Respice Prospice | Guide for Archivists

Overview

This page provides a guide to archivists who will create and edit the content in the Respice Prospice Archive.

In summary The Archive is in two parts. The first part is offline and is used to receive, catalogue and securely store Physical and Digital Artefacts. The second part is an online WordPress website and is used to create metadata for each Digital Artefact, creating a database of indexed items which can be viewed online via the Respice Prospice website www.respiceprospice.co.uk.

The process for managing the offline Physical and Digital Artefacts is to:

receive Physical Artefacts, these being things such as documents, photos, videos, trophies, memorabilia etc
- capture a record and index of these in the Physical Artefacts Catalogue
- capture a digital image of the Physical Artefacts thus creating new Digital Artefacts
- and store these safely and securely in the Museum, which is currently a set of specialist storage boxes and shelves in the ETRFC Office at Vallis Way;
receive Digital Artefacts, these being digital photos, videos and documents, optionally recording these in the Physical Artefacts Catalogue;
saving the Digital Artefacts in labelled folders in the Offline Repository which is securely backed up on the Ealing Rugby Shared Storage Cloud server;
identify (this means that the archivists will often will have to act as Sleuths to determine the origin of of items) each Digital Asset (for example End of Season Newsletter, photo of a known tour) and move it into a folder within the Offline Media Libraries which are also securely backed up on the Ealing Rugby Shared Storage Cloud server;
if the Digital Asset is a photograph it is also copied to the Offline Photo Library where Face Tags and Date Taken attributes are added to the photo file properties.

The process for managing the online Respice Prospice Website, which is a WordPress Content Management System, is to:

add Digital Artefact for images and documents to the WordPress Online Media Library;
add Digital Artefacts for large videos and audio files to the Online Video and Audio Library which is stored on a separate Muse.AI server.
create a Digital Asset for each Media Library Item, linking the media item to the Digital Asset
- the process of linking the photo Media Items to the Digital Asset automatically extracts the Date Taken attribute and stores this in the Digital Asset as well as identifying any Face Tags and linking these to People records in the database;
- video and audio files are linked to the Digital Asset by URLs as these files are stored on the Muse.AI server;
add further description and create links to existing Events and and People, or create new Events and People if these do not exist - this will also involve further Sleuthing to correctly identify and link the database records;
finally link each Event to a Place and, optionally to other Events, and to create these Places and Events if they do not exist.

Guides

These detailed guides are updated frequently so if there is anything you wish to see added then contact archivist@respiceprospice.co.uk. The guides are split into three parts:

Guides for Offline Folders and Libraries. These are the activities from the upper part of the Respice Prospice Overall Schematic.
Guides for Online Libraries and Metadata: Events, People, Places and Digital Assets metadata types.
Guides for Miscellaneous Activities.

Guides for Offline Folders and Libraries

How to add Respice Prospice to your Google Drive

+ You must have access to a Google account to access the Respice Prospice folders Once you have this you can add Respice Prospice to your Google My Drive.
+ As soon as your Google account is granted access the Respice Prospice folder will appear on your My Drive visible here https://drive.google.com/ in the "Shared with me" folder.
+ Using the My Drive web interface you can now select the Respice Prospice folder and use “Add a shortcut to Drive” to connect the folder to your My Drive. Now you have access to Respice Prospice via your My Drive web interface,
+ On Windows PCs there is an option to add a Google Drive. This is very useful as it allows and folders stored in Google Drive to appear in the Windows File Explorer under a selected drive letter. (I use G: for my personal Google space.)
+ First you must install Google Drive for Desktop from here https://www.google.com/intl/en-GB/drive/download/
+ Once this has been done the shared Google Drive can also be viewed using Windows File Explorer. Select G:\My Drive\Ealing Rugby Shared Storage\Respice Prospice to access. With this enabled you can edit Respice Prospice files as if they are local files on your PC.
+ BEWARE!! Do not be tempted to create files or copy files directly into Respice Prospice. Due to a limitation imposed by Google, files uploaded in this way will consume space in your personal (default 15GB) Google account, even though the files are physically stored in Ealing Rugby Shared Storage. Your must use DriveUploader to copy files into Respice Prospice. Read next FAQ to see how to use DriveUploader. Once this is done you may safely edit existing files.

Folder Structure for Offline Folders and Libraries

1. All content resides in the Ealing Rugby Club Shared Storage Area. The Storage Area resides on a server and is managed using the librarian1871@gmail.com account. Visit the README Guide which is located in the root folder for the Storage Area.
2. The Storage Area is safely backed up and it should be used to store all valuable content for the Ealing Rugby Club.
3. The Respice Prospice folder is found in the Storage Area.

