Robert J. Dole Institute of Politics

Entermedia: Cataloging Archives Documents

All new scans should contain a basic level of metadata as outlined in Scanning: Verify in Entermedia. Sometimes older documents/images do not have have the basic metadata -- this should be added according to the Verify instructions mentioned above. In either case, documents used/created for researchers, courses, and other archives events/programs should be cataloged as described below to make them easier to find in the future.

 

Create Researcher/Event/Program/Class Collection

In the Archives Research Requests library, add a new collection in the following format:

Once the scans are in Entermedia, then you can add them to the collection. Do this by assigning them to the category for the collection (in the category picker, find the matching category under Collections \ Archives Research Requests).

 

Event/Program Type (3 places)

If a new scan or existing document will be used at an event, add it to the appropriate event/program type collection/category. There are a few places this needs to be done.

1. Pick the appropriate categories for this collection from Collections \ Events and Programs \ [program type]

Examples:  

  • Collections \ Events and Programs \ Humanities Kansas
  • Collections \ Events and Programs \ University Course
  • Collections \ Events and Programs \ K-12: Bishop Seabury
  • Collections \ Events and Programs \ K-12: High School

 

2. In the Edit Metadata view, select the appropriate Program Type.

Examples:

  • Community Group Presentation
  • University Course
  • K-12: High School

 

3. Also in Edit Metadata, select the particular Event where these documents will or have been used (see also Event Cataloging).

Examples:

  • KU Alumni Association Program: Your Story, His Story, The Legacy: Snapshots in Time from the Dole Archives
  • Bishop Seabury Field Trip: Archives Orientation 2017
  • University 101 Sports Class (This one could have a better title!)

 

Photos taken at an Archives Event/Program/Class

These photographs should be given to the Marketing Coordinator and go through the usual Events Photographs workflow and cataloging process.


Entermedia FAQ
What can I find in Entermedia?
Most files in Entermedia are DIOP event photos, videos, and transcripts dating from 2001 to the present. Thousands of digital photographs, documents, audio and video files from the Dole Archives Collections (everything in Archon and more) are also included. Additionally, all media from the DIOP and Dole Archives websites is available in Entermedia.
What can I use Entermedia for?
You can use Entermedia to find photographs and other archival materials for outreach, promotions and internal reference. Please note that while many images are in the public domain, many photographs are still under copyright. Additionally, Senator Dole has not granted the DIOP rights to his photos. Usage rights must be cleared through his staff. Please contact Archives Staff for assistance.
How do I find what I’m looking for in Entermedia?
Please see the section titled Searching in the Entermedia Guide following this FAQ. Full-text searching of documents is available. Please note that searching is only as good as the data available for each item.
I can identify a person in a photo. How do I add the name to the photo description?
If there are descriptions, keywords/tags, or people you’d like to add to an item, or if you would like to suggest corrections, please contact the Digital Asset Manager: Megan Macken, mmacken@ku.edu or 4-1402.
How do I share Entermedia items with people at KU?
Please see the section titled Sharing Files at KU in the Entermedia Guide following this FAQ. Please note that while many images are in the public domain, many photographs are still under copyright. Additionally, Senator Dole has not granted the DIOP rights to his photos. Usage rights must be cleared through his staff. Please contact Archives Staff for assistance.
How do I share Entermedia items with people outside KU?
Please see the section titled Sharing Files outside KU in the Entermedia Guide following this FAQ. Please note that while many images are in the public domain, many photographs are still under copyright. Additionally, Senator Dole has not granted the DIOP rights to his photos. Usage rights must be cleared through his staff. Please contact Archives Staff for assistance.
I have a lot of photos and files on my computer, how can I add these to Entermedia?
All files in Entermedia have been accessioned into the DIOP Archives and, as records, are generally no longer working files. Please contact the Digital Asset Manager to discuss archiving your digital records: Megan Macken, mmacken@ku.edu or 4-1402.
Who do I ask if I have questions or technical difficulties?
Please direct all questions about Entermedia to the Digital Asset Manager: Megan Macken, mmacken@ku.edu or 4-1402.