines/terms-conditions/ 13) Acknowledgement of California Revealed - No links downloaded or included Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B 2012 H Street, Suite 100 Sacramento, CA 95811 December 13, 2024 Kristi Bell Carlsbad City Library 1250 Carlsbad Village Drive Carlsbad, CA 92008 Dear Kristi, California Revealed is excited to move forward to digitize, provide online access, and ensure long-term preservation for the print materials listed as “Accepted” in the linked spreadsheet. Although we are unable to accept a portion of your newspaper nominations this cycle, the California Digital Newspaper Collection (CDNC) has expressed interest in digitizing your title(s) instead. At no cost to you, CDNC would collaborate with Newspapers.com and your organization to digitize the Carlsbad Champion and the Carlsbad Journal. CDNC will provide your organization and California Revealed with copies of the files. Your newspaper collection will be made available through both CDNC and California Revealed. To learn more about this option, please email CDNC Director Brian Geiger at brian.geiger@ucr.edu and cc team@californiarevealed.org. Next steps for your accepted materials: 1. Complete any necessary updates to your metadata records. See below for additional instructions. 2. Carefully review CA-R’s Shipping Guidelines and begin to prepare your items for digitization and shipment. Use the list of accepted items in the linked spreadsheet(s) as an inventory and packing list. • Please ensure each item, or file, has a visible Call Number or Temporary ID, and that it matches the information provided in the attached spreadsheet. This is necessary for us to identify and match your items to their metadata records. 3. Plan to ship your materials prior to the shipping deadline. See below for additional instructions. • Remember to sign, scan and email a copy of the Digitization and Preservation Agreement to team@californiarevealed.org (electronic signature is fine). Also, please attend our Welcome to California Revealed Meet & Greet on Wednesday, January 15th at noon! This webinar will review the project timeline and workflows and is open to new and returning partners. Please join us on zoom: https://zoom.us/j/4877644368 Metadata Record Submissions and Updates The nominations you submitted have been reviewed and added to the California Revealed Repository. You can use the CA-R Repository to update metadata and track your items throughout the digitization process using the “WFS” or Workflow State value. Please log in to confirm your metadata records reflect the items you nominated. You can access your account for the CA-R Repository by following these steps. Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B ~ ~ I CALIFORNIA ) \ REVEALED / We encourage you to continue to enrich your metadata records according to CA-R’s Metadata Guidelines. If you prefer to edit your metadata on a batch-level, email team@californiarevealed.org to request a spreadsheet of your records that you can use to complete your changes. Delivery of Materials California Revealed will be moving to a new location in January 2025. The State Library has asked us to move as they are running out of room in their buildings due to several different pressures occurring simultaneously and can no longer allocate space for us. One of our team members will be in touch to schedule the delivery of your shipment to our new address after we complete our move. We anticipate all shipments will be scheduled to arrive by the end of March. Our new address is: California Revealed 2012 H Street, Suite 100 Sacramento, CA 95811 For print collections, we ask that you prepare and ship your materials according to CA-R's Shipping Guidelines, which include requirements and instructions regarding how to prepare your items for digitization, as well as how to safely pack and ship materials. Digitization and Long-term Digital Preservation We encourage you to look over the resources in our Partner Handbook, including the Statement(s) of Work and our Program Timeline to acquaint yourself with the lifecycle and final deliverables associated with the program. Once digitization is complete, we will let you know when the files are online so that you can begin quality control. We strongly recommend that you keep copies of the files, which you can request on an external hard drive once final deliverables are approved by all parties. You can plan for long-term digital preservation by referring to NDSA’S Levels of Digital Preservation as well as DPC’s principles for digital storage in the Digital Preservation Handbook. We also noticed in your application that you requested further information regarding opportunities for collections care. Through its partners, the California State Library offers disaster preparation risk assessment and grant opportunities. Ready – Or Not preservation consultants provide consultation and conduct free site visits then deliver an assessment report with their observations. Cultural organizations can also apply for Groundwork Grants to implement assessment recommendations and disaster plans. If you’d like to have a follow-up conversation about this letter, please let us know, and we’ll set up a meeting. We are here to answer any questions that you may have. Many thanks for helping to preserve California Revealed collections for us all! Best Regards, Pamela Vadakan Director Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B • fields highti9'>te<I in red -Jfl!Uired. Use. semicolon i i I i i 1 California Revealed 2024/2025 fa, multiplo ontrios p..-field .. Print Nominations P.-Suppi;.d •-• (1.31" Med~ Contributing Temponory Condition Condition Type• Organiution' (1.1) r.u.•11.21 C.11 Numbe .. (1.3) ldentifi...-(1.3) Created D•te• (1.4) Cre•tors• (1.5) Significance' (1.6) Description' (1.7) V•h••• (1.8) Nottt• (1.8) (1.9) The wee ly Carlsbad Sea Lien w.lS the first attempt .. a regular newspaperforthe nonh coastal Sa Diego eo..,1y town ol Carlsbad. The newspaper delaJs very early evenis. The Sea Lien was a • • ens. ads. comings and wee published from goings and developmenL This Decen-ber ol 1887 collection is the ody nown set through June of 1888. The ol copies. We have lhe physical newspaper details eaJ!y The Carlsbad Publ"ishing p_,._ but bei,g 136 years old events. citizens, .tds. Cartsbad City Lb"ary Cartsbad Sea lion PER CARLSSAO SEA LION ..,,-,on_ 1887-1888_001 1887-12-10/1888~23 C<xnpany they are exnmely fragile and corrings and goings and Good NIA TeX! can·t be -a lly accessed by developmenL h gives• the cornnunity. The ody ccher gt.._ • o the eartiest 1011n in Which these exist is our ~ IS ;an ·me period of the IOWn of inaNsingly OU1dated lormaL Carlsbad in nMh S;an Thus, we are applying to get Diego County. this miaofilm digillzed ID presen,e this unique of very early Carlsbad history ,n ;an accessible digitll format for future generations. ot,j__ cond"llion - no:e OCJ_created_cate_date_ e obl,crNtoc_name_ be!_ OIJL.c:oncl on_l OIJL.medl> 00LJ>altnH _ name laoet o0j_cal_nlffi>ff OIJL.temporary_lCI • a-ea:or_role 00J...&1gnoeonce OOJ...Oesonp:ion .. value _,ype Country Unit of Copyright Partner Item Subject Subject Sp;at~I Temponl of Tob lNurnl>.rof Type of Ports• Mc,a,su,-Sbternfilt" Administr~live Annotations Contributor Topic Entity Cove~ge Cover~ L~gu~e Creation Format• (1.10) P•rts ' (1.111 (1.11) length' (1.121 Width' (1.12) nt' (1.12) (1.131 Notes (2.1) Generation (2.2) (2.3) (1.5) (2.4) (2.5) (2.6) (2.7) (2.8) (2.9) Public 1887-12-I Doman.No Cartsbad Miaolilm 1 Reel 0 0 in rMtnctions ( .) 10/1888-06-eng us 23 on use. nl_ _pa obj_oonuine oq_aeator_n oot..•"'l"" OOJ...•mJe<:t OIJL opa<al -C ... _i,mporat OOJ..."""1try_ "'-_..,._Offll 01>1.J>AU_ :em_por:o_ Ol>I.J>mt_nem_p.in Ol>LCCIJl'0\111_ ol>!J»t!Mr_admln Ol>I.J>ml_llM\J)Orti r_item_annot ame_tabel_con _<opie_lab _enllty_l>b overage_!> _coverage_ OOJ...l>ngUage 01_ere.auon _ at _lp_extont ._.,_.., __ mtement _notK _Jp_gener.11:lon ations U1Dutor_f0ie. let el oet da:e_ H _valUe -a.lie Copyright Internet Related Series Collection Collection Serial Serial Publication Copyrigh1 Holder Copyright Archive ARK OCLC Objects Relationship Transcript Transcript Alternative rr11e Guide r.u. Guide Volume Issue Published Publisher Location Copyright Holder Information Notice URL Identifier Number (2.10) Type (2.10) (2.11) URL (2.11) rrtte (3.1J (3.2) (3-3) URL (3.3) (3a4) (3.4) Date (3.5) (3.6) (3.7) Date (3.8) (3.9) (3.10) (3.11) (3.12) (3.13) (3.14) The 1887-12-Carlsbad Cartsbad Publishing (Calij.) 10/1888-06- C0111>any 23 00!...""a~o 1oq_aeator_ 1.....,_aeamr_ _ INttrw,_ OOl_re-.nteo_mat OOI.J>IIJIISlle<l _n.atne_lol!>ei OOJ...PU cauon 00j_COl)Yf19ht l"l,iltM_label _ _enllty_r!I erulli_mat.on_ OIJ!..ill:ema!M OOJ... ...... OOJ... ccGedlon _ OOJ... col!dOn Ol>!..&e<lal_ Obl.iel\31 llatl! _ date _ __pt.ital'ler_r _IOCatlon_ b _GJte_ da:e_ cop)Tlgllt_hol OOJ... cop)~t-h 00!.. copJllgh! _ OCl..la_U<I _ OOJ...arl_lde obf_odc_n erence t)"pe Ute -oe ~-'111• _gt.(de_!.11 voklme ~""'" iiee Ole let rree oer_role Olelfr_ln:O no:ioe _u:t ntl'.i!r urnl>K 2025/2026 Metadata Guidelines for Still Image and Text Objects Use these guidelines to create metadata records for print objects (such as books, photographs, slides, scrapbooks, etc.) and digital still image and text files (such as .jpg, .tif, .docx, .pdf). Robust metadata promotes wide discovery of your collection and helps create connections between collections. California Revealed (CA-R) requires accurate and consistent item-level descriptions—called metadata— for each object submitted. Much like how entries in a library catalog help librarians and patrons identify and find books, your metadata records are used to manage and track your objects throughout the process of the program and will help users identify and find your materials online. Taking the time to create consistent, properly formatted, and well-described metadata records will ensure that your items are processed efficiently and accurately during every step of the CA-R digitization and ingest process. After publication, item-level metadata serves as the primary point of reference for members of the public to discover and use your digital collections on the CA- R website. These guidelines will help you prepare your metadata records for submission to California Revealed. Please contact us at team@californiarevealed.org with any questions - we are here to help! Table of Contents Overview ................................................................................................................................................................................. 3 1. Required Metadata Fields ................................................................................................................................................. 5 1.1 Contributing Organization .............................................................................................................................................. 5 1.2 Title................................................................................................................................................................................. 6 1.3 Partner-supplied Identifier (Call Number -or- Temporary Identifier) .............................................................................. 7 1.4 Created Date .................................................................................................................................................................. 8 1.5 Creators and Contributors.............................................................................................................................................. 8 1.6 Significance .................................................................................................................................................................... 9 1.7 Description ................................................................................................................................................................... 10 1.8 Condition Value and Condition Notes .......................................................................................................................... 11 1.9 Media Type .................................................................................................................................................................. 11 1.10 Format ........................................................................................................................................................................ 11 1.11 Total Number of Parts and Type of Parts .................................................................................................................. 12 1.12 Length and Width and Unit of Measurement (Dimensions of Object) ....................................................................... 13 1.13 Copyright Statement .................................................................................................................................................. 13 2. Recommended Metadata Fields ..................................................................................................................................... 14 2.1 Partner Administrative Notes ....................................................................................................................................... 14 Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B CALIFORNIA REVEALED 2 of 28 Metadata Guidelines for Still Image and Text Objects 2.2 Generation ................................................................................................................................................................... 14 2.3 Item Annotations .......................................................................................................................................................... 15 2.4 Subject Topic ............................................................................................................................................................... 15 2.5 Subject Entity ............................................................................................................................................................... 16 2.6 Spatial Coverage ......................................................................................................................................................... 16 2.7 Temporal Coverage ..................................................................................................................................................... 16 2.8 Language ..................................................................................................................................................................... 17 2.9 Country of Creation ...................................................................................................................................................... 17 2.10 Related Objects and Relationship Type .................................................................................................................... 17 2.11 Transcript/Transcript URL .......................................................................................................................................... 18 2.12 Alt Text ....................................................................................................................................................................... 19 2.13 Notes to User ............................................................................................................................................................. 19 3. Context Dependent Metadata Fields .............................................................................................................................. 20 3.1 Alternative Title ............................................................................................................................................................ 20 3.2 Series Title ................................................................................................................................................................... 20 3.3 Collection Guide Title and Collection Guide URL ........................................................................................................ 21 3.4 Serial Volume and Serial Issue .................................................................................................................................... 22 3.5 Published Date ............................................................................................................................................................. 22 3.6 Publisher ...................................................................................................................................................................... 22 3.7 Publication Location ..................................................................................................................................................... 23 3.8 Copyright Date ............................................................................................................................................................. 23 3.9 Copyright Holder .......................................................................................................................................................... 23 3.10 Copyright Holder Information ..................................................................................................................................... 24 3.11 Copyright Notice ........................................................................................................................................................ 24 3.12 Internet Archive URL .................................................................................................................................................. 24 3.13 ARK Identifier ............................................................................................................................................................. 24 3.14 OCLC Number ........................................................................................................................................................... 24 4. Metadata Fields Used After Submission ....................................................................................................................... 24 5. Submission Examples and Format Considerations..................................................................................................... 25 6. Metadata Resources and Controlled Vocabularies ...................................................................................................... 27 Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B CALIFORNIA REVEALED 3 of 28 Metadata Guidelines for Still Image and Text Objects Overview What is metadata? Metadata is structured, descriptive information about an object that is used for reference and discovery. There are different types of metadata, including descriptive, technical, rights and legal, and administrative. Consider a smart phone you used in 2015 to take hundreds of photographs. You’d like to find a particular photograph you took of your friend Sally standing on a beach during a road trip. You know who took it (you), who is in it (your friend Sally), and where it was taken (at the beach), but it’s difficult to find because none of this information is attached to the image. If you had created metadata for the photograph, you might have labeled it with key terms like “road trip” and “beach,” or titled it “Sally on a road trip.” If that was the case, you’d be able to find the image quickly instead of searching for the image like a needle in a haystack. How do I submit and edit my metadata records? Metadata records can be submitted using the Nominations Spreadsheet which the CA-R team will review and ingest into the CA-R Repository. This method is preferred since it allows us to easily review your submissions. You can also directly submit and edit individual metadata records using the webform on the CA-R Repository. • If you are a new user without a preexisting login, please email team@californiarevealed.org to register for a new account. • Step-by-step access instructions for returning users can be found here. Why are item-level metadata records so important for digitization? Because it is best practice to digitize objects individually, we need a separate metadata record (i.e., line on the spreadsheet) for each object you nominate. A metadata record can represent a single object (e.g., an individual photograph, a letter, or a digital file), or an object with multiple parts or pages (e.g., a book of many pages). Prior to digitization, your metadata records serve as an item-level inventory of the objects your organization has nominated for digitization and digital preservation. We use this inventory to estimate digitization and ingest costs and understand how your nominations meet CA-R’s Selection Criteria. If your objects are accepted, your metadata records will be used to identify and track your materials during our process. We use the records to: • Confirm that we received the correct objects after shipment. • Coordinate the needs and costs of each object with our vendors. • Ensure that your physical materials are digitized accurately and in a timely manner. • Ensure that your digital materials are processed accurately according to CA-R standards. After publication, item-level metadata serves as the primary point of reference for members of the public to discover and use your digital collections on the CA-R website. The metadata fields that are displayed to the public are identified within this document. For more details regarding the deliverables and specifications associated with our program, please review California Revealed’s Statement of Work. Are there any exceptions to submitting item-level metadata? California Revealed will consider entries for metadata record submissions that are not on an item-level on a case-by-case basis. Please email team@californiarevealed.org before proceeding with anything other than Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B CALIFORNIA REVEALED 4 of 28 Metadata Guidelines for Still Image and Text Objects item-level record creation. We can also provide organizations with funding opportunities for the creation of item-level metadata records through the Description Assistance: Cataloging California program. Please refer to the 5. Submission Examples and Format Considerations section of this document for additional guidance. Why is it important to ensure that my metadata records accurately describe my materials? We use your metadata records to track and manage your physical and digital materials through the CA-R Repository. The CA-R Repository is an online database that tracks the digitization and ingest process, stores digitized files and corresponding metadata records, and provides access to the digital objects on our public- facing website. If the metadata is incorrectly formatted or inaccurate, it could lead to the wrong materials being digitized or published, as well as other issues that could hinder the digitization and preservation process. Accurate and descriptive metadata is also crucial for public access. Some of the fields are published online in connection with your digitized materials. Well-described metadata allows people searching online to find your materials through the CA-R website, Calisphere, WorldCat, the Internet Archive, and even Google. The public will use your metadata records to understand the context, content, and importance of your materials, as well as the scope of your organization. If you misspell or abbreviate a word in your title or description, or choose to forgo including a Subject Topic, it will make it harder for users to understand the object - or find it in the first place. As the steward of your collection, you are the expert in describing the object's content. It is your responsibility to submit metadata that accurately reflects the objects you wish to submit to CA-R. Please commit to submitting well-described metadata records to the best of your organization’s knowledge, abilities, and resources. California Revealed can provide advice and guidance. Please reach out to us with any questions or concerns. What if the date, creator, and/or other information is unknown? When working with historical materials, sometimes a creator, date, or another metadata field might truly be unknown. The required metadata fields that allow for the condition of “Unknown” are explicitly defined throughout this document. Whenever possible, an inference or guess is preferred for access and description purposes. Advice regarding how to format an approximation or guess is provided. For the non-required fields, if a value is unknown and cannot be inferred, please leave it blank. Controlled Vocabularies and Standardized Formatting CA-R relies on controlled vocabularies and standardized formatting for metadata records. These standards are used nationally and internationally by libraries, archives, museums, and other collecting organizations, allowing us to be in conversation with a wide network of organizations and materials. For more information, please see the Metadata Resources and Controlled Vocabularies section of this document. While creating your metadata records, please use existing controlled vocabulary lists when applicable. The metadata fields that use controlled vocabularies are named throughout this document. We are also able to add local terms if the need arises. If you wish to add a term to a vocabulary list, please email us. Partner Organization Metadata Responsibilities • Creates accurate item-level metadata records according to CA-R guidelines. Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B CALIFORNIA REVEALED 5 of 28 Metadata Guidelines for Still Image and Text Objects o Submissions must be properly formatted and include all the required metadata fields. If not, the submissions will be returned for corrections. o If metadata exported from a database is populated into the CA-R inventory spreadsheet, Partner must review and reformat the data according to CA-R Metadata Guidelines. • Maintains metadata records throughout the digitization and preservation process. o Partners have continuous access to their records and can freely edit them via the CA-R Repository. • Reviews metadata records after publishing, supplementing them with additional information to improve discoverability. • Communicates with CA-R regarding the need for guidance, as well as any changes to the records and/or the physical materials. California Revealed Metadata Responsibilities • Reviews Partner’s metadata records for formatting, accuracy, discoverability, etc. and communicates to Partner regarding necessary changes to the metadata records. • Offers support to the Partner and answers questions relating to what information is required and why. • Ingests metadata spreadsheet into the CA-R Repository. • Publishes records once objects are digitized. • Contacts the Partner if there are any questions or issues relating to metadata. For more information regarding expectations and responsibilities associated with participating, please review CA-R’s Digitization and Preservation Agreement. California Revealed serves many volunteer-based organizations with limited funding, labor, and expertise. We recognize that cultural heritage organizations, particularly those dedicated to preserving the history of minoritized and oppressed communities, experience a chronic lack of funding, labor, and other resources. We fully commit to a reflexive and reparative digitization and preservation process that meets our Partners where they are. If you have any questions about our metadata requirements, please email us at team@californiarevealed.org. Thank you for participating in California Revealed! 1. Required Metadata Fields This section provides guidance and definitions regarding metadata fields that Partners are required to include and properly format in their CA-R submission. Refer to each section for specific guidance regarding formatting, sources of information, and entering “Unknown” as a value. 1.1 Contributing Organization The name of your organization used to identify and group your materials in our repository. This field is displayed to the public. Sources of Information 1.1.1 Take the information from your official, public-facing documentation. General Rules 1.1.2 If submitting for the first time, make sure to use the form of your organization’s name that you want displayed on the public CA-R site. 1.1.3 If you have already participated in previous CA-R cycles, make sure to use the same name used in previous submissions. Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B CALIFORNIA REVEALED 6 of 28 Metadata Guidelines for Still Image and Text Objects Example Sacramento Public Library 1.2 Title A unique and descriptive name used to identify and discover the item within the repository. Titles may be formal or supplied. Materials that are part of a series should be titled using a standardized naming convention (see 1.2.7). This field is displayed to the public. Sources of Information 1.2.1 A formal title is the official title of the object, and usually appears prominently on the materials being described, such as the title of a book. When recording a formal title, transcribe the information as written. If the formal title is insufficient or misleading, use a supplied title instead, and record the formal title within the 3.1 Alternative Title field. 1.2.2 A supplied title should be used when there is no formal title included, or when the formal title is insufficient, misleading, or inaccurate. Use the subject matter or topics contained within the item and the nature of the materials to create a title that will sufficiently identify and describe the nature of the item to the public. This can include the formal title, in addition to other information. 1.2.3 Review 6.2 Descriptive Metadata Resources for additional guidance regarding title creation. General Rules 1.2.4 It is strongly recommended that titles, whether formal or supplied, are unique. Distinguish similar or duplicate titles with dates or additional description (e.g. [Title] YYYY-MM-DD; or for 2 objects both titled “Johnson family scrapbook,” distinguish them as “Johnson family Lake Tahoe camping trip scrapbook” and “Johnson family competitive eating scrapbook”). 1.2.5 Individual newspaper issues and other published materials with serial issues should be titled [Title] YYYY-MM-DD. 1.2.6 When possible, titles should follow the archival standard of using “Sentence case.” In other words, only use uppercase letters to indicate the formal title of an object or when referring to a proper noun, beyond the first letter. See examples below. 1.2.7 All titles should be consistently formatted in relation to the naming conventions used for the other items in the submission (e.g. if you title one of your objects “Santa Cruz prehistoric canine sketch,” you would title a similar object “San Diego prehistoric canine sketch,” rather than “Ancient S.D. dog drawing”). Consistency allows users to find similar items using the same search terms. 1.2.7.1 When devising titles for objects that are additions to series/collections, check to make sure you are using the same naming conventions used previously. The 2.10 Related Materials/Relationship Type, 3.2 Series Title, and 3.3 Collection Guide Title/Collection Guide URL fields can be used to link your objects to other materials in the same grouping. 1.2.8 Do not submit titles that include abbreviations or special characters (e.g., use “National Endowment for the Humanities” instead of “NEH,” “and” instead of “&,” and “dollar” instead of “$”). If the formal title includes an abbreviation, we encourage you to use the 3.1 Alternative Title field to include the version of the title with the special character or abbreviation instead. This will improve discoverability for users searching for materials using non-abbreviated terms and avoid causing encoding errors. 1.2.9 Proofread your submissions to make sure there are no typos or misspelled words. If you wish to submit a formal title of an item that includes a misspelling, use the term “[sic]” to indicate it is intentional. We also encourage you to use the 3.1 Alternative Title field to include a title without misspellings. 1.2.9.1 See 2.11 Related Materials/Relationship Type, 3.1 Alternative Title, 3.2 Series Title, and 3.3 Collection Guide Title/Collection Guide URL to learn how to link your submissions to Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B CALIFORNIA REVEALED 7 of 28 Metadata Guidelines for Still Image and Text Objects previously digitized items. 1.2.10 If you are a returning Partner submitting items to CA-R that are additions to previously digitized collections, make sure to use the same naming conventions used in your previous submission. 1.2.11 Non-Latin (for example, Chinese, Cyrillic, Arabic, Japanese, etc.) characters are supported on the California Revealed website and are acceptable for this field. However, if you include them, please also include an English translation in the field using the forward slash as a separator (e.g. Title in Non- Latin Characters / Translation). Remember to update the Language field for the object accordingly. See examples below. Example (Newspaper issue) Carmel Valley Outlook 1994-04-04 Example (Scrapbook, supplied title) Johnson family Disneyland scrapbook Example (Document, formal title) The Guide to Female Studies III Example (Photograph, supplied title) Damaged train at Donner Pass Example (Poster, formal title) Let Us Be United Example (Sheet music, formal title) The Olde [Sic] Song of San Clemente Example (Title / Translation) ىقيسوملا ةجيتن اينروفيلاك تفشك / California Revealed music score 1.3 Partner-supplied Identifier (Call Number -or- Temporary Identifier) A unique identifier, in the form of a Call Number or Temporary Identifier, is required to distinguish each object. Each metadata record MUST have its own, separate, identifier so that each object can be individually identified. The Call Number field is displayed to the public. Sources of Information 1.3.1 A Call Number is the unique identifier used by your organization to identify and locate the object. This field could also be used to record the accession number for the object, and/or Box and Folder numbers. This field will be displayed online and will be used by both your own organization and the public to identify the items within your organization’s holdings. 1.3.2 If a Call Number does not exist, create a Temporary Identifier. Temporary Identifiers will not display online. If your organization does not want Call Number information displayed to the public, use this field. General Rules 1.3.3 All identifiers, whether a Call Number or a Temporary Identifier, must be unique. Distinguish duplicate Call Numbers using an additional number, or another convention amenable to your organization’s internal cataloging system. 1.3.4 If the identifier goes above 10 or 100, please add additional zeros to distinguish the objects so that the objects can be automatically ordered in the order of their identifiers within a spreadsheet (e.g. MRP.1, MRP.10, MRP.103 should be entered as MRP.001, MRP.010, MRP.103). 1.3.5 For digital materials, the Temporary Identifier is REQUIRED and must be the digital file name, including the extension. 1.3.5.1 If the digital object also has a Call Number, please include it. Examples T2020.102.1; T2020.102.2; T2020.102.3.001; T2020.102.3.002 Examples Box 1, Folder 3; Box 2, Folder 4; Box 5, Folder 6 Examples MS173_B002_F001; MS173_B020_F004; MS173_B200_F604 Examples img4200.tif; img4201.jpg; TheArtofClowning.pdf Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B 8 of 28 Metadata Guidelines for Still Image and Text Objects 1.4 Created Date Date of the creation of the original resource. Dates MUST be formatted as YYYY-MM-DD in order to be ingested into the CA-R repository. This field is displayed to the public. Commentary: If a date is Unknown, the value XXXX is acceptable. However, it is more useful and descriptive to include an approximate date for access purposes. Whenever possible, please include an exact or approximate value in the 1.4 Created Date field and the 2.7 Temporal Coverage field. Sources of Information 1.4.1 Take the information from any reliable source, including internal evidence of the materials being described. Review 6.2 Descriptive Metadata Resources for additional guidance regarding dating materials. 1.4.2 Dates are formatted in accordance with the Library of Congress Extended Date/Time Format: https://www.loc.gov/standards/datetime/ General Rules 1.4.3 If unknown and not possible to assume or approximate, enter the value: XXXX. Whenever possible, please include a basic approximation instead of XXXX (e.g. if you don’t know the exact date but you do know that the creator worked between 1960 and 1980, please enter “1960/1970?”). 1.4.4 If date is approximate, use “~” at the end, e.g. YYYY~. 1.4.5 If date is uncertain, assumed, or inferred, use “?” at the end, e.g. YYYY-MM? 1.4.6 To date an object within a general time span, such as a decade, use “X” at the end, e.g. YYYX. 1.4.7 To date an object within a specific time span, use a “/” between the two dates, e.g. YYYY-MM- DD/YYYY-MM-DD. 1.4.8 If an object has multiple dates of creation, use curly brackets and a comma, e.g. {YYYY,YYYY,YYYY}. Example 1976-07-04 Example (July 1976) 1976-07 Example (1890s) 189X Example (circa 1890s) 189X~ Example (August 1, 1993 to April 5, 1994) 1993-08-01/1994-04-05 Example (August 1, 1993, April 5, 1994) [1993-08-01,1994-04-05] Example (20th century?) 19XX? Example (Unknown) XXXX 1.5 Creators and Contributors A person, family, or group responsible for, or involved in, the creation and dissemination of the material, such as the creator, illustrator, publisher, and/or copyright holder. The Creator role is a required field. Recording other roles is optional but recommended for discoverability and to adequately credit individuals involved. Individual names must be formatted as: Last Name, First Name. This field is displayed to the public. Unknown is an acceptable value for the Creator field but should be avoided whenever possible. If Contributors are Unknown, leave the Contributor field blank. Sources of Information 1.5.1 Take the information from any reliable source, including internal evidence of the materials being Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B CALIFORNIA REVEALED 9 of 28 Metadata Guidelines for Still Image and Text Objects described, or information from an outside source, such as a donor. 1.5.2 A Creator is a person, family, or group responsible for the creation of the material. 1.5.3 If an entity is named, and their role is known, designate their role using the appropriate term listed in the MARC Code List for Relators Scheme: https://id.loc.gov/vocabulary/relators.html 1.5.3.1 If an entity is named, but their role is unknown, designate them as a Creator. 1.5.4 Record the name in the form by which the entity is generally known, even if different from what is listed on the object. 1.5.4.1 If created by a well-known entity, use the same format of the name used in the Library of Congress Name Authority File: http://id.loc.gov/authorities/names.html General Rules 1.5.5 Individual names must be formatted as Last Name, First Name. 1.5.6 Spell out abbreviations. 1.5.7 If creator is assumed, enclose in brackets. 1.5.8 If creator is uncertain, use “?” at the end. 1.5.9 If there are multiple creators, separate each entity using a semicolon. Example Doe, John Example [Kennedy family] Example United States. Bureau of Insular Affairs? Example Doe, John; Doe, Jane 1.6 Significance This field is not displayed to the public. This field is used to determine whether the materials are appropriate for digitization and inclusion in California Revealed. Explain why the object or collection is significant to California and/or local history. Justify why the object should be preserved and made accessible for future generations. Please carry over any descriptive information that will be helpful for users to the 1.7 Description field. Sources of Information 1.6.1 Take the information from any reliable source, including internal evidence of the materials being described, or information from an outside source. General Rules 1.6.2 This field will be used by CA-R team and the CA-R Advisory Board to determine how the nominated materials fit into CA-R’s Selection Criteria. Please keep the explanation relatively brief if possible. If your justification is the same across submissions, the same statement can be used for all records submitted. 1.6.3 If the statement also includes contextual information important for research, preservation, discovery, and/or access purposes, such as key words, please also include the information in the Description field, which will display online. If appropriate, you can use the same statement for both fields. 1.6.4 Use complete sentences when writing the significance statement. Example The Walnut Creek Art Teachers Newsletter documents the development of art education in the East Bay from 1925 to 1980. The issues are deteriorating, and this collection is the only known set of copies. Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B CALIFORNIA REVEALED 10 of 28 Metadata Guidelines for Still Image and Text Objects 1.7 Description A summary of the intellectual content of the object and any contextual information necessary to understand the importance of the object from a research perspective. Use as much detail as possible to enhance discoverability. This field is displayed to the public. Sources of Information 1.7.1 Take the information from any reliable source, including internal evidence of the materials being described, or information from an outside source, such as a collection description. 1.7.2 Copy and paste any important contextual information provided for the object in the 1.6 Significance field to this field. General Rules 1.7.3 Use complete sentences and intentionally include specific key words likely to be searched by researchers looking for materials covering topics that pertain to the object. 1.7.4 Use consistent formatting so that each Description record in your submission follows the same conventions. Review 6.2 Descriptive Metadata Resources for additional guidance regarding creating descriptions. 1.7.5 Avoid using abbreviations or special characters (e.g., please use “National Endowment for the Humanities” instead of “NEH” and “dollar” instead of “$”). 1.7.6 Discuss the topic and nature of the specific object, as well as any information related to the collection as whole. 1.7.7 If you have access to contextual information regarding the material that is important for research, preservation, discovery, and/or access purposes, include it. The description field is the main way for the public to understand your collection materials. It is also a valuable way to advertise the importance of your organization’s holdings. 1.7.8 If submitting via the CA-R Repository, use the “Add” button to create an additional entry if your description includes multiple paragraphs. 1.7.9 Non-Latin (for example, Chinese, Cyrillic, Arabic, Japanese, etc.) characters are supported on the California Revealed website and are acceptable for this field. However, if you wish to use them within the Description field, please also supply an English translation of the Description in the 2.11 Transcript field. 1.7.10 Content within the description that is also relevant to other fields should also be listed in those fields. For example, please use the 1.5 Contributor field to list people who contributed to the creation of the object, the 2.4 Subject (Topic) field to list topics discussed in the content, the 2.5 Subject (Entity) field to list the names of people present in the content, and the 2.6 Spatial Coverage field to list the geographic areas covered within the content. Example The Los Angeles Clown Poem Collection, collected by Barry H. Brooks, consists of poems by prominent clowns in California, published from 1889 to 2019. They include descriptions of clowning and the lifestyle associated with it, and biographical information about famous clowns. Taken together, the collection paints a picture of the changing nature of clown culture over the past 125 years. This poem was written by Brooks’ clown wife, Mildred Pierce, on a custom-made miniature typewriter. Pierce uses alliteration to discuss the emotional labor involved in tying balloon animals at children’s birthday parties. At the time of the poem, Pierce was grieving the loss of her dog, Lollipop, reflected in the hand-drawn lollipops in the paper's margins. Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B CALIFORNIA REVEALED 11 of 28 Metadata Guidelines for Still Image and Text Objects 1.8 Condition Value and Condition Notes This field is not displayed to the public. This field will help CA-R team members and the digitization vendor properly handle the materials for nomination and processing purposes during the digitization cycle. Use the Condition Value field to classify the object’s overall physical condition using the following controlled vocabulary: Excellent, Good, Fair, Poor, Unknown. If the object’s condition is anything other than Excellent or Good, we require you to provide specific notes that describe the condition using the Condition Notes field. Please note any prior damage, where and how the material has deteriorated, or if the object requires special handling. Please also note if an object is bound or disbound, and if the vendor has permission to disbind the object for digitization. Sources of Information 1.8.1 Survey the item and describe its condition: Excellent, Good, Fair, Poor, Unknown. 1.8.2 Using the Condition Notes field, record any deterioration or damage to the object. 1.8.3 Using the Condition Notes field, record whether the item is bound, and if it is safe to disbind. General Rules 1.8.4 Description of condition should be brief, but sufficient for us to understand the existing condition of the item and how to handle it during digitization. Example Fair; Brittle paper with deteriorating edges. Example Good; Bound in 3 ring binder. Okay to disbind. 1.9 Media Type A controlled field denoting the type of resource within the CA-R Repository. For print materials, choose between two options: Still Image or Text. This field is displayed to the public. Sources of Information 1.9.1 Text denotes materials that are intended to be read in detail and primarily contain textual information, such as manuscripts, magazines, newspapers, books, and letters. 1.9.2 Still Image refers to materials that contain primarily visual information, such as photographs. General Rules 1.9.3 Controlled vocabulary field. This field may not contain more than one value per metadata record. Example Text Example Still Image 1.10 Format Please review the Format Considerations section of this document and identify the physical format of the resource using our controlled vocabulary (listed in 1.10.1). This vocabulary is derived from the Getty Art and Architecture Thesaurus (AAT), with local terms added in instances where the format term is not available in AAT. This field is displayed to the public. Unknown is an acceptable value for the Format field but should be avoided whenever possible. Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B CALIFORNIA REVEALED 12 of 28 Metadata Guidelines for Still Image and Text Objects Sources of Information 1.10.1 Choose from the following: Ambrotype (photograph), Aperture card, Article, Atlas, Bibliography, Book, Booklet, Bound book of newspapers, Brochure, Calendar (document), Catalog, Certificate, Clipping, Color transparency, Comic book, Correspondence, Daguerreotype (photograph), Diary, Document, Drawing (visual work), Ephemera, Field notes, Flyer (printed matter), Form (document), Glass plate negative, Invitation, Ledger (account book), Legal document, Lithograph, Manuscript (document), Map (document), Memorandum, Menu, Microfiche, Microfilm, Mixed formats, Negative (photograph), Newsletter, Newspaper, Opalotype, Painting (visual work), Pamphlet, Periodical, Photograph, Photograph album, Plaque (flat object), Postcard, Poster, Print (visual work), Program (document), Report, Roster, Scrapbook, Script (document), Score (document for music), Slide (photograph), Speech (document), Stereograph, Tintype (photograph), Transcript, Yearbook, Unknown. 1.10.1.1 If submitting print material in a digital format, list the digital file format. Only the following file formats are accepted: .doc, .docx, .jp2, .jpg, .pdf, .pdfa, .png, .psd, .tif/.tiff 1.10.1.2. If you wish to add a term to a vocabulary list, please email us. General Rules 1.10.2 This field may only contain a single value. If what you wish to submit contains multiple formats, please either separate them by format into multiple metadata records or use the “Mixed formats” term. Use the 2.10 Relationship/Relationship Type field to record the relationship between the two objects. 1.10.2.1 Please do not use one metadata record to describe a group of multiple objects if you anticipate that users will need to find and access the objects individually. Example Photographic Negative Example Bound book of Newspapers Example .docx 1.11 Total Number of Parts and Type of Parts The Number of Parts and Type of Parts fields describe the total number of pages, reels, slides, files, or negatives contained within the object. For bound objects, include the front and back cover in addition to any loose pages or ephemera in the total page count. Double sided pages, including photographs with annotations on the back, are considered 2 separate pages. This field is used to estimate digitization pricing, as well as to identify and digitize your materials. This field is displayed to the public. Sources of Information 1.11.1 Count the total number of parts within the object that will be captured during digitization, e.g. 400 pages. 1.11.1.1 A piece of paper with information on both sides counts as 2 pages. 1.11.1.2 Include the cover, the inside cover (if applicable), and the back cover in your count, along with any loose materials. 1.11.2 Designate the type of the parts within the Type of Parts field: Disc, File, Negative, Page, Print Reel, or Slide. General Rules 1.11.3 Do not include a comma when listing a quantity higher than 1000. 1.11.4 These fields should only describe a single object. If what you wish to submit contains multiple sets of pages/parts (such as a folder that contains both a letter and a slide), separate them into multiple metadata records (e.g. create a metadata record for the letter and another metadata record for the slide). You can use the 2.10 Relationship/Relationship Type fields to record the relationship between Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B CALIFORNIA REVEALED 13 of 28 Metadata Guidelines for Still Image and Text Objects the two objects. 1.11.5 Make sure to include all parts/pages that will be digitized in the Total Number of Parts field. Example 2 Page Example 1000 File Example 12 Reel 1.12 Length and Width and Unit of Measurement (Dimensions of Object) The Length, Width, and Unit of Measurement fields are used to record the length and width of the physical object in inches or centimeters, using whole numbers or decimals (no fractions). These fields are used to identify, digitize, and create a price estimate for your materials. They are displayed to the public. Sources of Information 1.12.1 Measure the physical dimensions of the object, and enter the length, width, and unit in each respective field. General Rules 1.12.2 If you wish to submit pages with multiple dimensions, please supply the value of the page that has the largest dimensions. 