Within the Respice Prospice folder there are five folders.
1. DriveUploader Folders. This is where uploads into Respice Prospice are delivered. Each upload is saved in a separate, timestamped folder. Due to technical issues all content that is created in Respice Prospice must be transferred to the DriveUpload Folders from local devices used by Club Members. Once uploaded the content is then Moved (do not Copy) into a suitable Offline Repository folder.
2. Offline Repository. This folder provides a secure storage area for all documents, videos and images which are waiting to be identified. Physical items are scanned or photographed and then placed in the Offline Repository. Digital items are immediately placed into the Offline Repository. When
3. There are three Offline Media Libraries:
+ Offline Media - primarily for documents, including spreadsheets
+ Offline Photos - These are managed using Picasa3. Use Picasa3 to facetag photos, amend Date Taken fields, and perform editing such as crop and enhance colours/contrast.
+ Offline Video and Audio Library = videos (primarily MP4) and audio files (primarily MP3)

How to add items to the Offline Media Libraries

1. Digital Assets that need to be prepared prior to being added to the Online Media Libraries can either be stored on a local PC or, preferably, stored in the Offline Respository. Using the Offline Respository means that the conetnts can be shared with many archivists and also ensures that these are stored securly on the Ealing Rugby Shared Storage Cloud server.
2. Prepare the Digital Artefacts to be added to the database. Documents must be converted to PDF format and, ideally, be OCR enabled. Images should be face tagged and MUST HAVE the Date Taken field populated.

DriveUploader is used to add Digital Assets to the Offline Repository. To do this follow these steps.
+ Before you can use DriveUploader you will need permissions. To do this contact archivist@respiceprospice.co.uk.
+ To copy files from your local PC to the DriveUploader folders visit this page www.respiceprospice.co.uk/driveuploader. Using this page you can add individual files or multiple files but not folders (this may be possible in a future upgrade). If you need to upload multiple folders seek support from the archivist@respiceprospice.co.uk.
+ After an upload request the files can be found here Respice Prospice/Drive Uploader Folders/TimestampedFolder.
+ Next MOVE (do not COPY) the files from your timestamped folder into a suitable folder in the Offline Repository.
+ A previously mentioned folders and files will remain in the Offline Repository until they are correctly identified and organised (Sleuthing) and formatted ready for transfer to the Offline Media Libraries. To do this you must MOVE (do not COPY) the folders or files into the appropriate Offline Media Libraries.

Guides for Online Libraries and Metadata

Places, Events, Digital Assets and Online Media Library

The Respice Prospice database structure is relatively simple as there are only four metadata element types - People, Places, Events, and Digital Assets plus an Online Media Library and an Online Video and Audio Library.

There is a mix of physical and conceptual relationships between the database elements and there are rules that govern these.

Physical Rules (controlled by the database) are:

1. Person can be bidirectionally linked to one or more Events.
2. A Place can be bidirectionally linked to one or more Events.
3. An Event can be bidirectionally linked to one or more People, and Places.
4. An Event can be unidirectionally linked to one or more Events. The Event that is used to create the link is the "Parent Event" and the linked events are one or more "Child Events".
5. A Digital Asset can be unidirectionally linked to one or more Events, People and Places.
6. A Person cannot be linked to a Physical Asset.
7. A Place cannot be linked to a Physical Asset.
8. An Event cannot be linked to a Physical Asset.
9. A Physical Asset can be linked to an Online Media Library document or image.

The Conceptual Rules are:

1. A Person can be linked to one or more Events and vice versa.
2. A Place can be linked to one or more Events and vice versa.
3. A Digital Asset image or document describes People, Places and Events and the Digital Asset is linked to the People, Places and Events to achieve this.
4. Events can be linked to Events on a parent to child basis.

How to add items to the Online Media Library

To populate the database it is recommended that you follow the steps below. There any many other ways that this can be done but it is easy to get confused so stick to these steps until you are very confident that you know what you are doing.

1. Documents and Images are added to the Online Media Library from the Offline Media Library.
2. From the Respice Prospice dashboard select Media Library + Add New. From here you can drag and drop items, or select items from a list for inclusion, from the Offline Media Library. Once the transfer has started WAIT FOR ALL media items to complete uploading before proceeding to the next step.
3. Once complete you can use Media Library to see the list of uploaded media items. All will be marked (Unattached) and will remain unattached until linked to a Digital Asset.
4. It will make life much easier if the Unattached list is small and largely (or mostly) associated with the Event that this batch of Digital Assets will be linked to. DO NOT litter the Media Library with Unassigned images or documents. Link these to a Digital Asset ASAP!!!

The next job is to link each Media Library document or image to a separate Digital Asset.

