Robert J. Dole Institute of Politics

Scanning: Verify in Entermedia

Continued from Running the PostScan action


Where is my Scan?

All scanned files must be verified in Entermedia. They usually appear two days after scanning, but sometimes it may take longer. Consult Digital Asset Manager for additional information. If it's been awhile and your scan is just not showing up, go back into _NewScans/_Processed and look for filenaming errors. If it does, correct them there, and also in _NewScans/_Processed_MasterScanHolding.

Find your Scan

  1. Open Entermedia
  2. In the All Fields search box, enter all or part of the filename.
  3. Find the file in the results and click on it.

Edit Metadata

On the left side, click Edit Metadata.

  • Oh no! It can't be sideways!
    • Double check that all pages have been correctly scanned and rotated.
    • Label sideways scans as "rotateleft" or "rotateright" in the Tags field.

Under the General Tab:

Under the Dates tab:

  • Item Date
    • Add the Item Date in this format:
      • yyyy-mm-dd
      • yyyy-mm, if you don’t know the day
      • yyyy, if you only know the year
      • yyyy-mm-dd - yyyy-mm-dd, for a range of dates
      • yyyy - yyyy, for a range of dates, etc.
  • Dole Timeline
    • If your document or photo directly relates to a significant piece of legislation or other milestone in the Senators' lives or careers, select that moment from the Dole Timeline dropdown. If you think a new milestone should be added to the Dole Timeline, consult with Archives staff, and then add it to the Timeline module (this works the same way as adding people or subjects).

Under the Finding Aid tab:

  • The Archives Collection should already be selected.
  • Add the Box, Folder, and Series information as appropriate -- use Archon or the collection's finding aid in Entermedia as a guide.
  • Each dropdown is dependent on its higher level dropdown. So, for example, only boxes from the selected Collection show up, and only Series from the selected Collection show up, on down to sub-sub-series (hint: only the Photographs collection has sub-sub-series as of July 2018).
  • If there is no sub-sub-series in a sub-series, for example, an error message stating blahblah.xml will appear in the sub-sub-series area.

Scans for Researchers

Add scans for researchers to the appropriate collection in the Research Requests library. See Entermedia: Cataloging Archives Documents for additional information.


Click Save values.

Scanning Log

Enter today’s date in the Scanning Log column entitled “Date verified in Entermedia.”


For additional information, see Entermedia: Cataloging Archives Documents

Return to Digitization Workflows

Dole Institute Digital

Dole Archives digital asset management systemDole Institute of Politics' Digital Asset Management System

Scanning FAQ
It is taking forever to save, etc, etc. This folder is huge. Is there any way to hurry this up?
Stop appending! Create a new file when your scan reaches +/- 50 pages. If it is still really slow, just talk to the Digital Archivist.
I reached 50 pages, but I’m right in the middle of a multi-page document. Do I just stop scanning?
Keep related pages or documents together. If you need to make a file slightly more or less than 50 pages to keep documents together, that’s ok. The point is to keep PDF file sizes manageable.
Example: For constituent mail, the two letters to and from Bob Dole should be scanned into the same PDF file. Don’t scan two documents that go together into separate files.
So now I’m going to have 2 or 3 files for the same folder. What do I call them?
Follow the Filenaming Policy. The files will end with _part1.pdf, _part2.pdf, etc.
My shift is ending but I’m not done scanning the folder. What do I do with it?
Select Scan is Complete. Save with the appropriate filename (i.e. the identifier from the Metadata Database). The next person who scans will append their files to yours (up to 50 pages)
I’m starting my shift, but the person before me left off in the middle of a folder. What file do I use?
Usually, you will append your scans to the existing file for that folder. Make sure to stop when you get to +/- 50 pages.
I keep getting an error message when I try to append to an existing file. Why?!
This is because we scan in an archival format called PDF/A. Here’s the workaround: make sure the file is closed. Then try to append. It should work. If not, ask the Digital Archivist.
What do I do if I forgot to add metadata or need to add another keyword?
In Adobe Acrobat Pro, go to File > Properties… You will see the Document Properties box. Enter the additional data and press OK. See also Embedding Metadata.
I tried to enter additional metadata, but the boxes are grayed out or I can’t save it.
Please talk to the Digital Asset Manager. Or, record the data in the Scanning Log and enter it directly into Entermedia when you verify your scans.