1.12.3 Do not use fractions. Please convert all fractions to decimal values. 1.12.4 For unknown dimensions, enter 0 x 0 in/cm. Whenever possible, avoid using this designation and measure all your objects. Example 12.5 x 24 in Example 4 x 6.75 cm 1.13 Copyright Statement This field provides information about rights held in and over the resource. Use one of three boilerplate statements provided below. Please note that CA-R may correct or confirm copyright status of your materials, and confirmation can affect the digitization timeline and/or our ability to proceed with digitization. This field is displayed to the public. Sources of Information 1.13.1 Please see CA-R Permissions Guidelines for guidance regarding determining the copyright status of your materials. Choose between the 3 boilerplate statements provided. 1.13.2 As of January 1, 2024, most materials created prior to 1929 are considered Public Domain and can be freely used by the public. Objects that are Public Domain can be downloaded by users at the Internet Archive. To determine if an object falls in the Public Domain, consult: https://copyright.cornell.edu/publicdomain General Rules 1.13.3 Copy and paste one of the three boilerplate statements supplied below, amending the text in red brackets to associate the statement with your organization. Public Domain Public Domain. No restrictions on use. Copyrighted Copyrighted. Rights are owned by [insert name of Copyright Holder]. Copyright Holder has given Organization permission to provide access to the digitized work online. Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B CALIFORNIA REVEALED 14 of 28 Metadata Guidelines for Still Image and Text Objects Transmission or reproduction of materials protected by copyright beyond that allowed by fair use requires the written permission of the copyright owner. In addition, the reproduction of some materials may be restricted by terms of gift or purchase agreements, donor restrictions, privacy and publicity rights, licensing and trademarks. Works not in the public domain cannot be commercially exploited without permission of the copyright owner. Responsibility for any use rests exclusively with the user. Unknown Copyright status unknown. This work may be protected by the U.S. Copyright Law (Title 17, U.S.C.). In addition, its reproduction may be restricted by terms of gift or purchase agreements, donor restrictions, privacy and publicity rights, licensing and trademarks. This work is accessible for purposes of education and research. Transmission or reproduction of works protected by copyright beyond that allowed by fair use requires the written permission of the copyright owners. Works not in the public domain cannot be commercially exploited without permission of the copyright owner. Responsibility for any use rests exclusively with the user. [Insert name of Library/Archive] attempted to find rights owners without success but is eager to hear from them so that we may obtain permission, if needed. Upon request to [insert email at Library/Archive], digitized works can be removed from public view if there are rights issues that need to be resolved. 2. Recommended Metadata Fields This section provides guidance and definitions regarding metadata fields that CA-R highly recommends filling out to adequately describe and promote the online discovery of your objects. However, certain fields might require information that the Partner is unable to obtain. Including as much metadata as possible is crucial to helping the public access your digitized objects through the CA-R Repository. CA-R will reach out to Partners to provide us with additional metadata if the original submission is insufficient. If any of the following fields are unknown, leave blank. 2.1 Partner Administrative Notes This field is not displayed to the public. Administrative or technical notes to CA-R and/or vendor(s), as needed. Example Photos are arranged in alphabetical order by subject – not chronologically. - J.D., 11/23/2021 Example Do not scan the backs of the photos. - J.D., 11/23/2021 2.2 Generation A controlled field denoting the status of the item as a copy or original. CA-R prefers to digitize the source closest to the original, if not the original. This field is displayed to the public. Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B CALIFORNIA REVEALED 15 of 28 Metadata Guidelines for Still Image and Text Objects Sources of Information 2.2.1 Take the information from any reliable source, including internal evidence of the materials being described, or information from an outside source, such as a collection description. General Rules 2.2.2 Select from the following values: Original, Copy. 2.2.2.1 Published materials with multiple copies, such as a brochure or a pamphlet, are still considered “Original”. However, you would enter “Copy” if the object was a photocopy of that brochure or pamphlet. Example Original Example Copy 2.3 Item Annotations Any relevant information as it is recorded on the container, item(s), or backs of item(s), including captions, notes, photograph annotations, and publication information. Instead of adding post-it notes or annotated tags to the object, please also use this field to provide additional annotations, such as identifying information or additional context related to the content, that you would like include (see examples below). This field is displayed to the public. Sources of Information 2.3.1 Survey the item for any relevant information as it is recorded on the object, such as the caption on the back of a photograph. Review 6.2 Descriptive Metadata Resources for additional guidance regarding recording item annotations. General Rules 2.3.2 This field is typically for information that will not be OCR’d, digitized, or recorded otherwise. 2.3.3 If the object is multiple pages, please record the page number of the annotation as well. Example “John’s day at the beach, 1949. What a blast!” is written in pen on the back of the photograph. Example Pictured in left photograph on page labeled 19, left to right: Mary, Sarah, Helen at Flotill Cannery, Stockton, California, May 1946. 2.4 Subject Topic The topic (or topics) contained within the material. This field functions similarly to a “Search Term,” and should contain keywords or subjects that summarize the material. This field is displayed to the public. Sources of Information 2.4.1 Survey the item for any relevant information and record it, formatting the topic in accordance with the Library of Congress Subject Headings: http://id.loc.gov/authorities/subjects.html General Rules 2.4.2 To add multiple entries, please click “Add” if inputting online. If submitting using a spreadsheet, separate multiple entries using a “;” Example Local history;Adobe buildings--California--1910-1930;Water conservation Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B CALIFORNIA REVEALED 16 of 28 Metadata Guidelines for Still Image and Text Objects Example Families--California--East Los Angeles;Amusement parks; Racism;Travel;Trains;Inner city--Social conditions--Personal narratives Example Women pioneers--California;Orthodox Judaism;Zionism;Jews--Alcohol use;Ballet dancers 2.5 Subject Entity The people, group, or corporation discussed in or relevant to the material. The Subject (Entity) field can be viewed as the equivalent of a ‘Search Term,’ and should contain names that are found within the material. This field is displayed to the public. Sources of Information 2.5.1 Survey the item for any relevant information and record it. 2.5.2 Record the name in the form by which the subject is generally known. 2.5.2.1 If the entity is widely known, use the same format of the name used in the Library of Congress Name Authority File: http://id.loc.gov/authorities/names.html General Rules 2.5.3 Individual names must be formatted as Last Name, First Name. 2.5.4 To add multiple entries, please click “Add” if inputting online. If submitting using a spreadsheet, separate multiple entries using a “;” 2.5.5 This field is used to describe what is discussed within the material, NOT the person or entity that created the material. Example Adams, Ansel, 1902-1984 Example Farmers and Merchants Bank of Los Angeles Example General Motors Corporation. Chevrolet Motor Division 2.6 Spatial Coverage The geographic area discussed within the source material, or relevant to the source material. Most often a named place or a location. Because California Revealed is a project specifically centered on spatial coverage, this field is especially important to many users. This field is displayed to the public. Sources of Information 2.6.1 Survey the item for the relevant information and record it, referencing the location as stated in the Library of Congress Name Authority File: http://id.loc.gov/authorities/names.html General Rules 2.6.2 Format as [city/territory] (Calif.) 2.6.3 To add multiple entries, please click “Add” if inputting online. If submitting using a spreadsheet, separate multiple entries using a “;” Example San Francisco (Calif.) Example Ferry Building (San Francisco, Calif.) 2.7 Temporal Coverage Temporal coverage identifies a span of time discussed in a resource, and is intended to list dates, years, and time periods not already covered in the Created Date or Published Date fields. Coverage may also be a named Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B CALIFORNIA REVEALED 17 of 28 Metadata Guidelines for Still Image and Text Objects period, date, or date range. To add multiple entries, please click “Add another item”. This field is displayed to the public. Sources of Information 2.7.1 Survey the item for the relevant information and record it, referencing the Library of Congress Extended Date/Time Format: https://www.loc.gov/standards/datetime/ General Rules 2.7.2 Format as YYYY-MM-DD. 2.7.3 To add multiple entries, please click “Add” if inputting online. If submitting using a spreadsheet, separate multiple entries using a “;” 2.7.4 For guidance on formatting, see 1.4 Created Date. Example 1776-07-04 Example (1890s) 189X Example (circa March 1972) 1972-03~ Example (August 1, 1993 to April 5, 1994) 1993-08-01/1994-04-05 2.8 Language The three-letter code for the language, or languages, used in the material. Input “eng” for English. This field is displayed to the public. Sources of Information 2.8.1 Survey the item for the relevant information and record it, referencing the language using the ISO 639.2 Codes for Names of Languages: https://www.loc.gov/standards/iso639-2/php/code_list.php General Rules 2.8.2 To add multiple entries, please click “Add” if inputting online. If submitting using a spreadsheet, separate multiple entries using a “;” Example (English and Cherokee) eng;chr Example (Armenian) arm Example (Spanish) spa 2.9 Country of Creation The two-letter code for the country that the object was created in. This field is displayed to the public. Sources of Information 2.9.1 Survey the item for the relevant information and record it, referencing the country code using the ISO 3166-1 Country Codes list: https://www.iso.org/obp/ui/#search 2.9.2 Enter two-letter country code in the field, using the ISO 3166-1 controlled vocabulary for reference. Example (United States of America) US Example (Mexico) MX 2.10 Related Objects and Relationship Type List related Title(s), with the Partner-supplied identifier in parentheses, if the object is directly connected (either physically or intellectually) to another object within the CA-R Repository. This will create a publicly displayed Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B CALIFORNIA REVEALED 18 of 28 Metadata Guidelines for Still Image and Text Objects link between the two related objects on californiarevealed.org. These fields should be used for items directly related to each other, such as an audio recording of an oral history and a transcript of that oral history. For less direct relationships, such as the same collection or grouping, see fields 3.2 Series Title and 3.3 Collection Guide Title. Sources of Information 2.10.1 Survey the items, in addition to objects you have previously digitized with CA-R, and record the Title (1.2) and Partner-supplied Identifier (1.3) of the related materials. 2.10.1.1 This field is particularly useful to connect materials that are directly related, but contain different formats (1.10), page counts (1.11), or dimensions (1.12). 2.10.2 Use the Relationship Type field to define the relationship. General Rules 2.10.3 Depending on what objects you listed in the Relationship field, define the connection using the Relationship Type field. A complete list of Relationship Type options can be found within the Nominations Ingest spreadsheet and the webform on the CA-R Repository. Example (Oral history recording and oral history transcript) Title Related Objects Relationship Type Ed Jones oral history recording (AV- 44) Ed Jones oral history transcript (CC-24) Is Related To Ed Jones oral history transcript (CC- 24) Ed Jones oral history recording (AV-44) Is Related To Example (Program and a loose ticket inside of the booklet) Title Related Objects Relationship Type Talladega Nights ticket (T105.6) Talladega Nights performance program (T105.8) Is Part Of 2.11 Transcript/Transcript URL If there is a transcription and/or translation of the content of the object, copy and paste the entire text of the transcript/translation in this field or provide a URL to an external transcript document via the Transcript URL field. This field is displayed to the public. Sources of Information 2.11.1 If available, use pre-existing resources, such as translations or transcripts that have already been created for the object. 2.11.2 If a translation or transcript has not already been created, read and record the text, either by translating it or by transcribing it. General Rules 2.11.2 This field should contain URLs of the transcript associated with the object. Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B CALIFORNIA REVEALED 19 of 28 Metadata Guidelines for Still Image and Text Objects Example Dear Jamie, Today I went to the park. I miss you. Much love, Harriet Example https://archive.org/details/makingsolidarity00eiterich 2.12 Alt Text A brief description of visual content (such as an image), including any information necessary to understand the visual composition. Alternative (Alt) Text is a text-based representation of visual content that allows people with visual or cognitive disabilities to access and understand non-text content using assistive technology. This field is displayed to the public. Sources of Information 2.12.1 Survey the object and briefly describe the visual content, considering what visual information is necessary to convey to someone who wants to understand the content without seeing it. General Rules 2.12.2 Keep the description short and simple, usually 1-2 complete sentences, ended with a period. 2.12.3 No need to say “image of” or “picture of,” but, do say if it’s something else, such as a logo, drawing, illustration, painting, or cartoon. 2.12.4 Don’t duplicate text that’s already described in another part of the metadata record, such as the Description. 2.12.5 If submitting via the CA-R Repository, use the “Add” button to create an additional entry if your description includes multiple paragraphs. Example Two women stand on a beach holding hands. They are looking down at a dog playing with a stick in the sand. 2.13 Notes to User Notes used to provide additional context about the item for online users. This field can be used to supply statements regarding sensitive or outdated content, such as racist, sexist, ableist, violent or otherwise harmful language or imagery. It can also be used to explain or clarify the complexity, arrangement or physical condition of an object to online users. This field is displayed to the public. Sources of Information 2.13.1 Survey the object for sensitive or outdated content that could benefit from a warning statement and/or additional context, such as racist, sexist, ableist, violent or otherwise harmful language or imagery. 2.13.2. Survey the object for situations related to the presentation, arrangement, or physical condition of the object, including missing/incomplete content, which could cause confusion for someone viewing the digitized version of the object and/or someone who hasn’t interacted with the physical object. General Rules 2.13.2 Keep the note short and simple, usually 1-2 complete sentences, ended with a period. 2.13.3 If applicable, briefly provide historical context using language that is sensitive to the communities represented in the digitized materials. 2.13.4 You may wish to add a corresponding administrative note in the Partner Administrative Notes field (2.1) to provide an internal record of your reasoning behind adding a note to user. Example Object consists of photocopied scrapbook pages rehoused within a Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B CALIFORNIA REVEALED 20 of 28 Metadata Guidelines for Still Image and Text Objects portfolio album. Example Missing and cut-out pages are inherent to the object. Example The letter is written on folio paper, meaning that each page of the letter is written on a half-sheet of a single sheet of paper. Pages 1 and 4 of the letter are written on the right and left sides of the first side of the sheet, respectively. Pages 2 and 3 of the letter are written on the right and left sides of the second side of the sheet, respectively. Example Bracero workers were subject to inhumane conditions, including invasive health procedures and overcrowded processing centers, during Immigration and Naturalization Services screening processes for the Bracero Program. Many of the workers depicted in the immigration documentation from the Henry P. Anderson papers are unnamed and it is unclear if the photographs were taken consensually. We ask that users respect the lives of these individuals, their descendants, and their communities. 3. Context Dependent Metadata Fields This section provides guidance and definitions regarding metadata fields that depend on the context of the object, such as Partner-specific collection management practices, the format of the object, or its relation to other objects. CA-R recommends filling out these fields on an “as needed” basis to sufficiently describe and promote the online discovery of your objects. However, these fields do not apply to every object, and certain fields might require information that the Partner is unable to obtain. If any of the following fields are unknown, leave blank. 3.1 Alternative Title The Alternative Title(s) field is used to record a Title as indicated by a label on the original object. This field can also be used to record another version of a Title, such as a name by which a resource is popularly known, in order to help find the item. This field is used to record information not included in the 1.2 Title field. This field is displayed to the public. Sources of Information 3.1.1 Survey the item for a physical label or formal title and record it. General Rules 3.1.2 Non-Latin (for example, Chinese, Cyrillic, Arabic, Japanese, etc.) characters are supported on the California Revealed website and are acceptable for this field. However, if you include them, please also include an English translation in the field using the forward slash as a separator (e.g. Title in Non- Latin Characters / Translation). Remember to update the Language field for the object accordingly. See examples below. Example Johnny’s Rokkin [sic] Notebook Example Adam & Sons general store ledger Example ى قيسوملا ةجيتن اينروفيلاك تفشك / California Revealed music score 3.2 Series Title Used to identify and group items that are part of the same archival series, collection, newspaper series, serial Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B CALIFORNIA REVEALED 21 of 28 Metadata Guidelines for Still Image and Text Objects publication, or an equivalently broad grouping. The field is used to help users find items that are related or relevant to each other. This field is displayed to the public and links related or relevant items together on californiarevealed.org. Sources of Information 3.2.1 If the materials have been arranged and described using a Finding Aid, record the name of the Series as it is stated in the Finding Aid. 3.2.2 If the materials have NOT been arranged and described using a Finding Aid, survey the items (in addition to objects you have previously digitized with CA-R) and identify any groupings or connections between the objects, such as similar topics or creators. Create a name for the grouping that accurately describes the materials within it. General Rules 3.2.3 Do not submit Series Titles with abbreviations or special characters. 3.2.4 If you have used the Series Title field to describe a grouping in past submissions, and you wish to submit additional items in the same grouping, use the same Series Title to connect current and past submissions. 3.2.5 Non-Latin (for example, Chinese, Cyrillic, Arabic, Japanese, etc.) characters are supported on the California Revealed website and are acceptable for this field. However, if you include them, please also include an English translation in the field using the forward slash as a separator (e.g. Title in Non- Latin Characters / Translation). Remember to update the Language field for the object accordingly. See examples below. Example University of California, Berkeley course catalogs Example John Johnson spaghetti dinner placemat collection Example ى قيسوملا ةجيتن اينروفيلاك تفشك / California Revealed music score 3.3 Collection Guide Title and Collection Guide URL The Collection Guide Title field is used to identify and group items that are part of a larger named collection, or that have been described and arranged within a reference resource, such as a Finding Aid. By using this field and the Collection Guide URL field, we can highlight collection-level relationships and direct users to additional resources not available on californiarevealed.org. CA-R can link to Finding Aids hosted by the Partner as well as those hosted by the Online Archive of California (OAC). This field is displayed to the public. We encourage Partners to participate in the OAC as contributors, as it can serve as another platform for accessing Partner materials. The OAC also offers free tools, such as RecordEXPRESS (an EAD compliant collection guide writing form), and training opportunities via their parent organization, the California Digital Library. Sources of Information 3.3.1 If the materials have been arranged and described using a Finding Aid, or if they are part of the same official archival collection, record the official name of the Finding Aid/Collection within the Collection Guide Title field. 3.3.1.1 If you have used the Collection Guide Title field in past submissions, and you wish to submit additional items in the same grouping, use the same Collection Guide Title you used previously to connect your current and past submissions. 3.3.2 If there is a webpage that provides additional reference materials for users regarding the Collection, such as an online Finding Aid, copy and paste the URL into the Collection Guide URL field, e.g. https://oac.cdlib.org/findaid/ark:/13030/kt0j49r8t8/ General Rules Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B CALIFORNIA REVEALED 22 of 28 Metadata Guidelines for Still Image and Text Objects 3.3.3 Non-Latin (for example, Chinese, Cyrillic, Arabic, Japanese, etc.) characters are supported on the California Revealed website and are acceptable for this field. However, if you include them, please also include an English translation in the field using the forward slash as a separator (e.g. Title in Non- Latin Characters / Translation). Remember to update the Language field for the object accordingly. See examples below. Example Los Angeles Clown Poem Collection, 1925-2021 Example Patricia Patterson Papers Example San Mateo Working Mothers Protest Poster Archive Example ى قيسوملا ةجيتن اينروفيلاك تفشك / California Revealed music scores Example https://oac.cdlib.org/findaid/ark:/13030/kt129033hb 3.4 Serial Volume and Serial Issue The Serial Volume and Serial Issue fields are used to record the volume and issue numbers of serial publications, such as newspapers and magazines. This field is displayed to the public. Sources of Information 3.4.1 Survey the item for a volume or issue number (commonly found on the masthead), and record it in the respective field. General Rules 3.4.2 Use numbers only (No Roman numerals, etc.) 3.5 Published Date The Published Date field denotes the date of formal issuance of the material, if different from the 1.4 Created Date field. This field is required for newspapers. This field is displayed to the public. Sources of Information 3.5.1 Survey the item for the relevant information and record it, referencing the Library of Congress Extended Date/Time Format: https://www.loc.gov/standards/datetime/ General Rules 3.5.2 Please note that the Published Date field is a required entry for newspapers. 3.5.3 Format as YYYY-MM-DD. 3.5.4 For further guidance, see General Rules under 1.4 Created Date. Example 1776-07-04 Example (1890s) 189X Example (circa March 1972) 1972-03~ Example (August 1, 1993 to April 5, 1994) 1993-08-01/1994-04-05 3.6 Publisher The people, group, or corporation responsible for making the resource publicly available at the time of its creation. This field is displayed to the public. Sources of Information 3.6.1 Take the information from any reliable source, including internal evidence of the materials being described, or information from an outside source, such as a donor. 3.6.2 Record the name in the form by which the publisher is formally known. Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B CALIFORNIA REVEALED 23 of 28 Metadata Guidelines for Still Image and Text Objects 3.6.2.1 If the entity is widely known, use the same format of the name used in the Library of Congress Name Authority File: http://id.loc.gov/authorities/names.html General Rules 3.6.3 Individual names must be formatted as Last Name, First Name. 3.6.4 Spell out abbreviations. 