1. To link a media item to a Digital Asset select Digital Assets + All Assets. The select "Add New" from the top of the page.
2. "Add New causes a blank Digital Asset to be created. You MUST complete the Add title header field. The default field value will be the same as the Event that the Digital Asset will ultimately be linked e.g. "Tour to Germany 1996".
3. Optionally add a block of description. If this is an image it is very used to add "Photographer: Forename Surname".
4. Select and expand the "digital Asset Additional Info" tab and complete the "Digital Asset" date field.
5. Optionally change the Copyright field if copyright does not belong to "@ Ealing Football Club (RU)" e.g. "@ Copyright Wasps RFC" if a match programme was created by Wasps RFC.
6. Now select "Publish" from top right of screen.
7. Once the Publish event is complete a tab appears at bottom left "Saying Post updated. View Post". You MUST select "View Post". If you are too slow reselect the "Publish" button which is now renamed to "Update".
8. The rendered page on Respice Prospice now appears. Check this page carefully. The next action is to select "Edit Asset" from the black dashboard menu bar which runs along the top of the page. This takes you back into the dashboard on the edit page for the Digital Asset.
9. Now you are ready to add the image or document to the Digital Asset.
10. Select the Link Image/document tab within the Digital Asset record. Select the Add image/document button.
11. This causes a list of (Unattached) images or documents to be displayed. It will make life much easier if the Unattached list is small and largely (or mostly) associated with the Event that this batch of Digital Assets will be linked to.
13. Select the image or document and this automatically links it to the Digital Asset.
14. Job done! Unless there are problems linking the face tags to the People records. That's another topic.
Shortcut Tip
15. After you have created the first Digital Asset, and you wish to create another one with the same attribute, use the "Duplicate" button from top right to create an identical draft Digital Asset. Then edit this draft Digital Asset as above.

How to create a new Place

1. First check that the place does not already exist by searching for the Club or Event name via the Respice Prospice website and examining any linked Places.
2. From RespiceProspice Dashboard select Places/Add New.
3. Add the name of the location to the Title. (For example Vallis Way and not Ealing Rugby.)
4. Add the address to the body text.
5. Fill in Place Alias for example Northolt RFC.
6. Select an appropriate Place Type.
7. Add GPS coordinates. One easy way to find coordinates is to us Google Maps. Then double-click a place on the map and GPS coordinates are displayed in the place tab, and in the URL. Alternatively right-click on a location and left-click the GPS coordinates in the pulldown list.
8. Finally publish the Place.

Facetagging with Picasa3

Picasa3 for Windows - this is free download software HERE. Once downloaded ensure that these Settings are applied.
+ Tools/Folder Manager - Set Scan Once or Scan Always to the Photo Library folder or sub-folder
+ Tools/Backup Pictures
+ Tools/Name Tags - Set Enable Face Detection, Enable Suggestions, Thresholds = 90, Store Name tags in photo.

There are guides for using Picasa3 HERE and HERE. Contact archivist@respiceprospice.co.uk if you would like a copy of the existing photo database as this includes all existing Face Tag name definitions. If you need to create a new Face Tag name make sure to exactly match the name spelling for the corresponding Person record on Respice Prospice.

If any photo is modified, for example using "Crop" or "I Feel Lucky" then you must use CTRL-S to save the modification to Respice Prospice. Also when you finish a tagging session you must close Picasa3 to ensure that all tags are saved into the Picasa3 database.

Guides for Miscellaneous Activities

Obituaries and Valedictories

1. Edit person record and update the "Date of Death" field.
2. Create a new Deceased Digital Asset with title "Forename Surname Obituary".
3. Add a suitable portrait photo to the "Forename Surname Obituary" Digital Event and set the date to the date deceased.
4. Duplicate an existing "Forename Surname RIP" Event and use this as a template for the new record. Add Obituary and Valedictories as appropriate.
5. Link "In Memoriam" Event to "Forename Surname RIP" Event. (Do not do links other way around.)
6. Link "Forename Surname Obituary" Digital Asset to Person Record and "Forename Surname RIP" Event and "The Memorial Game" Event..
7. Edit "Memoriam" Event and add person to the table in Offline Media/Honours "In Memoriam" table. Use the In Memoriam Excel spreadsheet to create a new table entry and export/import a CSV table into the "In Memoriam" Event.

Wears That Hat Pages

1. When a WTH entry is submitted a message is sent to archivist@respiceprospice.co.uk
2. The message contains a WHO, WHAT, WHERE, WHEN message and a link to an uploaded photo.
3. Click on the File Upload link in the message and then "Save Image as" Forename+Surname+WTH in a local folder on your PC.
4. Now add this image to the Offline Repository.
5. Next, move the image(s) to the Offline Photo Library. If there are a few images to upload is will save time if you add all of these to the Offline Repository and then move all of these these to the Offline Photo Library.
6. Make any necessary changes to the photos in the Offline Photo Library using Picasa3.
7. Now move the images from the Offline Media Library to the Online Media Library, (If you know that the images are good you can skip step 5 & 6.
8. Next Duplicate an existing "Wears That Hat" Digital Asset, change the title to Forename+Surname+Wears+That+Hat, change the WHO, WHAT, WHERE, WHEN text.
9. Now Publish the new Digital Asset, then View it, and Edit it.
10. Attach the Forename+Surname+WTH, update date if one not embedded in photo, and link this to a Respice Prospice person if one exists using the Unrelated People List.
11. Link the Digital Asset to the Wears that Hat! Event using the Unrelated Events List.
12. Finally update the Google Map with the new WTH entry and add the URL for the Digital Asset to the map entry.

