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--- en:madek:faq-for-student-assistants [2023/08/18 08:48] – [1. Share your work with ORC for review] hherold
+++ en:madek:faq-for-student-assistants [2023/08/24 10:29] (current) – [In this page] hherold
@@ Line 8: / Line 8: @@
   - [[en:madek:faq-for-student-assistants#preparations|Preparations]]
   - [[en:madek:faq-for-student-assistants#faq|FAQ]]
-    - [[en:madek:faq-for-student-assistants#what-can-should-i-upload|What can/should I upload?]]
+    - [[en:madek:faq-for-student-assistants#what-canshould-i-upload|What can/should I upload?]]
     - [[en:madek:faq-for-student-assistants#is-there-a-specific-log-in-i-should-use-for-uploading|Is there a specific log-in I should use for uploading?]]
     - [[en:madek:faq-for-student-assistants#which-file-formats-should-i-upload|Which file formats should I upload?]]
@@ Line 32: / Line 32: @@
 <orc@hfg-karlsruhe.de>
-Your work is roughly divided into three phases: 1. selection of material, 2. research and cataloguing (uploading), 3. transfer to the archive (ORC). This FAQ mainly deals with phase 2, which is specifically about working with the archiving software Madek.
+Your work is roughly divided into three phases:
+  - selection of material,
+  - research and cataloguing (uploading),
+  - transfer to the archive (ORC).
+This FAQ mainly deals with phase 2, which is specifically about working with the archiving software Madek.
 https://madek.hfg-karlsruhe.de
@@ Line 66: / Line 71: @@
 === Example ===
-In digital photography, proprietary file formats like CR2 and RAW are very common (to store the original, non-processed, lossless image data). Dependig on the settings, cameras very often automatically provide TIFF versions without compression of the same images. If the project you want to archive happens to have both, CR2 files and TIFF files of the same footage, please consider the TIFF files your "originals" and upload those. They provide a good balance between originality, quality and standard (except, of course, you have any reason against it, e.g. if originality plays a really important role in that project).
+In digital photography, proprietary file formats like CR2 are very common (to store the original, non-processed, lossless image data). Dependig on the settings, cameras very often automatically provide TIFF versions without compression of the same images. If the project you want to archive happens to have both, CR2 files and TIFF files of the same footage, please consider the TIFF files your "originals" and upload those. They provide a good balance between originality, quality and standard (except, of course, you have any reason against it, e.g. if originality plays a really important role in that project).
 If you think it's really hard to work with TIFFs on the internet, you're right. Normally you'd prefer JPG (compressed) which can save you a lot of space and/or bandwith. But for the archive, please don't compress original files, Madek will take care of this and generate different derivates on the fly that you can use for the internet – and you still have access to the TIFF which you may need, for example, for a printed publication.
@@ Line 81: / Line 86: @@
 The software Madek distinguishes between media entries and sets. Media entries are the fundamental elements in Madek. Each file you upload and equip with metadata is called media entry.
-A set on the other hand is a bit like a folder on a computer. You can group and organize media entries (and other sets) with them. But unlike folders, sets don't really "contain" what's "inside" them. No data gets copied if you add a media entry or another set to a set. Instead, the relation between the entities is stored. Hence any entry or set can be "part" of many sets at the same time. Another very important property of sets is that they store metadata.
+With sets on the other hand you can group and organize media entries (and other sets). Unlike folders on your computer, sets don't really "contain" what's "inside" them. No data gets copied if you add a media entry or another set to a set. Instead, the relation between the entities is stored. Hence any entry or set can be "part" of many sets at the same time. Another very important property of sets is that they store metadata.
 We expect that every project you catalogue in the digital archive is at least one set that carries one or more media entries and (if necessary) other sets. This structure facilitates the navigation, and all the visitors will be thankful. In our experience, it's good practice to connect entries to sets and then sets to other sets and not all the media with the superset. It just makes working with the material easier.