3.6.5 If assumed, enclose in brackets. 3.6.6 If uncertain, use “?” at the end. Example Doe, John Example Kennedy family? Example [United States. Bureau of Insular Affairs] 3.7 Publication Location The geographic area listed in the masthead of a serial publication, such as a newspaper or a magazine. This field is displayed to the public. Sources of Information 3.7.1 Survey the item for the relevant information (commonly found on the masthead), and record it in the respective field. 3.7.2 Reference the location as stated in the Library of Congress Name Authority File: http://id.loc.gov/authorities/names.html General Rules 3.7.3 Format as [city/territory] (Calif.) Example San Francisco (Calif.) 3.8 Copyright Date The Copyright Date field denotes the date of formal issuance of copyright. This field is displayed to the public. Sources of Information 3.8.1 Use your organizational records to find the copyright date and record it, referencing the Library of Congress Extended Date/Time Format: https://www.loc.gov/standards/datetime/ General Rules 3.8.2 Format as YYYY-MM-DD. 3.8.3 For further guidance, see General Rules under 1.4 Created Date. Example 1980-07-04 3.9 Copyright Holder The people, group, or corporation who own the copyright for the material. This field is displayed to the public. Sources of Information 3.9.2 Record the name in the form by which the copyright holder is formally known. 3.6.2.1 If the entity is widely known, use the same format of the name used in the Library of Congress Name Authority File: http://id.loc.gov/authorities/names.html Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B CALIFORNIA REVEALED 24 of 28 Metadata Guidelines for Still Image and Text Objects General Rules 3.9.3 Individual names must be formatted as Last Name, First Name. 3.9.4 Spell out abbreviations. Example Doe, John 3.10 Copyright Holder Information This field is not displayed to the public. The contact information for the people, group, or corporation who own the copyright for the material. General Rules 3.10.3 You also have the option to enter “Consult owning institution for copyright holder contact information.” Example Jane.Doe@hotmail.com 3.11 Copyright Notice If copyrighted, copyright statement as it appears in the work. This is different from the Copyright Statement field above, which requires one of our three boilerplate statements. This field is displayed to the public. General Rules 3.11.1 Enter the copyright statement as it appears in the work. 3.12 Internet Archive URL Please provide the Internet Archive URL for the object if it already exists on the Internet Archive. This field is displayed to the public. 3.13 ARK Identifier This field is not displayed to the public. Please provide the ARK (Archival Resource Key) Identifier for the object if there is one created. 3.14 OCLC Number This field is not displayed to the public. Please provide the OCLC identification number used to sync records in WorldCat. 4. Metadata Fields Used After Submission 4.1 Partner QC Notes This field is not displayed to the public. Please leave any questions, feedback, comments, or concerns about the digitized object for CA-R team and/or vendor. This field should not be filled in until the QC process. 4.2 Revision Log Message Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B CALIFORNIA REVEALED 25 of 28 Metadata Guidelines for Still Image and Text Objects This field is not displayed to the public and is only available when directly editing the object via the webform. Add a summary of the fields that you edited when you update a record in the repository. e.g. “Changed created date due to new information gleaned from object” or “Edited title to correct typo.” This will help us ensure your changes are reflected across all access platforms. 5. Submission Examples and Format Considerations 5.1 Examples of Published Metadata Records by Format Format Link to Example Book https://californiarevealed.org/islandora/object/cavpp%3A114430 Photograph https://californiarevealed.org/islandora/object/cavpp%3A24457 Correspondence https://californiarevealed.org/islandora/object/cavpp%3A68209 Booklet https://californiarevealed.org/islandora/object/cavpp%3A68221 Scrapbook https://californiarevealed.org/islandora/object/cavpp%3A40786 Transcript https://californiarevealed.org/islandora/object/cavpp%3A178330 Slide https://californiarevealed.org/islandora/object/cavpp%3A47766 Flyer https://californiarevealed.org/islandora/object/cavpp%3A173449 Poster https://californiarevealed.org/islandora/object/cavpp%3A39563 Newspaper https://californiarevealed.org/islandora/object/cavpp%3A50027 5.2 Sample Nomination Records Please refer to these sample nomination records in the Nominations Spreadsheet for examples of Still Image and Text metadata records ready for submission to the CA-R Repository. 5.3 Format Considerations How do I nominate a collection of materials? California Revealed typically prefers to digitize all objects within a collection or series. Collections that include objects in a variety of formats are welcome. In instances where it is not practical or possible to nominate the entire collection for digitization, you are welcome to only nominate the objects within the collection that you wish to digitize. Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B CALIFORNIA REVEALED 26 of 28 Metadata Guidelines for Still Image and Text Objects When nominating collections, please nominate all objects in a collection or series to keep related items together and provide a separate metadata record (i.e., line on the spreadsheet) for each object in the collection. How do I nominate loose objects in a folder? Exceptions to digitizing objects individually can be made on a case-by-case basis for loose objects in specific groupings, such as a folder of newspaper clippings all pertaining to the same subject. Per our Statement of Work, the digitization vendor will digitally compile the captures into one multi-page file for online access. Because each metadata record represents what will become one digital object, please consider how online users will search, view, and interact with the digital object when creating your nominations. Please do not use one metadata record to describe a group of multiple objects if you anticipate users will need to find and access the objects individually. If you wish to digitize a group of multiple objects as a single digital object, please email team@californiarevealed.org before proceeding so that we can confirm with you that this is the best way to represent the objects digitally. How do I nominate newspapers and other serial publications? For unbound newspapers, please provide a separate metadata record (i.e., line on the spreadsheet) per issue, usually modifying only the date, issue number, and number of pages for each issue. You may nominate bound books of newspapers or microfilm reels of newspapers as a single record encompassing the entire title or run (once accepted, we will work with our digitization vendor to separate the objects into individual issues). To help us estimate costs, please let us know within the metadata record the total number of pages or reels and the dimensions of the largest page or part of each issue. The numbers can be approximate. If the publication's dates include 1928 and thereafter, and your organization does not hold the intellectual property rights, the rights will need to be secured (or permission will need to be granted from the rights holder) prior to digitization. In addition to providing access on the California Revealed website, newspapers digitized by California Revealed will be contributed to the California Digital Newspaper Project for article-level indexing and inclusion in the California Digital Newspaper Collection. The additional work required to provide article-level indexing will be done as capacity and funding allow. Since both programs are funded by the State Library, we are working in tandem, and cooperatively, to provide both preservation and access to endangered historical newspapers How do I nominate a scrapbook or photograph album? A scrapbook or a photo album is considered one object requiring one metadata record. Each of the original pages will be digitized as a whole page image with subsequent images to show foldouts or other information hidden under each layer, per our Statement of Work. The digitization vendor will compile all the captures together into a single file for online access, and all inserts will be captured in the same manner and order present in the original object. For the purposes of estimating cost, please record the approximate number of digital images that you anticipate will need to be captured as the total number of “pages” for the object, which is often many more than the number of original pages. May I nominate maps, posters, and other oversized materials? Although you are welcome to nominate any oversized materials for digitization, materials over 37 x 28 inches can only be accommodated on a case-by-case basis. The largest camera currently available (100 megapixels) has a maximum capture area of 37 x 28 inches when capturing a file resolution of 300 ppi. This means that materials with dimensions over 37 x 28 inches must be captured in sections and then digitally “stitched” together, a process that is slow and expensive. Shipping oversized materials also tends to be challenging and costly. To help us estimate costs, please let us know within the metadata record the total number of pages or parts and the dimensions of the largest page or part of each object. Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B CALIFORNIA REVEALED 27 of 28 Metadata Guidelines for Still Image and Text Objects May I nominate transcripts? Please keep in mind that although transcripts are useful for researchers, the original audio source is generally preferred when available because audiovisual media is at a greater risk for loss and captures information that cannot be preserved in a transcript (such as the sound of someone's voice). However, we can digitize oral history recordings and transcripts and create links between them. If both the original audio source and the transcripts are available, California Revealed may offer to digitize one format and ask the partner organization to fund the digitization of the other. If only one format is to be digitized, we defer to the organization's judgment regarding which format is most valuable to them. If you have in-house scanning capabilities for transcripts, we prefer them scanned as .pdf files with embedded OCR. California Revealed can help upload the .pdf file online, add a link between the transcript and the digitized recording, and back up the .pdf file to our digital repository. 6. Metadata Resources and Controlled Vocabularies CA-R creates records for Still Image and Text objects in the Dublin Core metadata schema, a descriptive standard for physical and digital resources. We work with digitization service providers to format descriptive, rights, administrative, and technical metadata as a master XML metadata file to be “wrapped” with the digital object. The metadata record for each object will comprise all information relating to the original source, the master digital file, the associated sets of derivative digital files, and technical details regarding the transfer of the original source materials. For more information regarding this process, review our Statement of Work. 6.1 Dublin Core Resources • An Introduction to the Dublin Core Metadata Schema https://www.dublincore.org/resources/metadata-basics/ • Dublin Core Metadata Terms and Specifications https://www.dublincore.org/specifications/dublin-core/dcmi-terms/ 6.2 Descriptive Metadata Resources • Description and Access: A Content Standard (DACS) from the Society of American Archivists https://files.archivists.org/pubs/DACS_2019.0.3_Version.pdf • Descriptive Cataloging of Rare Materials (DCRM) from the Rare Books and Manuscripts Section of the American Library Association https://rbms.info/dcrm/ • Archives for Black Lives in Philadelphia’s Anti-Racist Description Resources https://archivesforblacklives.files.wordpress.com/2019/10/ardr_final.pdf 6.3 Controlled Vocabularies • Getty Art & Architecture Thesaurus https://www.getty.edu/research/tools/vocabularies/aat/ o CA-R Metadata fields: 1.10 Format • Library of Congress Extended Date/Time Format Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B CALIFORNIA REVEALED 28 of 28 Metadata Guidelines for Still Image and Text Objects https://www.loc.gov/standards/datetime/ o CA-R Metadata fields: 1.4 Created Date, 2.7 Temporal Coverage, 3.5 Published Date, 3.8 Copyright Date • Library of Congress Name Authority File (LCNAF) https://id.loc.gov/authorities/names.html o CA-R Metadata fields: 1.5 Creators and Contributors, 2.5 Subject (Entity), 2.6 Spatial Coverage, 3.6 Publisher, 3.7 Publication Location, 3.9 Copyright Holder • MARC Code List for Relators Scheme https://id.loc.gov/vocabulary/relators.html o CA-R Metadata fields: 1.5 Creators and Contributors • Library of Congress Subject Headings (LCSH) https://id.loc.gov/authorities/subjects.html o CA-R Metadata fields: 2.4 Subject (Topic) • ISO 639.2 Codes for Names of Languages https://www.loc.gov/standards/iso639-2/php/code_list.php o CA-R Metadata fields: 2.8 Language • ISO 3166-1 Country Codes https://www.iso.org/obp/ui/#search o CA-R Metadata fields: 2.9 Country of Creation Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B CALIFORNIA REVEALED Guidelines for Preparing, Packing, and Shipping Print Materials for Digitization (Revised January 2025) Table of Contents Introduction ____________________________________________________________________ 2 Preparing for Digitization ________________________________________________________ 2 Capture Ready Instructions _________________________________________________ 3 Additional Instructions for Folder-level Digitization ____________________________ 5 Capture Ready Checklist ____________________________________________________ 6 Packing for Shipment ____________________________________________________________ 7 Packing Instructions _______________________________________________________ 8 Standard-size flat materials_________________________________________________ 8 Bound hardcover materials _________________________________________________ 9 Scrapbooks and photographic albums _______________________________________ 10 Oversized flat materials ___________________________________________________ 11 Unbound newspapers ____________________________________________________ 11 Microfilm _______________________________________________________________ 12 Slides and slide negatives _________________________________________________ 12 Glass plate negatives _____________________________________________________ 13 Shipment Providers & Delivering to California Revealed _____________________________ 15 Shipping Checklist _____________________________________________________________ 16 Reference Images ______________________________________________________________ 17 Images and Directions for Creating a 4-Flap Box _______________________________ 23 Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B ~ CALIFORNIA REVEALED 2 Introduction These guidelines outline requirements for preparing, packing, and shipping print materials for digitization with California Revealed (CA-R). Please review the entire document before packing and shipping accepted objects to CA-R. Failure to follow the guidelines might delay the digitization process, or worse—damage your materials. If you have any questions, please email team@californiarevealed.org. We are here to help! Prior to shipment, partner organizations must make sure that all accepted objects are: • Prepared for digitization using the Capture Ready Instructions • Physically labeled with the object’s Call Number or Temporary ID (please rely on flags or labels, and avoid using Post-It notes since they fall off easily) o If possible, please arrange the objects in the order of their Call Number or Temporary ID o If this is not possible, please provide us with a clear explanation of how they have been arranged instead (for example, by format, size, etc.) • Packed safely for shipment to minimize risk of damage in transit Please confirm all requirements have been completed by using the Capture Ready Checklist before packing, and the Shipping Checklist before shipping. Once we receive the shipment, CA-R will: • Confirm receipt of delivery with the partner organization • Confirm that all accepted objects were included in the shipment and that they have been adequately prepared and arranged for digitization • Confirm each metadata record accurately reflects each object • Assign and label each object with a CA-R Object ID • If necessary, provide additional digitization instructions to the vendor • Pack and ship the objects to the vendor for digitization • Coordinate digitization with the vendor and communicate any questions or issues to the partner organization Preparing for Digitization The time you spend preparing your objects for digitization prior to shipment allows us to process and digitize them as quickly as possible. It also ensures that the objects are returned Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B 3 to you in the same condition they were shipped in and helps us avoid special handling fees from the digitization vendor. Please note that the vendor will take all precautions to avoid breaking or creasing objects when flattening, but this is an inherent risk of print digitization. The vendor will contact CA-R if the condition of the physical object will impact the quality of the captured images, and if any special handling—such as repair, treatment or disbinding—is necessary. In such cases, the partner organization will be contacted for permission to proceed and may be asked to cover additional digitization costs. Capture Ready Instructions An object that is “Capture Ready” has been prepared so that it can be easily identified, accurately captured, and safely returned to its protective housing during digitization. Please follow these instructions and complete the Capture Ready Checklist before packing your objects. 1. Print the spreadsheet of accepted objects provided to you by CA-R and use it as a packing list as you prepare your objects for digitization and shipment. a. If CA-R requested updates to your metadata records within your acceptance letter, confirm that these updates have been completed and that they are reflected in the list. 2. Pull the objects from storage and compile them in one location, following your organization’s procedures regarding the removal of collection materials. a. IMPORTANT: If you cannot locate an object listed on the packing list, please email team@californiarevealed.org to let us know in advance that you will not be including it in the shipment. 3. Complete the following steps one-by-one for each object on the packing list. a. Prepare the object for digitization according to the following requirements: i. IMPORTANT: Remove any protective sleeves or enclosures (e.g., mylar sleeves, envelopes, etc.) beyond a simple folder or box. This requirement applies to all objects, including photographs and photographic negatives. ii. Remove all staples or paper clips. iii. When possible, disbind and/or remove any removable or temporary bindings (e.g., plastic or metal spirals, 3-ring binders, folders with metal clips, books bound with metal studs or grommets, ribbons, etc.) and store the loose pages in a folder for digitization instead. Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B 4 iv. Flatten any dogears or creases. v. Unfold any objects that should be captured unfolded. Newspapers will need to be shipped flat, not folded in half. vi. Unroll and flatten objects stored rolled. vii. Identify and remove any duplicate copies, selecting only highest quality version to include in your shipment. viii. Remove any unaccepted materials that should not be included in the shipment. ix. Remove any inserts, foldouts, or loose pieces obstructing content that should not be digitized. If present, inserts or loose pieces will be scanned in the order in which they are found within the object. b. Carefully confirm that the metadata record you supplied accurately reflects the object, paying special attention to the object’s physical condition. Please let us know if you come across errors or if you need to make updates. i. You can add any additional considerations using the “Condition Notes” field within the object’s metadata record in the CA-R Repository. 1. Please note if dusty, dirty, brittle, damaged, or deteriorated. Please also note any missing pages or components. 2. Please note if a bound object cannot be opened to 180°, and to what degree it can be safely opened for digitization. Additionally, note the condition of the binding, and if the object can be disbound during digitization (if this is necessary, we will contact you for final permission prior to proceeding). c. Note any special considerations or expectations you have for the digitized version of the object. Write the directions on a paper flag and with the physical object and enter these notes in the “Partner Administrative Notes” field within the object’s metadata record on the CA-R Repository. Please note: i. If you expect the blank back of an object to be digitized, or if there are any blank pages you expect to be included in the digital object (CA-R policy is to only digitize pages that include content). ii. If there is anything you do NOT want digitized. iii. Any other relevant information (more detail is always better). d. Ensure the object is individually housed. i. Objects that are already stored individually (e.g. in their own folder, box, or 4-flap) can remain in their original housing. Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B 5 ii. Bound materials in stable condition, such as hardcover books, do not require additional housing to separate them from other objects. iii. Loose, unbound objects (such as postcards, photographs, photographic negatives, flyers, pamphlets, booklets) that have not been stored individually must be separated into individual folders. 1. Do not use tissue paper. 2. For oversized loose objects, such as newspapers or maps, that do not fit in standard folders, you can create a custom folder or separator for each item using a piece of folded paper. If necessary, you can do the same for smaller loose objects as well. e. Create a label for the object that shows its Call Number or Temporary ID. This is how CA-R will identify each object, so please make sure that your labels are correct. i. For bound objects, insert a loose paper flag with the label into the pages of the object. ii. For unbound objects, label the folder, box, or wrapping of the object. 4. Complete a final inventory to confirm that the physical materials directly match the packing list, that each item is correctly labeled with its Call Number or Temporary ID, and that there are no extra or missing objects. a. Arrange the objects in the order of their Call Number or Temporary IDs, as they are listed in the packing list. 5. Continue to the Packing for Shipment section of this document. Additional Instructions for Folder-level Digitization If an object is composed of loose materials intended to be digitized as a single digital object (e.g. a folder of loose newspaper clippings), please arrange the loose pieces within a folder in the order you expect for the digital object, face up. CA-R will capture the front side only unless there is content on both sides of the page. If you wish to scan both sides of a page within the folder, please insert a flag with this instruction and include a note in the “Notes to Vendor” metadata field. Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B 6 Capture Ready Checklist ❑ Any duplicates or unaccepted materials have been removed. ❑ Objects have been removed from any enclosures and placed in individual folders. o Example: negatives are removed from mylar; letters are removed from envelopes; interleaved tissue paper has been removed. ❑ Objects have been flattened for shipping. o Example: dog ears and creases flattened; half-folded newspapers unfolded; rolled objects unrolled. ❑ Objects’ protective housing has been clearly labeled with the object’s Call Number or Temporary ID. o Do not use Post-It notes as labels (they easily fall off). ❑ All staples and clips have been removed. o Example: multiple pages are loose in the folder, they are not stapled or clipped together. ❑ Objects can be flattened with glass on a copyboard stand or in a book cradle. o Example: metal and plastic bindings have been removed; objects have been removed from 3-ring binders, and books bound with metal studs or grommets have been disbound. ❑ Bound objects open with ease and ideally lay flat. At minimum, bindings must open to 90 degrees. o Example: covers and pages turn without breaking, fragile, broken, and/or tight bindings have been noted in the Condition Notes for the object. ❑ Remove loose pieces obstructing content, including Post-It notes, annotated tags, bookmarks, and researcher notes. If necessary, record information on the loose pieces in the metadata. If present, inserts or loose pieces will be scanned in the order in which they are found within the object. ❑ Please note condition and signs of deterioration in the Condition Notes for the object. o Example: Note vinegar syndrome for microfilm. Failure to follow these guidelines may result in objects being returned without digitization. Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B 7 Packing for Shipment Before packing, please review the material types listed within the Packing Instructions, note the material types you plan to ship, then gather your packing supplies. You may use all or some of the supplies below: • Scissors and a box cutter • Archival storage boxes (if available) • “First Wrap” Materials o Clean, smooth paper such as glassine paper or Kraft paper for wrapping o Tissue paper for scrapbooks and fragile bound objects o Acid-free artists’/painters’ tape or twine for securing wrapping o Corrugated cardboard for softbound or unbound materials • “Second Wrap” Materials o Cushioning material such as bubble wrap o Acid-free artists’ or painters’ tape o Corrugated cardboard for materials that need additional bracing • Shipping & address labels • Strong packing tape • Outer shipment boxes (see requirements below) • Loose cushioning material for filling the shipment box, such as crumpled paper or additional bubble wrap Avoid the following materials: • Styrofoam peanuts and padding, as they can break down and damage archival material. • Water-resistant, plastic sheeting, because there is an abrupt temperature drop during shipping, condensation can form inside the sheeting, causing mold and water damage to your materials. Outer shipment box requirements: • Shipping box must be sturdy enough to send to multiple locations (we will use the same box to ship your materials to the vendor, then back to you after digitization) • Keep box weight under 60 pounds. • Double-tape the top and bottom of the box. Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B 8 • Use filament tape or gummed paper tape to seal and secure the outer box. Using inexpensive packing tape may result in damages. Packing Instructions Steps are adapted from the NEDCC’s Packing and Shipping Paper Artifacts and represent best practice for shipping archival materials. Reference images are provided at the end of this document. Packing instructions for the following material types are provided: • Standard-size flat materials • Bound hardcover materials • Scrapbooks, photographic albums, and fragile bound materials • Oversized flat materials • Unbound newspapers • Microfilm, slides, and negatives • Glass plate negatives Standard-size flat materials Use these packing directions for foldered materials with dimensions under 26 by 22 inches, such as loose papers, photographs, photographic negatives, postcards, as well as “softcover” or “paperback” bound materials such as booklets or pamphlets. A. Confirm objects have been prepared according to the Capture Ready Instructions and are in individual folders labelled with their Call Number or Temporary ID. a. Option 1 (Preferred): If archival boxes, commonly referred to as “Hollinger boxes,” are available. i. Place the foldered objects in archival boxes in the order of their Call Number or Temporary ID. ii. Fill any empty space with crumpled paper to prevent shifting. iii. Secure the opening of the archival box so that it does not empty its contents during shipping. iv. Proceed to Steps C and D. b. Option 2: If archival boxes are unavailable: i. Separate the foldered objects into 2-inch-thick bundles in the order of their Call Number or Temporary ID. ii. First wrap: Wrap the bundle of folders in clean, smooth paper, in the same manner as wrapping a present. Tape wrapping paper to wrapping paper (not to the object) using painter’s tape, or tie closed with twine. Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B 9 iii. Sandwich the wrapped bundle between two pieces of corrugated cardboard, cut slightly larger than the length and width of the folders to protect the materials against bending, folding, or creasing during shipment (see images 4-6). iv. Secure the sandwich using tape (see image 7). v. Second wrap: Wrap the sandwiched bundle in a padded material, such as bubble wrap, to absorb shock during shipment. Make sure no edges are exposed. Tape bubble wrap to bubble wrap (see images 8-9). B. Label the outside of the box or wrapped bundle with the range of the Call Number or Temporary IDs within the stack. If materials are missing from the range because of different packing needs, please reflect it on the label (e.g. IDs 10-15, 17-21, 22-44). C. After being either packed in an archival box or bundled and wrapped, place the prepared materials horizontally in the shipping box, surrounded by cushioning on all 4 sides (see image 10). Bound hardcover materials Use these packing directions for bound materials with stiff covers, such as hardcover books, ledgers, or bound newspapers. A. Confirm objects have been prepared according to the Capture Ready Instructions and that a paper flag with a Call Number or Temporary ID has been inserted into the pages of each object. B. Bound hardcover objects should be wrapped for protection during shipment. a. Wrap the object with a padded material, such as bubble wrap, to absorb shock during shipment. Make sure no edges are exposed. Tape bubble wrap to bubble wrap (see images 8-9). i. If the object’s binding appears to be fragile or deteriorating, create a 4- flap box to brace the object and prevent movement during shipping that could further compromise the binding. For directions and reference images for creating a 4-flap (see images 11-17). C. Label the outside of the wrapped object with the Call Number or Temporary ID. D. Once individually wrapped and labelled, place the bound materials horizontally in the shipping box, surrounded by cushioning on all 4 sides (see image 10). Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B 10 Scrapbooks and photographic albums Use these packing directions for fragile, bound objects that contain materials that have been either inserted or loosely adhered to the pages, such as scrapbooks and photographic albums. A. Confirm objects have been prepared according to the Capture Ready Instructions and that a paper flag with a Call Number or Temporary ID has been inserted into the pages of each object or adhered to the housing of each object. B. Option 1 (Preferred): If the object is already housed in an archival box, or if a box in an appropriate size for the object is available. a. First wrap: Carefully and loosely wrap the object in clean tissue paper. Do not tape the tissue paper closed. b. Second wrap: Carefully and loosely wrap the object in a padded material, such as bubble wrap, to absorb shock during shipment. Do not tape closed. c. Place in the archival box. d. Fill any empty space with additional bubble wrap or crumpled paper to prevent shifting. e. Secure the opening of the archival box so that it does not empty its contents during shipping. f. Proceed to Steps D and E. C. Option 2: If archival boxes are unavailable. a. Create a 4-flap box to enclose the object in after wrapping it. For directions and reference images for creating a 4-flap (see images 11-17). i. First wrap: Carefully and loosely wrap the object in clean tissue paper. Do not tape the tissue paper closed. Then loosely wrap the object in a padded material, such as bubble wrap, to absorb shock during shipment. Do not tape closed. ii. Second wrap: Wrap the object again with a padded material, such as bubble wrap. Make sure no edges are exposed. Tape bubble wrap to bubble wrap (see images 8-9). b. Enclose the wrapped object in the 4-flap box to brace the object and prevent movement during shipping that could damage the object. D. Label the outside of the wrapped object with the Call Number or Temporary ID. E. Once wrapped, boxed, and labelled, place the object horizontally in the shipping box, surrounded by cushioning on all 4 sides (see image 10). Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B 11 Oversized flat materials Use these packing directions for oversized flat objects over 26 x 22 inches, such as maps, panoramic photographs, and posters. A. Confirm objects have been prepared according to the Capture Ready Instructions and are in individual folders or wrappings labelled with their Call Number or Temporary ID. B. Separate the foldered objects into 2-inch-thick bundles in the order of their Call Number or Temporary ID. Complete the following steps for each 2-inch bundle. a. First wrap: Wrap the bundle in clean, smooth paper, in the same manner as wrapping a present. Make sure no corners are exposed, providing additional protection for objects with fragile edges. Tape wrapping paper to wrapping paper (not to the object) using acid free tape, or tie closed with twine (see images 1-3). i. Sandwich the wrapped bundle between two pieces of corrugated cardboard, cut to the dimensions of the bundle, to protect the materials against bending, folding, or creasing during shipment. Secure the sandwich using tape (see images 4-7). b. Second wrap: Wrap the sandwiched bundle in a padded material, such as bubble wrap, to absorb shock during shipment. Make sure no edges are exposed. Tape bubble wrap to bubble wrap (see images 8-9). C. Label the outside of the box or wrapped bundle with the Call Number or Temporary ID range. If materials are missing from the range because of different packing needs, please reflect it on the label (e.g. IDs 10-15, 17-21, 22-44). D. After being either packed in an archival box or bundled and wrapped, place the prepared materials horizontally in the shipping box, surrounded by cushioning on all four sides (see image 10). Unbound newspapers Use these packing directions for unbound newspapers. A. Confirm objects have been prepared according to the Capture Ready Instructions. Newspapers must be flat (not folded in half) and should be stacked in 2- to 4-inch- thick bundles in chronological order of the issues. Complete the following steps for each bundle. Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B 12 a. First wrap: Wrap the bundle in clean, smooth paper, in the same manner as wrapping a present. Tape wrapping paper to wrapping paper (not to the object) using acid free tape, or tie closed with twine (see images 1-3). i. Sandwich the wrapped bundle between two pieces of corrugated cardboard, cut to the dimensions of the bundle. This will protect the materials against bending, folding, or creasing during shipment. Secure the sandwich using tape (see images 4-7). b. Second wrap: Tightly wrap the sandwiched bundle in a padded material, such as bubble wrap, to absorb shock during shipment. Make sure no edges are exposed. Tape bubble wrap to bubble wrap (see images 8-9). B. Label the outside of the box or wrapped bundle with the Call Number or Temporary ID range. If materials are missing from the range because of different packing needs, please reflect it on the label (e.g. IDs 10-15, 17-21, 22-44). C. After being bundled and wrapped, place the prepared materials horizontally in the shipping box, surrounded by cushioning on all 4 sides (see image 10). Microfilm Use these packing directions for microfilm reels. A. Confirm objects have been prepared according to the Capture Ready Instructions and housed in individual boxes. B. Label the outside of the box with the Call Number or Temporary ID range. C. Once wrapped, boxed, and labelled, pack the boxes tightly, surrounded by cushioning on all 4 sides (see image 10). Slides and negatives Use these packing directions for slides and negatives. A. Confirm objects have been prepared according to the Capture Ready Instructions and are individually labeled with their Call Number or Temporary ID. B. If the slide or negatives are housed in boxes, leave them in their boxes. Make sure the slides are in the order of their Call Number or Temporary ID, then proceed to steps D and E. C. If the slides and negatives are loose and were foldered according to the Capture Ready Instructions, separate the foldered objects into 2-inch-thick bundles in the order of their Call Number or Temporary ID. Complete the following steps for each 2-inch bundle. Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B 13 a. First wrap: Wrap the bundle in clean, smooth paper, in the same manner as wrapping a present. Tape wrapping paper to wrapping paper (not to the object) using acid free tape, or tie closed with twine (see images 1-3). b. Sandwich bundle between two pieces of corrugated cardboard, cut to the dimensions of the bundle. This will protect the materials against bending, folding, or creasing during shipment. Secure the sandwich using tape (see images 4-7). c. Second wrap: Tightly wrap the sandwiched bundle in padding, such as bubble wrap, to absorb shock during shipment. Make sure no edges are exposed. Tape bubble wrap to bubble wrap (see images 8-9). D. Label the outside of the box with the Call Number or Temporary ID range. E. Once wrapped, boxed, and labelled, pack the boxes tightly, surrounded by cushioning on all 4 sides (see image 10). Glass plate negatives Use these packing directions for glass slides or negatives. Please note because these materials are extremely sensitive to abrasion, special care must be taken to pack them vertically and as tightly as possible to reduce friction, shifting, and movement during transport. Do not ship broken glass negatives, unless you have received explicit permission from CA-R. A. Confirm objects have been prepared according to the Capture Ready Instructions and are in individual paper enclosures labeled with the Call Number or Temporary ID. B. Find a rigid cardboard box that fits the negatives vertically and horizontally to tightly pack the plates, prior to placing it in the shipment box. C. Cut two pieces of corrugated cardboard to the dimensions of the plates. D. Keep the plates in their individual enclosures and align them vertically against each other in the box, with the pieces of corrugated cardboard inserted into the front and back ends of the box. a. For flat plates in stable condition, place them side-by-side vertically next to the other plates, with no padding in between. b. If a plate is warped, sandwich the plate with thin polyethylene foam (Ethafoam or Volara) on each side to avoid cracking the plates when they are compressed against each other or adjacent flat plates. The foam sheets conform to plate surface irregularities and minimize stress on the plate. Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B 14 E. Fill any empty space with additional bubble wrap or foam to prevent side-to-side plate movement or end-to-end shifting. Make sure the plates are tightly packed and completely supported upright. F. Secure the opening of the box so that it does not empty its contents during shipping. G. Label the outside of the box with the Call Number or Temporary ID range. If materials are missing from the range because of different packing needs, please reflect it in the label (e.g. IDs 10-15, 17-21, 22-44). H. After being packed, place the prepared box in the shipping box so that the plates remain vertical during shipment. Make sure that the box is surrounded by cushioning on all 4 sides. Do not stack the boxes more than two high within the shipping box. I. Place a label on the shipment box stating “THIS SIDE UP” to instruct the shipment provider to keep the plates and box vertical during shipment. Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B 15 Shipment Providers & Delivering to California Revealed CA-R’s preferred shipment provider is FedEx because of their reliable, robust, tracking system. You are welcome to use a shipper of your choice, including FedEx, UPS, or USPS. We recommend pre-paid 2-day shipping. Most shippers offer pick-up services. Regardless of the shipping provider used, please ensure that you require a signature upon delivery for the shipment. Additionally, please email team@californiarevealed.org once you ship your items and provide us with a tracking number. Ship all materials to: Attn: Elizabeth Seeley California Revealed 2012 H Street, Suite 100 Sacramento, CA 95811 Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B 16 Shipping Checklist ❑ Print, review and sign the Partner Agreement. Include it in the shipment with your items. ❑ Carefully review the Acceptance Email, including the attached spreadsheet of accepted items. ❑ Confirm that each metadata record in the CA-R Repository accurately reflects the physical object being shipped, including any condition notes. If CA-R requested updated metadata records prior to shipment, confirm that this step is complete and that the records have been updated before shipping any items. ❑ Print the spreadsheet of accepted items from the Acceptance Email to use as a Packing List. If the metadata records have been updated since the Acceptance Email was issued, contact CA-R for an updated spreadsheet. Confirm that the physical materials directly match the Packing List and that there are no extra or missing items. ❑ Confirm that each object has a Call Number or Temporary ID label attached to its housing. Any items we can’t identify will be returned to the Partner without digitization. ❑ Confirm the items are prepared and packed according to the Capture Ready Instructions and checklist. ❑ Schedule the shipment and ensure that you require a signature upon delivery for the shipment. Ship the Partner Agreement, the Packing List, and materials to CA-R: Attn: Elizabeth Seeley California Revealed 2012 H Street, Suite 100 Sacramento, CA 95811 ❑ Send an email to team@californiarevealed.org with the name of the shipping company and the tracking number once the materials are shipped. Did I include...? ❑ Partner agreement ❑ Packing list Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B 17 Reference Images Images are borrowed from the NEDCC’s Packing and Shipping Paper Artifacts instructions. Many thanks to the NEDCC for their professional guidance and expertise during the creation of CA-R’s shipping guidelines. Image 1: First wrap with paper. Image 2: Wrap and fold the paper around the object. Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B 18 Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B 19 Image 3 Add additional protection to the object’s corners. Image 4 Measure the first wrapping. Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B 20 Image 5 Cut the cardboard to slightly larger than the dimensions of the first wrapping to protect the edges of the bundle. Image 6 Sandwich the first wrapping between the two pieces of cardboard. Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B 21 Image 7 Secure the sandwich using tape. Make sure original materials do not get stuck to the tape by using barrier paper under the packing tape. Image 8 Begin the second wrapping using bubble wrap. Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B 22 Image 9 Secure the second wrapping with tape. Image 10 Place prepared, packed, and labelled materials horizontally in the shipping box, surrounded by cushioning on all 4 sides. Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B 23 Images and Directions for Creating a 4-Flap Box Image 11 Locate either a large cardboard sheet or a cardboard box that can be broken down into a flat sheet. Place the prepared materials on the center of the cardboard, and use a dowl, or another object (like the back of a box cutter), to crease the cardboard next to the edge of the wrapped materials, along the entire length of the cardboard. Do this on all 4 sides of the wrapped materials. Image 12 Crease the cardboard to form a box around the wrapped materials. Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B 24 Image 13 Fold the cardboard on either side of the object to form a box. Image 14 Remove the corners of the cardboard sheet to make it possible to fold the other 2 flaps. Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B 25 Image 15 Cut and leave tabs to seal corners. Image 16 Press tabs inward to seal corners. Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B 26 Image 17 Seal the flaps with filament tape and label the outside of the 4-flap with the Call Number or Temporary ID. Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B Statement of Work for Print Materials Project Description California Revealed (CA-R) is a statewide initiative based in Sacramento which helps '$!*-)$ ҁ.+0 '$ '$ - -$ .Ѷ - #$1 .Ѷ(0. 0(.Ѷ #$./*-$ ' .* $ /$ .Ѷ ) */# - # -$/ " groups digitize, preserve, and make accessible historic materials that are significant to California history. Participating organizations select items from their collections, create discovery metadata, and send materials and metadata to CA-R. CA-R oversees the digitization and reformatting processes (outsourced to vendors), and provides online access and long- term preservation for the digitized objects. Our 2024/2025 goal is to digitize approximately 6,962 objects, encompassing over 61,936 pages, drawn from 48 organizations. The CA-R team will work with these partner organizations, vendors, and digital repositories to accomplish this goal. To see a list of CA-ҁ. partner organizations and to browse the California Revealed collection, please visit the California Revealed website. Processing of these collections will begin in March 2025. We anticipate the shipment of physical materials to the vendor beginning April 2025. The shipments will be sent in batches and organized by partner organization; each shipment might include a variety of formats. Shipments will continue through mid-September 2025. The vendor must complete digitization and delivery of initial files within 8-16 weeks of receiving the original physical materials from CA-R. Please direct all correspondence related to this project to: Pamela Vadakan, Director, pvadakan@californiarevealed.org Elizabeth Seeley, Print Digitization & Preservation Manager, eseeley@californiarevealed.org California Revealed 2012 H Street, Suite 100 Sacramento, CA 95811 Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B 2 Table of Contents Statement of Work for Print Materials_________________________________________________ 1 Project Description _______________________________________________________________ 1 Project Work Plan ________________________________________________________________ 3 Technical Specifications ________________________________________________________ 3 Text-based Materials _________________________________________________________ 3 Image-based Materials _______________________________________________________ 3 Photographic Negatives and Transparencies____________________________________ 3 Microfilm ___________________________________________________________________ 3 Capture Specifications _________________________________________________________ 4 Bound or Previously Bound Objects____________________________________________ 4 Folded Objects ______________________________________________________________ 6 Loose Objects _______________________________________________________________ 7 Objects with Mixed Formats___________________________________________________ 7 Photographic Negatives and Transparencies____________________________________ 8 Microfilm and Microfiche _____________________________________________________ 8 Special Treatment or Preparation _____________________________________________ 9 Harmful or Sensitive Content__________________________________________________ 9 Workflow Requirements Upon Receipt of Materials ________________________________ 9 Shipments to the Vendor _____________________________________________________ 9 Reviewing Duplicates and Discrepancies ______________________________________ 11 Preservation and Care _______________________________________________________ 11 Subcontracting _____________________________________________________________ 12 Review after Digitization _____________________________________________________ 12 Final Deliverables _____________________________________________________________ 12 File Naming and Directory Specifications ______________________________________ 12 Examples of File Directories for Digital Objects _________________________________ 13 Embedded Metadata ________________________________________________________ 14 XML Metadata Records ______________________________________________________ 15 Workflow Requirements for Deliverables ________________________________________ 16 Shipping _____________________________________________________________________ 17 Billing _______________________________________________________________________ 18 Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B 3 Project Work Plan The Project Work Plan outlines CA-ҁ..+ $!$ /$*). ) - ,0$- ( )/.!*- /# $"$/$5 /$*) *! print materials. For each object sent to the vendor, the vendor will capture the physical material according to the specifications outlined below and deliver preservation files, an access file, .md5 checksums, and an XML metadata record. Technical Specifications Text-based Materials Example: books, directories, scrapbooks, newspapers, letters, brochures x Preservation file(s): TIFF, 400 ppi (up to 28 x 20 inches) / 300 ppi (up to 37 x 28 inches), 24-bit (8-bit per channel) RGB color, uncompressed. x Access copy: PDF embedded with uncorrected raw OCR, generated from preservation files using 80% compression with no reduction in original ppi. Image-based Materials Example: photographs, postcards x Preservation file(s): TIFF, 400 ppi (up to 28 x 20 inches) / 300 ppi (up to 37 x 28 inches), 24-bit (8-bit per channel) RGB color, uncompressed. x Access copy(s): JPG, 400 ppi (up to 28 x 20 inches) / 300 ppi (up to 37 x 28 inches), 24- bit (8-bit per channel) RGB color, generated from preservation files using 80% compression with no reduction in original ppi. Photographic Negatives and Transparencies x Preservation file(s): TIFF, 3,000 ppi (up to 3.5 x 2.5 inches) / 1,500 ppi (up to 5.5 x 7.5 inches), 48-bit (16-bit per channel) RGB color, uncompressed. x Access copy(s): JPG, 3,000 ppi (up to 3.5 x 2.5 inches) / 1,500 ppi (up to 5.5 x 7.5 inches), 24-bit (8-bit per channel) RGB color, generated from preservation files using 80% compression with no reduction in original ppi. Microfilm x Preservation file(s): TIFF, 400 ppi (for original titles less than 18 inches) / 300 ppi (for original titles larger than 18 inches), 8-bit grayscale for black and white microfilm, uncompressed. x Access copy: PDF embedded with uncorrected raw OCR, generated from preservation files using 80% compression with no reduction in original ppi. Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B 4 Capture Specifications x Capture objects using a minimum 80-megapixel overhead camera. o If stitching is needed, vendor must contact CA-R to approve additional costs. o With the exception of microfilm, capture both color and black-and-white originals as color. Do not apply color/tone enhancement. o Ensure that the content is captured accurately with no information loss or degradation. o Do not introduce any image processing or enhancement at any point in the creation of the preservation files. x During capture, clean equipment and objects as needed to minimize the introduction of artifacts, such as dust, hair, or fiber. o Clean materials using canned air or a soft Hake brush. Record dirt or debris that cannot be removed in the Vendor Quality Control/Transfer Notes metadata field. o When glass is used to flatten objects during capture, clean the glass with deionized water between captures to minimize transfer of dust and fiber between objects. x Consider the physical presentation of the object to determine the appropriate capture method, as outlined below. Bound or Previously Bound Objects Capture currently or previously bound hardbound and softbound objects according to these guidelines. Examples of formats captured as bound objects: Book, Booklet, Bound book of newspapers, Catalog, Diary, Ledger (account book), Newspaper, Periodical, Photograph album, Scrapbook, Yearbook. x Capture each page within bound or previously bound objects to digitally replicate the physical presentation of a bound object and its two-page spread. The access file will be presented 2-up. For example, see: Yucca Valley Grubstake Days souvenir program 1956 x Capture the front and back side of each page cover-to-cover, skipping over blank pages only when there are 5 or more in a row. o ). -/ ҂' )& " .&$++ ҃ / -" / + " .0++'$ 4 -R instead of capturing the blank pages. When necessary, capture one of the blank pages in addition to the target page to maintain 2-up pagination. o Occasionally, there may be bound objects with less than 5 consecutive blank pages that do not require capture. The partner organization and CA-R are Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B 5 Bound or Previously Bound Objects (continued) o responsible for identifying these exceptions and will provide instructions in the ҂*/ .!*- ) *-҃ !$ ' *! /# ( / / .+- .# / *- $)"'4ѵ x Order the captures to match the physical presentation of the object. The exterior side of the front cover should be the first capture, and the interior side of the front cover should be the second capture. The interior side of the back cover should be the second to last capture, and the exterior side of the back cover should be the last capture. x Crop the capture so that there is a 1/4-inch to 1/8-inch margin of copy board around the three exterior sides of the page. Crop the bound side of the page 1/4-inch to 1/8- inch past the gutter, so that 1/4-inch to 1/8-inch of overspill from the opposing page is visible. o If capturing as a two-page spread, split the capture so that there is one page per TIFF and crop according to the above specifications, even if content overlaps across the two-page spread. For example, see splitting of pages 24 and 25 of: Yucca Valley Grubstake Days souvenir program 1956 x Rotate each capture to match the orientation of the content on each page. x When digitizing bound or previously bound objects that contain pages with subcomponents, foldouts, or inserts, such as a scrapbook, capture the affected page and its opposing page multiple times to record the different positions of the subcomponents while also maintaining the bound object's two-page spread. For example, see 2-up presentation of foldouts and inserts of: Immaculate Heart College, Los Angeles Art Department Irregular Bulletin no. 50, The Gloria Issue or Green Letts's No. 53 Diary o First, capture the affected page as-is to record what the page looks like untouched. Then, capture the page as many times as necessary to record the different positions of the subcomponents (for example, a page with a foldout would first be captured folded in and then captured folded out). o For each capture of the page in a new position, capture the opposing page an additional time to maintain 2-up pagination. In instances where there is no opposing page but there is a fold-out or insert, a capture of the empty copy board will be inserted to maintain pagination of the two-page spread for proceeding pages. For example, see the capture of blank copy board opposing the fold-out on page 2 of: Immaculate Heart College, Los Angeles Art Department Irregular Bulletin no. 50, The Gloria Issue Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B 6 Bound or Previously Bound Objects (continued) o In instances where inserts are smaller than the original page, capture the insert placed on the page where it was found to demonstrate the dimensions of the insert in relation to the original page dimensions. For example, see the capture of the insert on page 40 of: Green Letts's No. 53 Diary o )'4 (*1 /# + " ҁ..0 *(+*) )/.2# ) ) .. -4 !*- +/0- ѵ / '' */# - times, keep the components as they were found to maintain context and +- . -1 /# * % /ҁ. *-$"$) ' *) $/$*)ѵ Folded Objects Capture double-sided folded objects according to these guidelines. Examples of formats captured as folded objects: Brochure, Pamphlet. x Capture double-sided folded objects to digitally replicate the physical presentation of a folded object and its unfolded spread. The access file will be presented 1-up. For example, see the folded and unfolded presentation of: Pack-In to the High Sierra Wilderness Area "America's Range of Recreation" x Order the captures to match the physical presentation of the object as it was intended to be viewed both folded and unfolded. The exterior cover panel, as it appears when the object is fully folded, should be the first capture. The entire, completely unfolded interior side of the object should be the second capture. The entire, completely unfolded exterior side of the object should be the third capture. The exterior back cover panel, as it appears when the object is fully folded, should be the last capture. o For folded objects not formatted as a trifold, additional captures may need to be taken to reflect the physical presentation of the object as it was intended to be viewed folded and unfolded. In these cases, CA-R will specify the order of the captures in t# ҂*/ .!*- ) *-҃ !$ ' *!/# ( / / .+- .# /ѵ !/# vendor is unsure how to order the captures and no additional capture instructions have been specified, they will reach out to CA-R for additional instructions prior to delivering the files. For example, see folded and unfolded presentation of: San Francisco Cinematheque program calendar, April-June 1999 x Crop each capture so that there is a 1/4-inch to 1/8-inch border of visible copy board on all four sides of the object. o Do not split captures. For example, see pages 1, 2, and 3 of: California Guide for Farm Workers x Rotate each capture to match the orientation of the content on each page. For example, see pages 1, 2, and 3 of: California Guide for Farm Workers Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B 7 Loose Objects Capture loose, unbound objects according to these guidelines. Examples of formats captured as loose objects: Article, Clipping, Correspondence, Flyer (printed matter), Photograph, Postcard, Poster, Transcript. x Capture loose objects to digitally replicate the physical presentation of an object with loose, unbound pages. The access file will be presented 1-up. For example, see: Film Series Three Correspondence, Mar-Jul 1947: Art in Cinema collection and The African Rhinoceros Group, 1958 x Do not capture blank versos (reverse side of a page). If the verso is not blank, capture the verso as an additional page within the digital object. o Occasionally, there may be versos that are not blank, but do not require capture. The partner organization and CA-R are responsible for identifying /# . 3 +/$*). ) 2$'' +-*1$ $)./-0 /$*).$) /# ҂*/ .!*- ) *-҃ !$ ' *! the metadata spreadsheet accordingly. x Order the captures to match the physical presentation of the object as it was found and/or intended to be viewed. The recto (front side of a page) should be the first capture. If there is content on the verso (reverse side of a page), it should be the second capture. o Occasionally, there may be objects where it is difficult to identify which side is the recto and which side is the verso. In these cases, CA-R will specify the order *!/# +/0- .$) /# ҂*/ .!*- ) *-҃ !$ ' *! /# ( / / .+- .# /ѵ ! the vendor is unsure about how to order the captures and no additional capture instructions have been specified, they will reach out to CA-R for additional instructions prior to delivering the final objects. x Crop each capture so that there is a ¼-inch to 1/8-inch border of visible copy board on all 4 sides of the page. x Rotate each capture to match the orientation of the content on each page. Objects with Mixed Formats Capture objects consisting of a mix of formats, such as a folder containing various bound, folded, and loose materials, according to these guidelines. Objects with mixed formats will be identified in their metadata using the term Mixed formats. x Capture objects with mixed formats to digitally replicate the physical presentation of the different formats and materials within the object. The access file will be presented 1-up. For example, see: Progressive Club of Stinson Beach 1965 general correspondence Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B 8 Objects with Mixed Formats (continued) x In general, do not capture blank versos (reverse side of a page). If the verso is not blank, capture the verso as an additional page within the digital object. o When digitizing bound or previously bound materials within a folder, do capture the exterior front cover and exterior back cover, even if blank, to record where each object begins and ends. o Occasionally, there may be versos that are not blank, but do not require capture. The partner organization and CA-R are responsible for identifying /# . 3 +/$*). ) 2$'' +-*1$ $)./-0 /$*).$) /# ҂*/ .!*- ) *-҃ !$ ' *! the metadata spreadsheet accordingly. x Order the captures to match the physical presentation of the different materials within the folder in the order they are found and/or intended to be viewed, following the specifications outlined above for folded and loose objects. x Crop each capture according to the specifications outlined above for bound, folded, and loose objects. o Do not split captures with overlapping content, even for bound materials. For example, see capture of page 101 of: Progressive Club of Stinson Beach 1965 general correspondence x Rotate each capture to match the orientation of the content on each page. Photographic Negatives and Transparencies Examples of formats captured as photographic negatives and transparencies: Negative (photograph), Color transparency, Glass plate negative, Slide (photograph). x Capture photographic negatives and transparencies using an overhead camera and cold light transilluminator light box with glass. x Crop each capture so that there is a 1/4-inch to 1/8-inch border from the frame or the film edge on all 4 sides of the object. x Rotate captures to match the orientation of the original image. Microfilm and Microfiche x Captures of microfilm reels and microfiche will be delivered so that there is one page per digital image. Reels filmed as two-page spreads will be cropped to one page per digital image. x Captures of microfilm will be grouped into individual issues or segments as per the workflow outlined in the XML Metadata Records section of this document. Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B 9 Microfilm and Microfiche (continued) o Vendor will supply issue-level titles, dates, and page counts as soon as the information is available. CA-R will update object-level metadata and provide a new metadata spreadsheet accordingly. x Crop the capture so that there is a 1/4-inch to 1/8-inch margin around the three exterior sides of the page. Crop the bound side of the page 1/4-inch to 1/8-inch past the gutter, so that 1/4-inch to 1/8-inch of overspill from the opposing page is visible. x Rotate each capture to match the orientation of the content on each page. Special Treatment or Preparation x Special treatments such as disbinding may be necessary for optimal capture. x If any treatment or preparation to stabilize, repair or otherwise irreversibly alter the condition of an object is necessary, the vendor will ask CA-R for permission to proceed with the treatment within the material review and estimate provided to CA-R (see the Workflow Requirements upon Receipt of Materials from CA-R section of this document). o CA-R will request permission from the partner organization and approve additional costs if needed. o The vendor will record any treatments applied to the object in the technical metadata for the files. Harmful or Sensitive Content x The partner organization and CA-R are responsible for flagging harmful or sensitive content and will provide $)./-0 /$*).$) /# ҂*/ .!*- ) *-҃ !$ ' *!/# ( / / .+- .# / *- $)"'4ѵ# 1 ) *- 2$'' $) '0 ҂ ).$/$1 / -$ '.҃ / -" / + " supplied by CA-R when capturing the object. o *- *0) * % /.Ѷ/# ҂ ).$/$1 / -$ '.҃ / -" / + " 2$'' +' *) /# interior side of the front cover. For single page objects, the target page will be placed before the object. x If the vendor notices sensitive content that is not already flagged, they will contact CA- R for appropriate instructions. Refer to ҁ. / / ( )/ *) */ )/$ ''4 -(!0' Content as a guide for identifying potentially harmful or sensitive content. Workflow Requirements Upon Receipt of Materials Shipments to the Vendor CA-R asks partners to prepare collection materials so that objects are secure in their housing ) ҂ +/0- -- 4҃ !*- /# 4 .#$+ /# ( /* -R (see Shipping Guidelines). Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B 10 Shipments to the Vendor (continued) After CA-R processes each set of partner materials, the materials will be shipped to the vendor in batches. The contents of the shipment will be organized by partner organization, and on average, each shipment will contain at least three sets of partner materials. Upon shipment, CA- 2$'' . ) ) ( $' /* /# 1 ) *- 2$/#/# .#$+( )/ҁ./- &$)" $)!*-( /$*) ) $) '0 shipping letter and metadata spreadsheets as attachments. The shipping letter will provide the vendor with an inventory of the shipment, separated by partner. CA-R will also supply the vendor with a metadata spreadsheet for each set of partner materials that includes descriptive, rights, and administrative metadata for each object. In addition to functioning as an inventory of the collection, the spreadsheet will be used to write the XML metadata record for each object, and to embed each object with descriptive embedded metadata requested by CA-R (outlined in the Final Deliverables section of this document). # 1 ) *- 2$'' - !0''4 - 1$ 2 /# ҂*/ ./* ) *-҃ !$ ' +- . )/ $) */#/# .#$++$)" letter inventory and the metadata spreadsheets. These notes will provide the vendor with object-' 1 ' $"$/$5 /$*) $)./-0 /$*).!*- ҂*0/ *!/# *- $) -4҃ *).$ - /$*ns regarding condition, special handling, mounts, inserts, foldouts, rectos/versos, etc. Physical notes will also be included with the object when appropriate. Upon arrival at their facility, the vendor will: x Carefully unpack and confirm contents and report back any discrepancies within 30 days of receiving, prior to scheduling digitization. x Complete and submit a material review to CA-R within 30 days. Within this review, the vendor will evaluate the overall condition of the objects and inform CA-R if objects will incur fees beyond the original estimate due to any reason. The vendor will also provide CA-R with an updated cost estimate based on this review. o The vendor will contact CA-R if the general condition of an object will impact the quality of the capture results, and if any special handling- such as repair or treatment- is necessary and/or if handling costs exceed the initial estimate per item. CA-R will ask the partner organization for permission to proceed and possibly cover the additional handling cost if needed. o If the vendor determines that an object cannot be digitized without irreversibly altering the physical object, CA-R should be notified and the object set aside, Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B 11 Shipments to the Vendor (continued) o + ) $)" /# + -/) - *-" )$5 /$*)ҁ. $.$*)ѵ# 1 ) *- 2$'' - *- )4 treatments applied to the object in the technical metadata for the files. x Handle objects with clean hands (gloves when necessary) and in a clean work environment with clean digitization equipment. x Inspect, prepare, and digitize the object exactly according to CA-R specifications. If necessary, the vendor will include notes in the material review provided with the cost estimate, as well as in the technical metadata for the file, regarding the condition of the original source that includes any damage, special handling considerations, or errors discovered upon check-in or capture. o Examples include but are not limited to excessive dust/dirt, stains, tears, irregular pagination, or faint text/image. Reviewing Duplicates and Discrepancies The partner organization is responsible for identifying and removing duplicate content prior to shipping their materials to CA-R. CA-R will also attempt to correct any discrepancies prior to shipment and highlight any duplicates missed by the partner, identifying the best version to digitize if necessary. Upon arrival at the facility, the vendor will carefully unpack and confirm the contents of the shipment while conducting the material review and preparing the cost estimate. During this process, the vendor may identify duplicates or discrepancies and note them in the material review provided to CA-R. Preservation and Care #$' /# ( / -$ '. - $) /# 1 ) *-ҁ. - Ѷ/# 1 ) *- 2$''ѷ x Take responsibility for the safe care and handling of materials at all times. x Limit any factors that may pose a risk to the objects being captured. x Store materials in a locked, climate-controlled room when not being prepared or captured. x Make every effort to avoid damage and maintain the original condition of the materials. x Only illuminate materials using low ultraviolet-emitting light. x Return materials to the owning organization in the original arrangement they were delivered in. Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B 12 Subcontracting The vendor will perform all digitization on its premises. No subcontracting of this work will be permitted without prior communication and approval from California Revealed and the partner. Review after Digitization Prior to delivering the files, the vendor is expected to: x Review 100% of the digital files and their associated metadata to ensure that the digital file correctly represents the physical object. o Files will be viewed at 100% using imaging software. x Check the digital file against the physical object to ensure an accurate and complete reproduction of the original and confirm that no artifacts were introduced during digitization. x Note inherent abnormalities in the technical metadata for the file (these notes will be particularly helpful to the CA-R team when they inspect the files). Within 60 days of receipt of the files, CA-R, with partner participation, will: x Review deliverables to ensure that all project specifications are met. x Inform the vendor of any necessary rework for the deliverables. x Give final approval for the files that do not require rework upon completion of QC. The vendor will return materials directly to the partner after all parties have confirmed that the files are acceptable and there is no necessary rework. Please see Appendix A below for vendor workflow/timeline. Upon request, the vendor will supply the partner with a copy of the files once the files receive final approval. Final Deliverables File Naming and Directory Specifications File names are based on the Object Identifier (e.g., casmim_000003), which includes the + -/) -ҁ. *-" )$5 /$*) * !*''*2 4 0)$,0 Ѷ. ,0 )/$ ' )0( -ѵ # % / Identifier serves as the prefix for all file instantiations associated with the digital object. Please review the metadata spreadsheets supplied by California Revealed for a list of the % / )/$!$ -. ..* $ / 2$/# #. / *!/# + -/) - *-" )$5 /$*)ҁ.( / -$ '.ѵ Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B 13 File Naming and Directory Specifications (continued) Create a folder for each partner within the shipment by job number, labeled using the partner *-" )$5 /$*)ҁ. * Ѷ!*''*2 4 .0 !*' - !*- #* % /' ' 2$/#/# % / Identifier (e.g. CA-R2082/cwh/cwh_000003). # $- /*-4 ./-0 /0- !*- /# $"$/ ' !$' .Ѷ( / / - *- .Ѷ ) # &.0(.(0./ ҂!' /҃ (without subdirectories) for each object. The following items should be within each folder per object: x Preservation file(s) x Preservation file .md5(s) x Access file x Access file .md5 x XML metadata record Label preservation files: [ObjectIdentifier]_prsv.[fileExtension] x Example: casmim_000003_prsv.tif *- * % /. 2$/#(0'/$+' +/0- .Ѷ' ' +- . -1 /$*) !$' . 4 $)" ҂Ҕ+ҿҿҿҿ҃ /*/# !$' name, beginning with _p0001. Sequentially number them to accurately reflect the order of the parts when viewing the physical object. The numbering will inform the order of the captures within the access copy. x Example: cwh_000003_p0001_prsv.tif; cwh_000003_p0002_prsv.tif; cwh_000003_p0003_prsv.tif; cwh_000003_p0004_prsv.tif; cwh_000003_p0005_prsv.tif Label access files: [ObjectIdentifier]_access.[fileExtension] x Example: casmim_000003_access.jpg x Example: casmim_000003_access.pdf Label .md5 checksums: [DigitalFileName].md5 x Example: casmim_000003_access.jpg.md5, casmim_000003_access.jpg.md5 Examples of File Directories for Digital Objects File directory for a single page, still image object: x casmim_000003_prsv.tif x casmim_000003_prsv.tif.md5 x casmim_000003_access.jpg x casmim_000003_access.jpg.md5 x casmim_000003_metadata.xml Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B 14 Examples of File Directories for Digital Objects (continued) File directory for a single page, text object: x csfpal_000155_prsv.tif x csfpal_000155_prsv.tif.md5 x csfpal_000155_access.pdf x csfpal_000155_access.pdf.md5 x csfpal_000155_metadata.xml File directory for an object with multiple pages: x cwh_000003_p0001_prsv.tif x cwh_000003_p0001_prsv.tif.md5 x cwh_000003_p0002_prsv.tif x cwh_000003_p0002_prsv.tif.md5 x cwh_000003_p0003_prsv.tif x cwh_000003_p0003_prsv.tif.md5 x cwh_000003_p0004_prsv.tif x cwh_000003_p0004_prsv.tif.md5 x cwh_000003_p0005_prsv.tif x cwh_000003_p0005_prsv.tif.md5 x cwh_000003_access.pdf x cwh_000003_access.pdf.md5 x cwh_000003_metadata.xml Embedded Metadata For still image and text objects, the vendor will ensure embedded technical metadata is accurate for all file instantiations, including file size and type, width, height, color channels, ) - .*'0/$*)ѵ ) *- ) 2$/# ҁ. "0$ '$) .!