Update Wears That Hat! Map
The Wears That Hat map is hosted in the Google Map "Wears That Hat". Use Google Maps to manage this. Contact archivist@respiceprospice.co.uk if you need access permissions to edit this. To create a new map entry:
1. Open the Wears That Hat map. Using your Google account launch the Maps app, select Your Places/Maps Wears That Hat? Finally select "Open in My Maps".
2. Locate the place on the map and mark it using the Add Marker button.
3. Put the Person Name or Place into the Title. Add the URL of the Wears That Hat Digital Asset to the Body. Press Save.
5. Close the open "Wears That Hat" browser tab.
To edit an existing map pin follow the same process and click on an existing pin plus Edit to make any changes. To move the pin click on the pin, then click-hold on the pin to drag it to a new place and release-click to drop the pin.

How to scan documents and images using Canon 525i imageRunner

The Canon 525i imageRunner is the high performance, sheet feeding scanner/photocopier that is located in the Club's office at Vallis Way. This is excellent for copying whole documents or photos using the sheetfeeder or for rapidly copying newletters or booklets.

1. Turn on Canon 525i imageRunner. Switch is behind control screen.
2. Insert USB stick into port on right hand side of scanner. USB must be FAT32 format.
3. Select Scan and Store using touch control screen. Select appropriate folder to receive scans.
4. Select San Button from bottom right of control screen.
5. For PDF scan use following settings. Color: Auto. Resolution: 300 x 300 DPI. Scan Size: Use options on wall behind scanner. Legal is largest format.File Format: PDF OCR (Prioritise Precision). Optionally select 2-sided original if sheet feeding duplex pages. OK.
6. Now green light on green button bottom right is now on. Ready to go.
7. Load paper in sheet feeder and press green button.
8. Repeat for further documents from step 5. (No need to change settings if paper size etc are the same.
9. Scans take a little time to be processed so you can proceed to next document whilst this is happening.
10. To finish press conical hat button on bottom row to Remove Media. THIS IS IMPORTANT.
11. When Remove Media is confirmed remove USB.

Scanning One Sheet at a time

1. As above items 1 - 6.
2. Place document on scanner platen and press green button.
3. Repeat 2 until document complete. Then press "Start Storing".
4. Finish with items 9 - 11 above.

Scanning Images

1. As for scanning one sheet at a time but with different Scan settings. Color: Auto. Resolution: 600 x 600 DPI. File Format: JPEG.

Paper Sizes

Size H x W (mm) H x W (in)
4A0 2378 x 1682 93.6 x 66.2
2A0 1682 x 1189 66.2 x 46.8
A0 1189 x 841 46.8 x 33.1
A1 841 x 594 33.1 x 23.4
A2 594 x 420 23.4 x 16.5
A3 420 x 297 16.5 x 11.7
A4 297 x 210 11.7 x 8.3
A5 210 x 148 8.3 x 5.8
A6 148 x 105 5.8 x 4.1
A7 105 x 74 4.1 x. 2.9
A8 74 x 52 2.9 x 2.0
A9 52 x 37 2.0 x 1.5
A10 37 x 26 1.5 x 1.0

Legal 216 x 356 8.5 x 14.0
F/scap 203 x 330 8.0 x 13.0
Letter 216 x 279 8.5 x 11.0

Fullsize 223 x 360 8.8 x 14.2

How to scan documents and images using mobile phone

For small documents like newspaper clippings or small photos itscanning using a mobile phone is adequate. For this the simplest way is to use the native scanning features for Smartphones.
1. iOS: Open Notes and create a new note. Open Camera and tap Scan Documents. Position the camera over a document to automatically scan.
2. Android: Tap Google Drive > plus sign (+) > Create New > Scan. Position the camera over the document, tap shutter, tap check mark.

The native scanning produces reasonable results but does not support OCR (Optical Character Recognition) which enables search of words in the document. For OCR an app like Adobe Scan can be used. The free version of this app is very good. See more details HERE. But there are also many excellent scanning apps that support OCR for both iOS and Android.

Club Font Colours

Ealing Logo green R = 4, G = 101, B = 70, #046546
Ealing Logo orange R = 249, G = 168, B =26, #F9A81A
Ealing Logo logo red R = 237, G = 32, B = 36, #ED2024