Awarded Overview

California Revealed (CA-R)

Award Letters

Overview:

Awarded: Indicates the object has been approved for inclusion in CA-R.  

• CA-R staff email the Partner an award letter, along with an .xlsx list of WFS Awarded objects, request additional metadata and/or changes as needed, with links to shipping guidelines. If any objects were declined, an explanation is given in the award letter. 

• CA-R Preservation Manager notes in the Partner Set(s) the material due date under WFS Awarded.  

• Partner prepares materials for digitization, enhances metadata, and ships materials to CA-R according to a designated schedule. 

• When Partner notifies CA-R that a shipment is in route, the Preservation Manager adds the shipment to the Partner Set.  

• CA-R Preservation Manager solicit bids from digitization vendors. 

Award letters:

Once the delivery schedule and emailer are agreed upon by the Production Managers, it is time to start drafting Award letters.

There are three .docx templates to use. These are tailored for particular mixtures of production streams within a collection. The first is for collections in the AV, NP, OS, and/or PT production streams. The second is for collections that are only in the DG production stream. The final template is for collections that are AV, NP, OS, and/or PT with DG objects awarded.

These .docx templates have to be customized to include the addressee name and address, the date the letter is to be sent, delivery date for objects/files, content types in the Partner Set(s), and the Preservation Manager sending the letter. These templates need to customized with references to deferred items and/or Declined records if applicable. The text blocks to use are located in a separate template.

Completed draft Award letters are saved to SharePoint in the grant cycles' Project tracking folder, in the Award letters sub-folder, which may be organized by Production Stream and then by MARC code. These files should be labeled using the CA-R file naming convention of: marc_grantcycle_stream-(s)_AwardLetter_date.docx.

• e.g. car_2018-2019_AV-OS_AwardLetter_2018-11-15.docx

After the drafts are completed the CA-R Director will sign the letters and create PDF versions of the letters.

Export metadata for an inventory

While awaiting the Director's review of the Award Letter, Preservation Managers may elect to start exporting metadata for the Partners they are responsible for emailing. There is a specific export for creating Award letter inventories on the Titles page in the Repository. DG stream objects make use of a blank template to have partners provide MD as a part of the submission process.

1. Go to the Titles page

2. Set filters for the partner, grant cycle and Awarded WFS

   a. Do not set the production stream for mixed collections

3. Hit apply to refine the results to the set filters

   a. Ensure that you have the desired results

4. Select all records

5. Click on the "Awarded All Data" export button.

6. The Repository will compile your filtered records and export a .csv file of the results

7. Review the results:

   a. If dissatisfied, double check filters and export again

   b. If satisfied, remove the following columns:

   i.  Node ID
   
   ii. Content Type
   
   iii. Grant/Cycle
   
   iv. Workflow State
   
   v.  Production Stream
   
   vi. Institution
   

8. Save the export as an .xlsx file following the CA-R file naming convention:

   a. e.g. car_2018-2019_AV-OS_AwardInventory_2018-11-16.xslx

9. Add the inventory file to SharePoint in the grant cycles' Project tracking folder, in the Award letters sub-folder, which may be organized by Production Stream and then by MARC code.

Emailing the Partner: Award Letter and Inventory

Once the Director has signed the letters, and the exports generated, it is time to tell the Partner the good news.

Much like the Award letter template there are three templates for the email itself to address particular collection situations.

1. The first is for collections in the AV, NP, OS, and/or PT production streams.
2. The second is for collections that are only in the DG production stream.
3. The final template is for collections that are AV, NP, OS, and/or PT and also have DG objects awarded.

These messages will be customized to address the partner lead, subject to mention particular partner with MARC code, and address the particular content types present.

Attach to the Award letter email the Award letter .pdf file and .xlsx Award inventory.

Send the Award letter to the Partner lead, copy all partner users, and copy the CA-R team.

Communicating with Partners during the Awarded WFS

Partners may have questions, comments, concerns or feedback during the period between being notified of Awarded and actually sending materials. They may provide information about objects that cannot be sent (this will be addressed in the next section).

It is important for CA-R staff to be responsive during this phase by encouraging partners to enhance metadata (especially description and subjects), give requested advice if appropriate, and provide information resources.

Partners are directed to notify CA-R staff when they ship materials to CA-R, or plan to drop objects off in person. The shipment information provided by the partner should be recorded in the Partner Set(s) objects belong to when it is provided (either by email or phone).

• To add a shipment to a Partner Set: 

  • Locate the desired Partner Set 

  • Open it for editing 

  • Click on the Awarded WFS tab beneath the Administrative Information section. 

  • Click on "Add new shipment" 

  • Complete the form that appears 

  • Once finished click on "Create shipment" 

  • Then save the Partner Set at the bottom. 

  • Shipment details should now appear under the Declined WFS on the view tab of the Partner Set. 

Once the shipment arrives at CA-R Staff begin the check-in process. This will be described in detail in the next section, WFS Physical Received.