*- Embedded Metadata in TIFF Images and the ANSI/NISO Z39.87-2006 (R2017) Data Dictionary, the vendor will embed their name in the Artist field for each preservation and access file. Following the descriptive, rights, and administrative metadata columns in the metadata spreadsheet that will be used to encode the descriptive metadata within the XML, the last four columns of the spreadsheet will supply the vendor with the values used to embed descriptive metadata into each access and preservation file. The vendor will embed the following descriptive metadata into each access and preservation file: Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B 15 Embedded Metadata (continued) x Embedded Title (e.g. Wedding photo of Shinichi and Sawano Yamashita) x Embedded Institution (e.g. Tulare County Library) x Embedded Comment California Revealed x Embedded Copyright (e.g. Copyrighted. Rights are owned by Tulare County Library.) o The first two sentences of the copyright statement are embedded for Public Domain or Copyrighted materials. If copyright status is unknown, no copyright information should be embedded and California Revealed will leave the Embedded Copyright field blank. XML Metadata Records The vendor will deliver one XML metadata record per object. The XML metadata record will use the Dublin Core schema and will be written using the sample XML template provided to the vendor by CA-R. The XML metadata record will combine the descriptive, rights, and administrative metadata for each object supplied by CA-R within the metadata spreadsheet with technical and preservation metadata supplied by the vendor. The technical and preservation metadata will be derived from embedded technical metadata and will document specific information such as the name of the vendor, the equipment used for digitization as well as transfer and quality control notes using terms defined in the ANSI/NISO Z39.87-2006 (R2017) Data Dictionary - Technical Metadata for Digital Still Images. The vendor will derive their name from the embedded Artist field and map it to the ImageProducer value in the XML metadata record. When digitizing microfilm, California Revealed will provide the vendor with a metadata spreadsheet populated with placeholder values for issue dates, masthead titles, and page counts. Prior to completing the final deliverables, the vendor will replace the placeholder values with the actual information and return the completed spreadsheet so that CA-R can ingest the updated values into CA-ҁ. $"$/ ' .. / ( ) " ( )/ .4./ (ѵ-R will export the updated metadata records in a new spreadsheet, which the vendor will then use to generate the XML metadata records and embed the files. Examples of Dublin Core XML metadata records: x Image object x Text document (one page) x Bound document (multiple pages) Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B 16 Workflow Requirements for Deliverables Please see Appendix A for vendor workflow/timeline. The vendor will batch-deliver digital files for quality control on exFAT-formatted hard disk drives (HDDs), preferably with Firewire or USB 3.0 ports. These hard disk drives will be provided to the vendor by CA-R. The vendor will produce an .md5 checksum per file state (preservation and access) immediately after digitization to verify that files were not modified in transfer. The vendor will ensure that all digital objects and associated files from the same partner are on one single hard drive unless they do not fit on one. Vendor will also include copies of all final metadata spreadsheets for the objects on the drive. The vendor will check the checksums on the hard drive after writing to confirm that files were not altered during transfer. CA-R will perform quality control on the deliverables within 60 days of receiving files and may ask the vendor to review the original physical materials to determine if artifacts are inherent to the source. CA-R will report quality control feedback from the partner and will ask the vendor for replacement files for any deliverables that do not meet specifications. Replacements should be received from vendor within 30 days of request. If the final deliverables are not approved and rework is necessary, the vendor will correct and replace the final deliverables for those files (including preservation files, access files, .md5 checksums, and XML metadata records). The rework files will be delivered on exFAT- formatted hard disk drives, preferably with Firewire or USB 3.0 ports. These hard disk drives will be provided to the vendor by CA-R. For partner sets under 250 GB, the vendor will redeliver the entire set of files, including those that did not require rework in addition to the replacement files. For partner sets over 250 GB, the vendor will redeliver only the replacement final deliverables (including preservation files, access files, .md5 checksums, and .xml metadata) for the files that required rework. The replacement files will be redelivered using the same file directory and subdirectory structures outlined in the Final Deliverables section of this document. After quality control and upon approval of the files by CA-R and the partner organization, the vendor will deliver a set of authoritative files within 60 days (including preservation files, access files, .md5 checksums, xml metadata, and tech sheets, if included) on a mirror set of two LTFS formatted LTO8 tapes. Include only the final approved files for each object on the LTO. Please ensure that files from the same partner are not divided across more than one LTO tape, and please ensure all the associated files that represent an object are on the same LTO Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B 17 Workflow Requirements for Deliverables (continued) tape, unless they do not fit on one tape. The vendor will check the checksums on the LTO after writing the tapes to confirm that files were not altered during writing. California Revealed will return the borrowed hard drives upon receipt and approval of the final LTO deliverable. The vendor will create a manifest of the LTO tapes in an Excel spreadsheet, including the following per file, in order: x LTO_MediaLabel/LT_[Unique Identifier] (e.g., CA0010L8 and/or barcode) x MARC Organization Code: (e.g., csat) x Object Identifier (e.g., csat_000012) x Folder Name (e.g., csat_000012) x General File Name (e.g., csat_000012_p001_prsv.tif) x Path and File Name (e.g., CA-R2019\csat\csat_000012\ csat_000012_p001_prsv.tif) To give partners the opportunity to request copies of their files, CA-ҁ.!$' .2$'' - / $) *) /# 1 ) *-ҁ../*- " .4./ ( !*- тп 4. !/ - /# !$' . - *!!$ $ ''4 ++-*1 4 -R and the partner organization; the deadline for this approval is 60 days after CA-R receives the files from the vendor. The vendor will confirm the deletion of the files via email once the partner has ordered files and California Revealed has given permission, after quality control has been completed, and all parties approve. Partner organizations will contact the vendor directly to order copies of their approved files and associated metadata on a mirror hard drive purchased from the vendor within 30 days upon CA-ҁ.!$) ' ++-*1 ' *!/# !$' .ѵ# + -/) - *-" )$5 /$*) $. 3+ cted to pay only for the storage hardware and shipping costs associated with receiving copies of their files. Storage hardware prices are as follows: x 64 GB / 128 GB Flash Drive: $25.00 x 1TB / 2TB Portable Hard Drive: $95.00 When confirming shipment of the copies to the partner, the vendor will CC: team@californiarevealed.org. Shipping All original physical materials will be shipped from CA- *!!$ .1$ /# 1 ) *-ҁ. 3 account. The vendor will invoice CA-R for shipping. Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B 18 Shipping (continued) Vendor will send deliverables to: California Revealed 2012 H Street, Suite 100 Sacramento, CA 95811 team@californiarevealed.org After final approval of the files and metadata by CA-R and the partner organization, the vendor will return the materials, as they were originally shipped, directly to the partner via /# 1 ) *-ҁ. 3 *0)/ 2$/#$) тп 4.ѵ# 1 ) *- 2$'' .#$+ /# *-$"$) '. & -'4 $) /# week so that they are not in transit more than 3 days or over a weekend/holiday and will require a signature upon delivery. The vendor will invoice CA-R for shipping. CA-R will confirm and provide shipping addresses and contact information for partners at the time of return request. The vendor should send shipping and tracking information to both the partner and CA-R when shipping has been scheduled. Please send all shipping notices to: eseeley@californiarevealed.org and CC: pvadakan@californiarevealed.org. Billing '$! Ѷ '$!*-)$ 1 ' ҁ.!$. ' " )/Ѷ# ) ' . '' + 4( )/.!*- '$!*-)$ 1 ' ѵ $'*- email invoice(s) to the attention of Pamela Vadakan; approved invoices will be forwarded to Califa for payment. Ensure invoices are labeled with the following Bill to/Send to information: Bill to: Califa Group 330 Townsend Street, Suite 133 San Francisco, CA 94107 415.796.3901 billing@califa.org Send to: Pamela Vadakan California Revealed 2012 H Street, Suite 100 Sacramento, CA 95811 pvadakan@californiarevealed.org Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B Conditions Of Use | California Revealed https://californiarevealed.org/content/conditions-use[3/13/2025 9:18:53 AM] Skip to main content Advanced Search SEARCH Menu About Discover Opportunities Education Website User Survey Conditions Of Use Except where otherwise noted, content on this site is licensed under a Creative Commons 4.0 International license. The works in the California Revealed collection are accessible for purposes of education and research. Transmission or reproduction of works protected by copyright beyond that allowed by fair use requires the written permission of the copyright holder(s). Please check the copyright statement per object. Contact the holding institution directly for additional rights information, and for questions regarding reproduction of collection materials. California Revealed can provide files if needed, upon request of the holding institution. Works in the public domain are available for download at the Internet Archive. Search Search Menu About Discover Opportunities Education Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B Conditions Of Use | California Revealed https://californiarevealed.org/content/conditions-use[3/13/2025 9:18:53 AM] Conditions of Use and Take Down Policy Much of the content made available through California Revealed is under copyright to a specific organization or individual. Where applicable, information for contacting the holding institution is contained in the material’s copyright notice. In the event that the copyright holder is unknown or unspecified, the organization holding the original should be contacted directly. Materials that are in the public domain will be specified as such and will be dedicated to the public pursuant to Creative Commons’ CC0 public domain dedication. California Revealed does not have intellectual property rights, or any other proprietary rights, over the content in the California Revealed collection. All metadata - textual information relating to content - has been dedicated to the public pursuant to Creative Commons’ CC0 public domain dedication. California Revealed shares metadata (with links back to the Internet Archive) via WorldCat, Calisphere and Digital Public Library of America. If you are a rights holder or believe your rights have been violated in connection with material made available by California Revealed in accordance with the Digital Millennium Copyright Act (DMCA) (see 17 U.S.C. § 512(c)(3)), please send an email or written notice to the holding institution with the following information: Identification of the copyrighted work you claim has been infringed. Description of where to find the work in the California Revealed collection (URL). Your address, phone number, and email address. A statement that you have a good-faith belief law. A statement made under penalty of perjury, that the above information in your notice is accurate and that you are the copyright owner, or an agent authorized to act on the copyright owner’s behalf. An electronic or physical signature of the person authorized to act on behalf of the copyright holder. Please note that, under DMCA Section 512(f), any person who knowingly materially misrepresents that material or is activity infringing, may be subject to liability for damages. Do not make false claims. For California Revealed Partners If California Revealed receives a DMCA take down notification of alleged copyright infringement, California Revealed will remove the material that is the subject of the notification while the potential rights issue is resolved. If the holding institution believes online access to a work should not be restricted, please submit a DMCA counter-notification to the person who submitted the DMCA take down notification, including all of the Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B • • • • • • Conditions Of Use | California Revealed https://californiarevealed.org/content/conditions-use[3/13/2025 9:18:53 AM] California Revealed is supported by the U.S. Institute of Museum and Library Services under the provisions of the Library Services and Technology Act, administered in California by the State Librarian. Any views, findings, conclusions or recommendations expressed in this collection do not necessarily reflect those of the funder. information listed below. Please consult your legal counsel or see Section 512(g)(3) of the Copyright Act to confirm these requirements: Your name, address, telephone number and physical or electronic signature. Identification of the material and its location before removal (URL). A statement under penalty of perjury that the material was removed by mistake or misidentification. Your consent to the federal district court jurisdiction for the address provided. If your address is outside of the United States, then you must consent to the jurisdiction of any judicial district in which the holding institution may be found. A statement that you will accept service of process from the person who provided notification of claimed infringement. Such written counter-notification should be sent via email (preferred) to the person who submitted the DMCA take down notification, with a courtesy copy (cc) to: California Revealed California State Library 900 N Street Sacramento, CA 95814 team@californiarevealed.org If content is taken down, the partner must guarantee on-site access to the content (in original or digital form) to fulfill the funder’s requirement of public access. California Revealed keeps copies of the digital object offline on Linear Tape-Open (LTO) data tape for long-term preservation. Please note: The information presented on this page is for informational purposes only and is not legal advice. Conditions Of Use Suggest Highlights! Contact Us Ca Ca © 2023 CALIFORNIAREVEALED.ORG Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B • • • • • INSTITUTE of , Museumandllbrary SERVICES Conditions Of Use | California Revealed https://californiarevealed.org/content/conditions-use[3/13/2025 9:18:53 AM] USER LOGIN Username Password LOG IN Reset your passwordLog in Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B II California Revealed 1 Last updated 5 January 2019 team@californiarevealed.org California Revealed Permissions Guidelines This document was created to provide guidance for partner organizations that are participating in the California Revealed (CA-R) project to help determine copyright status and secure permissions to preserve and make available archival works as part of the California Revealed online collection. California Revealed is a State Library initiative to help California’s public libraries, in partnership with other local heritage groups, digitize, preserve, and serve online historically significant Californiana (e.g., books, documents, audiovisual recordings). Participating libraries identify and select from their collections, create discovery and rights metadata for the selected materials, and send materials together with associated metadata to a digital preservation repository. The information contained in this document is not legal advice and California Revealed is not responsible for decisions made based on the information included here. For additional information about California Revealed, please visit our project page. Overview Many archival works in need of preservation have unclear copyright status. The following permission guidelines promote a practical approach to identifying rights related to digitizing non-commercial archival materials and providing online access for educational purposes. The accompanying permission chart illustrates the steps of what constitutes a good faith, reasonable effort to obtain permission as needed without prohibitive time or costs. This document and the chart contain embedded links to many useful resources – please follow the links for further guidance. These guidelines have been written with the goal to strengthen your confidence in the permission process. The benefits of archival stewardship, preservation and survival of our state heritage are worth the time required to undertake a reasonable effort to locate copyright holders and obtain permission. This will minimize the risk of online access to a work being restricted due to copyright, privacy or publicity rights. This document, along with the accompanying chart, will guide you through a reasonable effort to secure permission. To the best of your ability and resources, answer the following for each work you are considering to digitize: 1. Who created the work? 2. Who holds the rights to the work now? 3. Where is the copyright holder now? Even if you don’t find the answers, asking these questions ensures due diligence. Contents: ❖ Definitions and Issues p .2 ❖ CA-R Selection Criteria p. 3 ❖ Securing Permission p. 3 ❖ Grant of Permission Form p. 5 ❖ Recording Rights Management Data p. 6 ❖ Resources p. 6 ❖ CA-R Permission Chart p. 7 ❖ CA-R Permission Agreement Letter p. 8 ❖ CA-R Grant of Permission p. 9 Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B California Revealed 2 Last updated 5 January 2019 team@californiarevealed.org Definitions and issues Fair use: Determinations of fair use are made on individual works and based on a balance of four factors under section 107 of the U.S. Copyright Code: 1. The purpose and character of the use, and whether the use is for nonprofit educational purposes 2. The nature of the copyrighted work itself, 3. The amount used in relation to the copyrighted work as a whole 4. The effect of the use upon the potential market for or value of the copyrighted work. The argument for fair use is strong if you select works for digitization that have research value or use for nonprofit, educational purposes and do not have commercial value or use. Complete the Cornell Copyright Information Center’s Fair Use Checklist to determine if factors favor a finding of fair use to bolster your claim to a fair use exception. Consult Columbia University Library’s Copyright Advisory Office and Stanford University Library’s Fair Use page for a greater understanding of Fair Use. Published and unpublished: A published work means copies of the work were distributed or released for sale or rental to the public. For works published between 1924 and 1977, the copyright term is 95 years from the date of publication. For works published after 1978, the copyright term is the life of the last surviving author plus an additional 70 years. For anonymous works or corporate works for hire, the term is 95 years from the date of publication or 120 years from the date of creation, whichever expires first. Works published after 1963 are likely copyrighted (though it could be in the public domain if it was published prior to 1989 and doesn’t have proper © copyright notice). An unpublished work means it was never distributed or released for sale or rental to the public. Note that a public performance or display of a work does not of itself constitute publication (see: “what is publication?” on the copyright.gov FAQ). Until 1978 it was unnecessary to register an unpublished work for copyright – works were covered by common law. Since 1978 unpublished works are automatically copyrighted and covered by federal law. The simple act of recording information in a “fixed medium” is sufficient to establish copyright – no copyright statement or © is necessary. Although there is no requirement that creators register copyright, they might have, so it’s worthwhile to check with the Copyright Office just in case. Public Domain: Work in the public domain is available for everyone to use without permission. Works of the government are automatically in the public domain. Work enters the public domain on the first day (January 1) of the year following the expiration of its copyright term. Consult Cornell’s Copyright Term and Public Domain in the United States chart or the Public Domain Slider created by the ALA’s Office for Information Technology Policy to determine when material is no longer copyright protected. For published works, it is easier to determine if they are in the public domain because copyright term is directly related to the publishing date. All material published in the United States prior to January 1, 1923 is in the public domain. New material will begin entering the public domain in 2019, when material from 1923 falls out of copyright. Prior to 1989, law required a valid copyright notice (i.e. © or the word “Copyright,” publication year date, and name of copyright owner) so if a work published from 1923 through 1989 doesn’t have this notice, it could be in the public domain. It is also important to remember that material published after 1977 will expire 70 years after the death of its creator or, in the case of material with multiple creators, 70 years after the death of the last surviving creator. Before the current 1976 Copyright Act, if a work was published between 1923 and 1963, the copyright had to be renewed 28 years later or the work entered the public domain. Many copyrights were not renewed. You can search copyright registration, including renewal records online in the Copyright Catalog. Very few unpublished audiovisual recordings are in the public domain. For works with known authorship, the copyright term for works created before 1972 is subject to state statutory and common laws and for works created after 1972 the term is the life of the author plus an additional 70 years. For anonymous Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B California Revealed 3 Last updated 5 January 2019 team@californiarevealed.org works, the term is the life of the author plus an additional 120 years from date of fixation. The earliest most unpublished audiovisual recordings will enter the public domain will be in 2067. Copyright complexities: Copyright for audiovisual materials is complex because moving image and sound works are usually collective or collaborative—multiple creators, authors, artists, interviewers and interviewees might have contributed to the work (“joint” ownership), and also because copyright applies to the recording itself (when the work was “fixed”) as well as to the underlying compositions and texts (such as lyrics for a song, a screenplay or transcript, or music added to a movie’s soundtrack). A film may be a derivative of some earlier work, like a novel, in which case copyright applies to the underlying base as well as to the derivative. A video may use licensed images and clips from multiple sources, in which case there may be a bundle of rights within the work. Also, changed material or a new version of the work may have extended copyright protection; for instance when a silent black and white movie is colorized or a soundtrack is added to it. Publicity and privacy rights (governed by state law) of the donor or depositor, or of those featured in the work, should be considered too. California Revealed Selection Criteria California Revealed selection criteria favor works for which the right to digitize and provide online access is not likely to be contested: ● the work was created in the U.S. and is non-commercial ● intellectual property is held by the participating institution (the copyright in a work has been transferred in writing to the archive) or ● intellectual property is in the public domain or ● intellectual property is secured from the rights holder ● no known restrictions on access to the digitized work If your institution does not own the copyright, the work (published or unpublished) can be included as long as you go through reasonable steps to identify, locate, and attempt to obtain permission from the rights holder. If the identity or location of the rights owner cannot be determined, the item is known as an “orphan” and can be included for purposes of education and research if a disclaimer that the person closest to the collection, the archivist, has followed reasonable steps with due diligence and in good faith to find the rights holder. For items with an unknown copyright status, a copyright statement will be attached to the digital object to provide an option for potential rights holders to contact the library or archive to remove material from public view while rights are being established. Online rights metadata can be updated as needed. Securing permission Begin by assuming that most items in your collection are under copyright. Ideally, permission for digitization and online access is obtained in writing. How do you go about obtaining permission? According to the Society of American Archivists’ Orphan Works: Statement of Best Practices, a “reasonable” search involves answering three questions in this order: Who created the work? Who holds the rights to the work now? And where is the copyright holder located now? Using common sense and simple language, Orphan Works provides steps to help you investigate the trails of copyright for unpublished works, which can be applied to published works as well. The steps below give you the essentials; read Orphan Works to more fully understand best practices, which also includes a bibliography and links to online resources. 1. Who created the work? Ideally, the item or container will be labeled with names, initials, logos, a publisher or distributor, or perhaps an address. Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B California Revealed 4 Last updated 5 January 2019 team@californiarevealed.org o Video-- If in good condition and there is no risk of damage, and playback equipment is available, play the work and look for credits (identify the main creators- the writer(s) and the filmmaker(s) or director). o Film-- If in good condition, carefully unwind it over a lightbox and check for credits (identify the main creators- the writer(s) and the filmmaker(s) or director). o Audio-- For musical works, identify the composer(s) and performer(s) involved. For oral histories, identify the interviewee(s) and interviewer(s). o All audiovisual recordings-- If a work has been published or distributed, it is important to identify the creator/producer, publishing entity or distributor, and publication date, if possible. o Photographs and print material -- If a work has been published or distributed, it is important to identify the publisher, creator name/signature, distributor, and publication date, if possible. o When creators can be identified, confer with a reference librarian or genealogist to locate the creator’s specific identity in space and time, and possibly the creator’s heirs. 2. Who holds the rights to the work now? The creator(s) of the work very well could be the copyright holder(s). There are three cases in which the initial creator may not be the copyright holder: the creator died then the copyrights transferred to heirs under the terms of the will, the creator or copyright heirs transferred copyright to a third party (such as an archive or library, publisher or distributor), or the work was produced as “work made for hire” in which case the employer of the creator is considered the “author” and owns the copyright. o Check if the work was registered or renewed, or check if any of the author’s work was registered, at the U.S. Copyright Office. You can search the Copyright Catalog online for works registered after 1978. Copyright Office staff can search card records for works registered prior to 1978, for a fee. For more information about copyright duration, see the Copyright Office’s Circular 15A. o Check professional membership associations. Use the databases, ASCAP (American Society of Composers, Authors and Publishers) and WATCH (Writers, Artists, and Their Copyright Holders) – both track copyright of prominent authors and artists. For published audiovisual materials, OCLC, Facets and Amazon are useful sites to locate publishers and distributors. You can also check A-V Online, but you’ll need a subscription to access the database. o Search for other archival collections that might have the creator’s work - archives staff may have information about the creator or heirs in their accession files. o Check works about a creator – the notes may contain acknowledgements or other information about copyright holders. 