Guide to Setting Up a New Metadata Creator

This guide will walk you through how to get a trainee set up for creating descriptive metadata for Clemson digital collections. 

Provide Training Materials

  1. To get them started, point the trainee to the How-To Guide to Clemson Digital Collections Metadata page in StaffWeb.
  2. They should first read through the documents and web pages under the Learn and Prepare section.
    1. Provide them with the name and identifier of the collection they’ll be working on so they know which Project Charter to read. For example, Mss90 Byrnes Photograph Collection.

Add a New User to Trello

  1. Navigate to and sign into Trello.com.
  2. Go to the Special Collections Digitization board.
  3. On the board menu below the Trello menu, on the far right, select Invite.
  4. Enter the new user’s email address and Send Invitation. This will alert them they are invited to the board.
  5. For their part, they will need to follow the instructions on the how-to guide for setting up Trello and accessing the board.
  6. Add them to their assigned card in the Metadata list so they can see what box they will be working on.

Provide Access to Digital Files

  1. Ensure your trainee can access the digital files, whether on Librack3 or in Box. 
    1. If using Librack3, provide them with the file path where they can find the images. For example, Byrnes Box 1 is at Z:\CLEM\JPEGs\Mss 90\Photographs\Box 1.
    2. If using Box, move the folder of files they’ll be working on into the appropriate SpecColl folder in Box. Invite the new user to the collection-level folder within SpecColl. For example, SpecColl\Mss 90 Byrnes.
  2. For their part, they will need to follow the instructions on the how-to guide for setting up the Librack3 network or accessing Box.

Add a New User in CollectiveAccess

  1. In CollectiveAccess, navigate to Manage > Access control
  2. In top right corner, click + New user
  3. Input new user information
    1. Use Clemson username from email address for User name
    2. Create a temporary password they will change later. 
    3. Confirm password.
    4. First name, Last name.
    5. Select Role of Researcher and Groups of Cataloger.  
    6. Save record.
  4. You will need to work with each user to help them change their password to something they will remember.
    1. Provide them with their username and temporary password. 
    2. For their part, they will need to follow the instructions on the how-to guide for setting up CollectiveAccess and changing their password.
    3. Once they inform you their password is changed, go back to Manage > Access control
    4. Find them in the list and click the paper icon on the right to edit. 
    5. Change their Role to Cataloguers.
  5. Now they should have their own password set up and can access all the capabilities catalogers have.