CLS General Functions New Partner Setup and Maintenance on IA

Partner Collection Setup and Editing on the Internet Archive

These directions explain how one configures new partner collections on Internet Archive (IA). These directions can also be used to update the pages after initial setup.

Important resources:

• New Partner upload survey

• Folder of Partner logos

• Collection Descriptions

Part one: Setting up new collections for new partners on IA

This is process is to be done after the nomination phase closes each cycle for all new partners, so that new partners have at least their logo and contact information visible on IA before materials are uploaded.

• All actions in the following section assume you are logged into the general California Revealed IA account. If you use your personal account you may encounter permissions issues on IA.

Request new IA collections be created:

• Create a unique collection name for the collection's IA identifier, which will become the unique part of their collection's URL: eg https://archive.org/details/csusacramento and add it to the "IA Collection" field in the Partner's Organization page (directory can be found here: Partner List).

  • I.e. Partner: History Center of San Luis Obispo County; IA Page: historycenterslo

• Email IA Support, info@archive.org, and ask them to create the collection(s) as a related collection of californiarevealed.

  • Send them the collection name and the name of the institution. For example:

Partner Name	Partner IA URL
California State Parks, California Citrus State Historic Park	relevancyandhistoryproject
California State University, Long Beach	csulongbeach
California State University, Sacramento	csusacramento

• They will respond when the collection is ready to be used. This may take a couple of days if sending the requests in bulk.

Adding Partner Collection Page to California Revealed related collection list on IA:

• Go to the California Revealed IA collection page.

• Click on Edit.

• Scroll down and click add another field right above the Files, formats, derivations section.

• Name it related_collection and enter the partner's unique collection identifier, which is the value for Internet Archive Collection Link on the partner's collection page in the repository.

  • For example: History Center of San Luis Obispo County; IA Page Name: historycenterslo

• Click submit/save. Now the new collection will appear at the bottom of the list.

Collections should be alphabetized by the collection name that displays and not by the collection name that is added as the 'related_collection' value. Unfortunately, IA does not alphabetize the list. To achieve this:

• Click Edit on the California Revealed IA collection page again.

• Click add another field to create space to move the existing collection names into alphabetical order by partner name.

• Alphabetize partner collection names according to display name.

  • This is easier to do when referencing a copy of the Partner list export that is arranged alphabetically by partner name.

• Once finished, save the changes to the page.

• The collections should now be in alphabetic order based on their displayed name on the California Revealed IA collection page.

Setting up or editing Partner IA Collection Pages:

The processes for editing and setting up collections are the same.

• Go to Partner collection page, i.e. historycenterslo, and click on Edit on the right-hand side of page.

• If you do not see the edit button while logged into IA as California Revealed, email IA Support, info@archive.org, and request "Keys" to this collection.

• In the editing menu one will see a list of IA metadata fields that are used to describe the partner collection/organization.

  • At this point we are primarily interested in updating the description field for partners, but we may make use of more fields in the future (i.e. homepage, contact, etc.).

• Go to the description field text editing box, and enter the following information:

  • Collection Description (after upload) -- EAD compliant description of materials digitized/hosted by CA-R.org. Previously was the partner's about page text, which is still considered valid for IA, but not CA-R.org.

  • Contact Information:

    • Organization Name

    • Address

    • Phone: (if avalible)

    • Email (if avalible)

    • Website URL (if avalible)

• Once done editing the description field, save the page and review changes.

  • Examples of properly set up collections: Laguna Beach Historical Society, Headlands Center for the Arts, or University of California, Berkeley Art Museum and Pacific Film Archive.

Adding and updating Partner Logos on IA:

All Partners on IA should have their own organization logo visible on their collection page, and not CA-R's or IA's. This is to help partners with visibility in the community.

• Locate and download the Partner's logo to add to their IA collection.

  • Partner logos need to follow the image sizing requirements for CA-R.org, which requires that logos be a minimum of 500 x 500 ppi, and must be square.

  • Willow has created properly formatted logos for most partners. These are housed on SharePoint in the Folder of Partner logos. They are labeled by MARC code.

  • If you need help with getting a logo image properly formatted please contact Willow and copy the rest of the setup team.

• To add/update a partner collection logo on IA, go to the partner collection page and hover over the IA/CA-R/old logo image at the top of the partner collection page.

• This will bring up the options to Drag & Drop and image file here or Pick an image to upload. Click on Pick an image to upload.

• This brings up a finder window which will allow one to select the image file to be used as the logo, once selected click on choose.

• After the image is uploaded the page should refresh itself and show the new logo image.

  • Please contact the set up team if you have issues with this.