Uploading files
A scan, a recording or a born-digital file is kept as an instantiation of the record it is a copy of: a rico:Instantiation, with its files. One record can have several: the paper original, a microfilm, a master scan and a later one. Each is described on its own, and each has its own persistent IRI.
Uploading a file
On a unit of description's page, open Instantiations: digital files and other carriers and use Upload a file, or add another carrier:
- Choose the file. The limit is set by the institution's installation, 60 MB unless it is raised.
- Give it a label and the language of that label.
- Optionally give the SHA-256 you expect, from the scanner or the depositor. A file that does not match is refused, so damage on the way is caught.
- Choose its availability: online, on request, withdrawn or lost.
- Save.
As the file arrives, the Workspace:
- takes its SHA-256 and keeps the file exactly as received, as the master, in the object store;
- scans it for viruses, where a scanner is set up;
- identifies its format against PRONOM;
- for an image or a PDF, makes a reference copy and a thumbnail to show it by; for audio and video, a viewing copy;
- reads its technical metadata, such as its dimensions, duration or EXIF, and proposes for review what a description could use;
- records each of these as a PREMIS event.
Leave the file empty to record a carrier with no file, such as the paper original, with its carrier type.
Many files at once
To give each file a unit of its own, as a series of page images or a run of photographs, use Import units into it on the record set, or set up a watched folder that takes files in as they arrive. See Importing and Scanning and watched folders.
Describing an instantiation
Describe instantiation records what is known of the copy: its carrier type, extent, dimensions, physical characteristics and notes, each with its RiC term. Fill in what you know; empty fields are left out.
The files themselves never change. A new scan is a new instantiation, not a replacement, so the record of what was received stays intact.
Viewing copies
The reference copy and thumbnail are made from the master. Make the viewing copies again remakes them, for instance after a watermark is set. Give your own copy replaces the reference copy or thumbnail with an image of your choosing, such as a better crop; remaking the copies puts the made one back.
Who sees the files
The public sees a file only if the record and the instantiation are published, the instantiation is online, and the rights in force allow it. A file kept back can still be asked for: Ask for access to these files sends an access request, and an approved request opens them to the person who asked. See Access requests.