@@ Line 140: / Line 145: @@
 When you work as a student assistant on department archives, you have two roles that mix up in your account. Of course you own the copyright of your personal projects and probably have the right to publish them. But this is not true for material you upload as student assistant, because it's the work of somebody else. After you finished your job on the department archive, we will take over the material you cataloged by transferring permissions from your account to the archive-account, and you will be relieved of it.
 ===== How to hand over your work =====
-At some point you want to hand over your work to the ORC and the Archive. There are two different steps involved. At first, your contact person from ORC needs to review your work. If required, he/she will get back to you and ask you to either edit or complete certain entries. Once reviewed and approved, you will then hand over your work to the archive.
+When you finally want to hand over your work to the ORC and the Archive, you need to take two steps. At first, inform your contact person from ORC that your work can be reviewed. Please also send him/her any signed consent form you collected, if any. Once your work has been reviewed and approved, hand it over to the archive.
 ==== 1. Share your work with ORC for review ====
-As you might you know, Madek provides a fine-grained access management system. By default, only you can see and edit your media entries and sets. For the review process though, ORC personnel need access to your work on the department archives. This means you need to share all respective media entries and sets with the group **ORC**. Here's how:
+For the review process, ORC personnel need access to your work on the department archives. Madek provides a fine-grained access management system. By default, only you can see and edit your media entries and sets. This means you need to share all respective media entries and sets with the group **ORC**. Here's how:
 [[en:madek:how-to#edit-permissions|How to set permissions in Madek]]
-It's very important to share every single media entry and every set. You might think that setting the permissions of a set might be enough to share everything this set contains. This is not the case! Permissions are always valid only for one item (media entry/set). To share multiple items at once, please use batch processing (see above).
+It's very important to share every single media entry and every set. Setting the permissions of only a set is NOT enough to share everything connected with this set. Permissions are always valid only for one item (media entry/set). To share multiple items at once, please use batch processing (see above).
-Once you're finished, get in touch with your contact person. Inform him/her that he/she can now begin to review your work.
+Once you've set permissions, inform your contact person that he/she can now review your work.
 ==== 2. Finally hand over your work to the archive ====
-Once your media entries and sets have been approved by the ORC (see above), you have to hand over your work to the archive. Unlike sharing your work, you now transfer the basic responsibility for the media entries and sets to the archive. In effect, you will no longer be able to edit them (the archive becomes responsible instead of yourself).
+Once your media entries and sets have been approved by the ORC (see above), you need to hand over your work to the archive. Unlike sharing, you now transfer the basic responsibility for the media entries and sets to the HfG Archive. In effect, you will no longer be able to edit them (the archive becomes responsible instead of yourself).
-Transfer responsibility of multiple media entries at once:
-{{ :en:madek:transfer_multiple-entries.mp4?450x300 | Screencast: Transfer responsibility of multiple media entries at once }}
-Transfer responsibility of a single media entry:
-{{ :en:madek:transfer_single-entry.mp4?450x300 | Screencast: Transfer responsibility of a single media entry }}
-Transfer responsibility of a set:
+[[en:madek:how-to#transfer-responsibility|How to transfer responsibility]]
-{{ :en:madek:transfer_set.mp4?450x300 | Screencast: Transfer responsibility of a set }}
+Please make sure to transfer responsibility to **HfG Archive (Verantwortungsgruppe)**. The term "Verantwortungsgruppe" means "delegation". A delegation is a specific type of group in Madek, designed for exactly this purpose.
-Please make sure to transfer responsibility of every media entry and every set to **HfG Archive (Verantwortungsgruppe)**. The term "Verantwortungsgruppe" means "delegation". A delegation is a specific type of group in Madek, designed for exactly this purpose.\\
+As with sharing, it's very important to transfer responsibility of every single media entry and every set. Transferring only a set is NOT enough to transfer everything connected with this set. The transfer always applies only to one item (media entry/set). To transfer multiple items at once, please use batch processing (see above).
-Once you have completely transferred the responsibilities, please inform your contact person at ORC about it.
+Once you have completely transferred the responsibilities, please inform your contact person at ORC.
 ===== Troubleshooting =====