Portal Model 2 Project Steps

In this model, you are responsible for providing information about your collection, preparing and shipping your materials, and creating metadata. We scan your items and process, upload, and digitally preserve your final content. Here are the steps for completing your project:

Before the project begins, you will:

View these steps as a printable checklist: Word | PDF

When your materials reach the Digital Projects Lab, we will:

  • Confirm delivery of shipped materials
  • Check shipments against packing lists and communicate any discrepancies to you
  • Evaluate condition of your materials for scanning and communicate any problems to you
  • Scan items
  • Complete upload of files to the Portal
  • Send you status updates as requested
  • Notify you of project completion

After your project is uploaded, we will:

  • Send you copies of your digital images. Note: If your content files exceed 15 gigabytes, you will need to provide us with a USB 2.0 portable hard drive on which to ship your images
  • Notify you when your collection is available in the Portal
  • Invoice you for cost recovery (if applicable)
  • Re-inventory and pack your materials
  • Ship your materials or notify you that they are ready for pick-up
  • Set up your editing system account (user names and passwords)
  • Provide training on the Portal’s editing system for metadata records
  • Review your initial ten metadata records and provide feedback

After your project is uploaded, you will:

  • Create metadata records that comply with our Input Guidelines
  • Submit your first ten records to the Digital Projects Lab for review
  • Make any corrections required by the Lab and then create metadata records for your remaining items
      • Complete your metadata within 6 months if you have fewer than 500 items
      • Complete your metadata within 1 year if you have more than 500 items