1. How To Run A Scanning Party Paul M. Cashman ’73 Co-Vice President of Communications, CACO

2. Agenda The two parts of a scanning party Overview of the party workflow and roles The roles in detail – Greeter – Scanner – Metadata clerk What to do at the end of a party Q & A

3. A Party Has Two Parts “Programmatic” part – What will attendees do while they’re not engaged in scanning – Hors d’oeuvres, speakers, etc. – Responsibility of local volunteers “Scanning” part – Workflow to get people through the scanning process – CACO/AAD helps with expertise and supplies

4. Overview of Workflow & Roles Scanner Metadata Clerk Greeter

5. The Greeter’s Role: Photos Greet the alum and explain the workflow Make sure alum has no more than the maximum number of pictures, slides, or negatives to scan If necessary, help alum choose the pictures and get them out of frames or scrapbooks Check pictures for appropriateness Give alum: – Copyright release to sign – Metadata sheet to fill out – Number (like at the deli counter) – CACO-branded thumb drive

6. The Greeter’s Role: Memorabilia Donations Greet the alum Give alum: – Deed of gift to sign – Metadata sheet to fill out Put the items aside to be packed

7. The Greeter’s Role: Memorabilia To Be Scanned Greet the alum and explain the workflow Make sure alum has no more than the maximum number of pages to scan Give alum: – Metadata sheet to fill out – Number (like at the deli counter) – CACO-branded thumb drive

8. Metadata Form For Pictures

9. Metadata Form For Memorabilia To Be Scanned

10. The Scanner’s Role Check pictures for appropriateness (again) Create a folder Cornell Photos (name of alum) Note starting image ID for the alum Scan the photos, slides, or film Scan the signed copyright release form Note ending image ID for the alum Copy images from starting ID to ending ID to the folder Match image IDs to alum’s metadata Copy the folder to the alum’s thumb drive Call for the next number (like at the deli counter)

11. Using the Canon 9000 Scanner: Start a Scan 1 1 2

12. Using the Canon 9000 Scanner: Scan in Progress

13. Using the Canon 9000 Scanner: Where the Scanner Stores the Scans While running the Canon “My Image Garden” software, click on My Image Garden/Preferences to see this.

14. Using the Canon 9000 Scanner: Capture the Image IDs Copy these to folder Cornell Photos (Paul Cashman) folder on your hard drive, then copy it to user’s thumb drive.

15. The Metadata Clerk’s Role Copy contents of the user’s thumb drive folder Cornell Photos (name of alum) to similarly named folder on your hard drive Go through the alum’s metadata sheet, making sure it is legible and the pictures match up with descriptions via image IDs If time permits, transcribe the metadata sheet into an Excel spreadsheet named Cornell Photos (name of alum).xlsx. If not, do it later. Eject the thumb drive and return it to alum Call the next number (like at the deli counter)

16. At The End Of The Party Upload all the Cornell Photos (name of alum) folders on the hard drives of the metadata clerks to the Cornell Box (URL TBD) Pack all the memorabilia and deeds of gift to go to Evan Earle, Kroch Library 2B, Cornell University, Ithaca, NY 14853 Include a list of donors and items

17. Any Questions?