3. Where is the copyright holder now? You will need contact information (address, phone number and email) in order to ask permission. There are several approaches: o Do a simple internet search for an individual, an organization’s website, heirs or executors. Use a precise name and search for all possible variant forms, along with qualifiers like the person’s city and state or the term “Obituary.” o Search Secretary of State records for registered distributors and production companies. o If you know a copyright holder’s residence, you can turn to a phone book or city directory. o Post your inquiry on a professional archivist listserv such as ARSClist (for sound recordings), AMIA-L (for moving images), or Society of California Archivists (for California and Western United States-specific materials). Use archival approaches to make decisions. Check donor or depositor files and accession records for permissions, rights or restrictions. Assess rights and privacy issues at the appropriate level, most often at the collection- or series-level. Sometimes other documents in the same file as the work contain clues about the creator(s). For instance, look for employment contracts in a collection file- these could be clues that some work might have been made for hire which means the employer and possibly the creator as well might need to give permission. If possible, confer with the archivist or curator responsible for the collection, or who initially brought in the collection – they might have relevant donor/acquisition documentation. Document your processes and findings as you search for rights holders. List and date each step taken and source consulted. If a search involves correspondence, keep copies of all letters sent and received, Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B California Revealed 5 Last updated 5 January 2019 team@californiarevealed.org and you might want to request return receipts in case a letter of inquiry is undeliverable. Take notes when you’re on the phone, and summarize and date each conversation. What constitutes a reasonable effort in locating contact information for a rights holder and obtaining permission depends on a number of factors. A greater effort might be warranted to locate a professional creator than an amateur since it is easier to find professional creators (individuals who have earned their living through their creative works have a vested interest in their intellectual property rights and presumably want to be found). A greater effort might be merited if work was published or widely distributed compared to an unpublished work that was distributed (if at all) on a limited basis. In some ways, published works can be easier to investigate—at least the trail of copyright is usually documented. On the other hand, though the trail might be treacherous, and might feel like a dead end at times, you are more likely to obtain permission directly from the creator(s) and their heirs once you find them rather than going through a publisher, distributor or reproduction rights organization. The time and expense a rights search can take can be significant, and it can be endless. When is due diligence done? It is unclear in the law. Go as far as you can within your means - it’s not necessary to thoroughly explore every trail. What is the likelihood of success? Follow one step at a time and use common sense. As Orphan Works advises, “Effort should be expended in contexts and situations in which it is likely to bear fruit.” Make assessments based on your best knowledge of the facts, as you know them. Grant of permission form Once you’ve located the copyright holder(s) and contact information, it might be easiest and most direct to pick up the phone and call them to introduce yourself and the Project. Then you can send a certified letter explaining the Project along with a form seeking permission. A sample letter and grant of permission is attached – feel free to modify them. The letter includes the provision that the recipient may not be the rights holder; in that case they are asked to send current contact information for the appropriate rights holder(s), if known. Some copyright holders may want acknowledgment or attribution for their work – if so, be sure to include this specific language in your grant of permission. Feel free to share with the copyright holder the California Revealed project’s boilerplate “Copyrighted” statement and let them know what intellectual property metadata we are including for each object (see next section Recording rights management data). Nota bene: Some existing donor or depositor agreements grant permission for on- site access only; be sure to check when contacting the rights holder for permission to provide online access. Recording rights management data Once items are assessed for copyright status, gather the following metadata. This information is displayed with the digitized work specifying that the items are available online for non-commercial educational and research purposes only. (Please note that you can specify rights information on both a collection-level and item-level.) ● Copyright Status (Copyright status unknown/Copyrighted/Public Domain) – Required ● Copyright Statement (a boilerplate statement - depending on status) – Required ● Publisher (if published) – Preferred ● Copyright Holder (if copyrighted) – Preferred ● Copyright Date (if copyrighted) – Preferred ● Copyright Notice (if copyrighted) – Ideal ● URL to online Rights Statement if supplied by Library/Archive – Ideal Based on the information entered in the Copyright Status field, the following boilerplate Copyright Statements are recommended: ● When the copyright status is "Public domain": o Public domain. No restrictions on use. ● When the copyright status is "Copyrighted": Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B California Revealed 6 Last updated 5 January 2019 team@californiarevealed.org o Copyrighted. Rights are owned by [Library/Archive or Copyright Holder]. Copyright Holder has given Institution permission to provide access to the digitized work online. Transmission or reproduction of materials protected by copyright beyond that allowed by fair use requires the written permission of the Copyright Holder. In addition, the reproduction of some materials may be restricted by terms of gift or purchase agreements, donor restrictions, privacy and publicity rights, licensing and trademarks. Works not in the public domain cannot be commercially exploited without permission of the copyright owner. Responsibility for any use rests exclusively with the user. ● When the copyright status is "Copyright status unknown": o Copyright status unknown. This work may be protected by the U.S. Copyright Law (Title 17, U.S.C.). In addition, its reproduction may be restricted by terms of gift or purchase agreements, donor restrictions, privacy and publicity rights, licensing and trademarks. This work is accessible for purposes of education and research. Transmission or reproduction of works protected by copyright beyond that allowed by fair use requires the written permission of the copyright owners. Works not in the public domain cannot be commercially exploited without permission of the copyright owner. Responsibility for any use rests exclusively with the user. [Library/Archive] attempted to find rights owners without success but is eager to hear from them so that we may obtain permission, if needed. Upon request to [email address at Library/Archive], digitized works can be removed from public view if there are rights issues that need to be resolved. If the library or archive owns copyright or has permission, in addition to boilerplate copyright statements, you have the option in the Internet Archive to attribute the work with a Creative Commons Derivatives 3.0 license (Attribution-Non-commercial-No derivatives) which allows the work to be available for non- commercial use, and can be shared and copied (if you have permission to make the files downloadable; otherwise the files will be streamed). The license also specifies that attribution is necessary and users are not allowed to create derivative works by altering, transforming or building upon the work. The 3.0 license is the most restrictive Creative Commons license. Other Creative Commons licenses are also available to creators. The Internet Archive will identify work in the public domain with a Public Domain Mark, embedded with the work’s title, the author and the identifying Library/Archive. For additional terms of use, see California Revealed’s Conditions of Use and Take Down Policy. Additional Resources Urban Copyright Legends—Brandon Butler http://publications.arl.org/rli270/17 Public Domain Slider—American Library Association (ALA) http://librarycopyright.net/resources/digitalslider/ Copyright & Fair Use—Stanford University Libraries http://fairuse.stanford.edu/charts-and-tools/ Thinking Through Fair Use —University of Minnesota Libraries https://www.lib.umn.edu/copyright/fairthoughts Orphan Works: Statement of Best Practices—Society of American Archivists (SAA) http://www.archivists.org/standards/OWBP-V4.pdf Getting it Right on Rights—Digital Public Library of America (DPLA) https://dp.la/info/about/projects/getting-it-right-on-rights Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B 7 Permission Chart for California Revealed Steps of a Reasonable Search for Rights Holders to Put Digitized Archival Materials Online Is the work unpublished? - Look for copyright notice (i.e. © or “Copyright,” publication year date, and name of copyright owner) - Search copyright registration, and renewal records, online or call CC Office - Search OCLC - Search Facets and Amazon - Google - Follow up on leads YES Identify the publisher, producer or distributor as rights - Search ASCAP - Search WATCH - Search AVOnline - Google Contact publisher, producer or distributor NO Is it out of distribution ? Identify the creator(s), heir or third party as rights YES YES Documen t steps and your outcome Contact rights holder(s) - Search obituaries & Social Security Death Index - Google Digitize - Search Secretary of State Records - Use phone books and city directories - Google - Post inquiries on ARSClist or AMIA-L - Telephone for initial contact - Send certified letter to last known address or email YES YES YES YES - Search Secretary of State Records - Use phone books and city directories - Google - Post inquiries on ARSClist or AMIA-L - Telephone for initial contact - Send certified letter to last known address or email NO NO Where is the copyright holder now? YES NO - Search copyright registration and renewal records online or call CC Office - Google - Ask a reference librarian/ archivist/genealogy librarian to locate creator’s identity and possibly their heirs - Search genealogical dbs - Consider creators’ professional organizations - Follow up on leads Is the work published? Who created the work? Identify Title and Creator(s) Consult catalog records, accession files, and collection provenance information - Is the object labeled? - If the moving image or audio object is playable without risking damage, does it have a title or credits? - Who made the work? Who contributed to the work? YES Who holds the rights to the work now? Identify the Rights Holder(s) - Is the creator the rights holder? - Did the creator die and transfer rights to heirs? - Did the creator or heirs transfer rights to a third party such as an archive/library, a publisher or a distributor? - Was the work a “work for hire”? Works in the Public Domain include: - Works by the government - Some works published before 1924 - Some works published 1923-1989 without a valid copyright (i.e. © or “Copyright,” publication year date, and name of copyright owner) - Some works published 1923-1963 for which copyright wasn’t renewed - Search copyright registration, including renewal records, online Digitize NO Is the work in the public domain? Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B t i \ i ~I t t r 8 [SAMPLE LETTER OF INQUIRY] Copyright Holder Address City, State Zip Dear Mr./Ms. ____________, The [Library/Archive] holds [format, generation (if known) and Title] in its collection. This [archival material or recording] is deteriorating [if audiovisual: and equipment to play it already is or is becoming obsolete]. The [Library/Archive] would like to digitize the content to preserve it for future generations and to provide online access via the Internet. The [Library/Archive] believes you may hold a copyright on this material because _______________, so is requesting your permission to make a digital copy and provide online access via the Internet. The digital object will include basic descriptive and technical information along with the following rights information related to you, which will be displayed when the object is accessed by a user: copyright status, a copyright statement, copyright notice, copyright holder, date, and publisher (if published). If you believe you do not control the copyright on the above-mentioned material, but do know who does, please send any contact information you can provide regarding the copyright holder(s), including their current address(es). The [Library/archive] greatly appreciates your permission to digitize this item so it can be preserved and enjoyed. If you have questions, please do not hesitate to contact me. I can be reached at: _______________ _______________ _______________ Please sign one copy of the [attached/enclosed] grant of permission form and send it in the self- addressed return envelope provided. A duplicate copy has been provided for your records. Sincerely, [Signature] [Typed name] [Title] Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B 9 GRANT OF PERMISSION On behalf of myself or the organization named below, I grant permission to the [Library/Archive] to preserve [Title] for non-commercial, educational and research purposes: 1. Make digital copies for which I or my organization holds copyright; and 2. Preserve and provide free, public access to the digital version of this material over the Internet. I affirm that I have the authority to grant permission for myself or my organization. Signed __________________________________ Date ___________________________ Name ___________________________________ Title ____________________________________ Organization________________________________________ Copyright Holder’s Address ____________________________ ____________________________ ____________________________ Phone ____________________________ Email ____________________________ Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B California Digital Library (“CDL”) Terms of Use – California Digital Library https://cdlib.org/about/policies-and-guidelines/terms-conditions/[3/13/2025 9:27:03 AM] Skip to main content Search the California Digital Library Search About CDLAbout CDLMission, Vision, and ValuesMessage from the Associate Vice Provost / Executive DirectorOur OrganizationCDL Executive OfficeGrants and PartnershipsStandards and MembershipsPolicies and GuidelinesCDL Awards and HonorsCDL by the NumbersJob OpportunitiesOur OrganizationDiscovery & DeliveryPublishing, Archives, and DigitizationShared CollectionsUniversity of California Curation Center (UC3)Business ServicesInformation ServicesInfrastructure ServicesUser Experience Design ServiceServices and ProjectsDiscovery & DeliveryAGUAResource SharingSILSUC Library SearchZephirPublishing, Archives, and DigitizationCalisphereeScholarshipMass DigitizationOnline Archive of CaliforniaUC Shared DAMS (Nuxeo) and ArchivesSpaceWeb Archiving ActivitiesShared CollectionsLicensed ResourcesShared Cataloging ProgramShared PrintUniversity of California Curation Center (UC3)DMP ToolDryadEZIDMerrittInformation ServicesInstructional MaterialsConsortial PartnershipsHathiTrust Search Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B C [gJ J J J • 0 ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ 0 ■ ■ ■ ■ ■ ■ ■ ■ • 0 ■ ■ ■ ■ ■ 0 ■ ■ ■ ■ ■ ■ 0 ■ ■ ■ 0 ■ ■ ■ ■ 0 ■ 0 ■ California Digital Library (“CDL”) Terms of Use – California Digital Library https://cdlib.org/about/policies-and-guidelines/terms-conditions/[3/13/2025 9:27:03 AM] WESTAll Services and Projects…Resources For…Resources ForCampus LibrariesContent ContributorsFacultyTechnologistsVendorsCommittees and GroupsCommittees and GroupsAcquisitions LiaisonsResource LiaisonsUsers CouncilAll Committees and Groups…News and MediaNews and MediaCDLINFO NewsPress KitPublicationsSubscribe Staff DirectoryContact CDLReport a ProblemSystem Status California Digital LibraryAbout CDLPolicies and GuidelinesCalifornia Digital Library (“CDL”) Terms of Use California Digital Library (“CDL”) Terms of Use The CDL Gateway Site: The Information CDL Collects The CDL encourages the use of this site, regardless of domain address, as a way to share information and knowledge insupport of the University’s three-part mission of education, research and public service. This site is owned by TheRegents of the University of California and operated by CDL. Site content is subject to change without notice. Whilemost parts of this site are publicly accessible, certain services and information offered online may be restricted tospecific users or segments of the University of California population. The CDL Gateway Site: Privacy The CDL gateway site, www.cdlib.org, collects information to improve functionality and content and to monitorperformance. Data is used to help answer specific questions about the usage and performance of the web site orindividual web pages. At no time is site usage associated with individual IP addresses. See the full California DigitalLibrary Privacy Policy The CDL Gateway Site and CDL Services: Digital Millennium CopyrightAct Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B 0 • 0 ■ ■ ■ ■ ■ • 0 ■ ■ ■ ■ • 0 ■ ■ ■ ■ • • • • • • • • California Digital Library (“CDL”) Terms of Use – California Digital Library https://cdlib.org/about/policies-and-guidelines/terms-conditions/[3/13/2025 9:27:03 AM] It is CDL’s policy to honor all takedown requests that comply with the notification requirements of the DigitalMillennium Copyright Act (“DMCA”) and other applicable intellectual property laws. 1. Notification of Copyright Infringement. To file a notification of claimed copyright infringement, you will need tosend a written communication that includes substantially all of the information listed below. (Please consult your legalcounsel or see Section 512(c)(3) of the Copyright Act to confirm these requirements): A physical or electronic signature of a person authorized to act on behalf of the copyright owner (“authorizedperson”) of an exclusive right that is allegedly infringed.Identification of the copyrighted work claimed to have been infringed, or, if multiple copyrighted works arecovered by a single notification, a representative list of such works.Identification of the material that is claimed to be infringing or to be the subject of infringing activity and that isto be removed or access to which is to be disabled, and information reasonably sufficient to permit CDL to locatethe material. Providing URLs in the body of your written communication is the best way to help us locate thecontent quickly.Information reasonably sufficient to permit CDL to contact the authorized person, such as an address, telephonenumber, and, if available, an electronic mail address.A statement that the authorized person has a good faith belief that use of the material in the manner complained ofis not authorized by the copyright owner, its agent, or the law.A statement that the information in the notification is accurate, and under penalty of perjury, that the authorizedperson is authorized to act on behalf of the owner of an exclusive right that is allegedly infringed. Such written notification should be sent to our designated agent via email (preferred) at CDLDMCAAgent-L@listserv.ucop.edu or mail at the following address: Günter WaibelAssociate Vice Provost & Executive DirectorCalifornia Digital LibraryOffice of the PresidentUniversity of California1111 Franklin StreetOakland, CA 94607 Please note that the information provided in the written notification may be forwarded to the person responsible for theallegedly infringing activity. The notification will also be sent to the Lumen database (https://www.lumendatabase.org/).Lumen will remove personal contact information like street addresses before adding the notification to its publiclyaccessible database. Also note that under Section 512(f) of the Copyright Act, any person who knowingly materially misrepresents thatmaterial or activity is infringing may be subject to liability for damages. Don’t make false claims! 2. Counter-Notification When CDL receives a DMCA takedown notification of alleged copyright infringement, CDLremoves the material that is the subject of the notification. If CDL removes materials that you have uploaded to one ofCDL’s services, CDL will contact you about it. If you believe your content should not have been removed, you may submit a DMCA counter-notification that includessubstantially all of the information listed below. Please consult your legal counsel or see Section 512(g)(3) of theCopyright Act to confirm these requirements: Your name, address, telephone number and physical or electronic signature;Identification of the material and its location before removal;A statement under penalty of perjury that the material was removed by mistake or misidentification;Your consent to the jurisdiction of federal district court jurisdiction for the address provided and, if your addressis outside of the United States, then you must consent to the jurisdiction of any judicial district in which CDL maybe found; andA statement that you will accept service of process from the person who provided notification of claimedinfringement. Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B • • • • • • • • • • • California Digital Library (“CDL”) Terms of Use – California Digital Library https://cdlib.org/about/policies-and-guidelines/terms-conditions/[3/13/2025 9:27:03 AM] Such written counter-notification should be sent to our designated agent via email (preferred) at CDLDMCAAgent-L@listserv.ucop.edu or mail at the following address: Günter WaibelAssociate Vice Provost & Executive DirectorCalifornia Digital LibraryOffice of the PresidentUniversity of California1111 Franklin StreetOakland, CA 94607 Please note that the information provided in the counter-notification will be forwarded to the person who submitted theDMCA takedown notification. You consent to having your information forwarded if you submit a counter-notification.Also note that under Section 512(f) of the Copyright Act, any person who knowingly materially misrepresents thatmaterial was removed or disabled by mistake or misidentification may be liable for damages. Please also be advised that we enforce a policy that provides for the termination of user accounts in appropriatecircumstances for users who are repeat infringers. Creative Commons License The text of this site is licensed under a Creative Commons Attribution 4.0 International License. Terms: Attribution 4.0 International (CC BY 4.0) – Anyone can distribute, adapt, and build upon a work, evencommercially, as long as they give credit for the original creation. When reusing site content under this license,please provide attribution to California Digital Library, a link to the source, and a link to the license deed on theCreative Commons site.What’s included: the text of the pages and blog posts created by UC employees for use on this site and rendered inHTML. Look for the Creative Commons license in the footer.What’s not included: Content for which UC does not own copyright, and hosted or embedded content like images,PDFs, or Word Documents. This site contains a wide range of works, not all of which are appropriate for a CClicense. If something you would like to share or adapt is not covered by the license, contact us and we may beable to add a CC license to it, or give you separate permission. THE INFORMATION PRESENTED ON THIS PAGE IS FOR INFORMATIONAL PURPOSES ONLY AND IS NOTLEGAL ADVICE. Last updated:September 12, 2024Page owner:Katie Fortney About CDLMission, Vision, and ValuesMessage from the Associate Vice Provost / Executive DirectorOur OrganizationCDL Executive OfficeGrants and PartnershipsStandards and MembershipsPolicies and GuidelinesCDL Awards and HonorsCDL by the Numbers Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B • • • • 0 0 0 0 0 0 0 0 0 California Digital Library (“CDL”) Terms of Use – California Digital Library https://cdlib.org/about/policies-and-guidelines/terms-conditions/[3/13/2025 9:27:03 AM] Job OpportunitiesOur OrganizationDiscovery & DeliveryPublishing, Archives, and DigitizationShared CollectionsUniversity of California Curation Center (UC3)Business ServicesInformation ServicesInfrastructure ServicesUser Experience Design ServiceServices and ProjectsAll Services and Projects…Resources For…Campus LibrariesContent ContributorsFacultyTechnologistsVendorsCommittees and GroupsAcquisitions LiaisonsUsers CouncilAll Committees and Groups…News and MediaCDLINFOPress KitPublicationsSubscribe to CDL Terms and ConditionsPrivacy StatementAccessibility Copyright © 2025 The Regents of The University of California Site text licensed under CC BY 4.0 California Digital Library Docusign Envelope ID: A2DAD587-10B6-4122-B866-792DAAD06C7B • • • • • • • • 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0