By Stephanie Gilbert
As mentioned in previous blogs about the Zeutchel and James Clyburn, Digital Collections is working with materials from the South Carolina Council on Human Relations (SCCHR), a prominent civil rights organization in the South. In 2020, we received a Digitizing Hidden Collections Grant through the Council on Library and Information Resources. Since January we have been working through the metadata. Our team has met several times to create metadata guidelines specific to the SCCHR Collection.
This project’s metadata is entered in a hierarchical structure, meaning overarching information is entered for the folder to summarize the entirety of its contents followed by more specific metadata at the item level with more specific information. The folder description broadly examines the larger themes of all items in a physical folder while the item descriptions are specific to the individual speeches, correspondence, documents, etc. The three following images show the various stages of metadata completion. Image one depicts the first stage of data entry in Microsoft Excel. The peach-colored row contains folder level metadata while the following rows contain item level metadata, with the fill color alternating for every other item. Some fields (columns) have the same information throughout the spreadsheet, but several are blank as not all data is needed for individual items.
To edit and upload the metadata for a collection we utilize ContentDM, a content management system. This system allows us to review, edit, and upload the materials. In image two, you can see the folder level title highlighted at the top of the box to the left. The text expanded under that is the item level data. In the box to the right, the metadata assistant can make final edits. Image three shows the same folder information online from the user end. These two images show the difference between what we see compared to the user’s view.
The SCCHR saw a great deal of change over the years and did an excellent job of saving related documents. This means that we really have to stay on our toes to keep up with this metadata, but the end result is incredibly rewarding. At the end of May, we were able to upload our first batch of metadata which is now accessible online. We are excited to share these updates and hope you enjoy taking a look at our recent work. Stay tuned for more updates of our journey with this grant project!