Albin O. Kuhn Library & Gallery - Staff Wiki

Retriever Weekly procedures - pdf

1. Set up folder for Retriever Weekly volume on the master file storage (NAS). 

O:\Retriever\issues\VOL ## yyyy-yy

2.  Save the file received from the Retriever Weekly

File name: UARC_RW_####(Year)_##(Vol#)_##(Issue/Number#).pdf Example: UARC_RW_2003_37_08.pdf
  • Always use two digits for the Issue number.

  • In some instances the issues are labeled incorrectly; always name our files correctly and we will note any discrepancies in our CONTENTdm metadata. 

  • During the summer session there are often a few issues called The Pretriever.  These should be numbered in accordance with the volume numbering scheme, but sometimes there are discrepancies.  For example, a Pretriever may be number Vol 38, No 1 and then the first issue of The Retriever Weekly may also be Vol 38, No 1. In this instance name the file for the Pretriever UARC_RW_2003_38_01PRE.  Ask the Archivist before deviating from the traditional naming format.

3. Open Project Client, open Retriever Weekly (collection) Retriever pdfs (project name).

4. Upload items to work space on Project Client.  Use Add Item option, click browse.

7. To edit the fields listed below, double click on icon of the paper.

Title: Retriever Weekly, The (Volume ##, Issue ##) OR (Volume ##, Number ##) Do not need to include leader 0s as we do in the file names.  May be Deceiver, Pretriever Weekly, etc.  Use the title that is on the front page of the issue.

Title - Alternative: When there is an alternate title (example: Deceiver, The) use the volume's set title (example: Retriever, The).

Volume: Volume ##, Issue ## OR Volume ##, Number ##. Do not need to include leader 0s as we do in the file names.

Date: Publication date, yyyy-mm-dd

Cataloger: your name: Lastname, Firstname

Related materials: Print copy available in Special Collections.

Number of pages: Add p. to the page number listed, example: 24 p.

Date - Digitized: Publication date, yyyy-mm-dd (should be automatically generated, double check)

Notes: Any additional information about the publication (wrong or missing issue #, special edition, etc)

Save using button located on the upper blue ribbon.

8. Some fields need to be populated at the page level also.


    1. Change the view of the metadata. Click View Structure > View Spreadsheet. This is located just below the Save button.

    2. Click on the top field for Publication Title, so that it is highlighted in blue.

    3. Select Edit > Fill > Fill Down.

    4. Repeat for Date, Creators, DCMI Type, and Work Type fields.

    5. Save using the button located on the upper left.

    6. Move to the next item using the Save & Next button in the upper right.

9. Upload the item (Also located on the upper blue ribbon). Lindsey will review, approve and index the collection.

Albin O. Kuhn Library & Gallery . University of Maryland, Baltimore County . 1000 Hilltop Circle . Baltimore MD 21250
(410) 455-2232. Questions and comments to: Web Services Librarian