FTP Instructions for Scanned Readings

These instructions are for staff responsible for scanning and deposit of EReserve readings. Note that Reserves List supports ereserves only for participating units in the Harvard College Library.

Use these instructions to submit scanned page images to EReserves for archiving and PDF production. If you need to review the archive of existing TIFF files or need to regenerate a PDF from an existing TIFF, consult the Reserves List Library Tool. (In general, Reserves staff are responsible for regenerating PDFs.).

Contact the Reserves List support team in OIS if you need a login/password mentioned in the instructions that follow or if you have questions about this process.

Scanned image requirements
Batch XML file requirements
SFTP and archiving process
Sample batch run report

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Scanned page image requirements

Scanned page images for use in the EReserves system must be submitted as TIFF version 5 files. Files should be submitted without compression; the archiving process will apply Group IV compression.

The naming convention for TIFF files is 12345-001.tif (where 12345 is the Reserves List Citation ID, and 001 is the page image sequence number).

For exampe, a 5 page document described on Citation 32156 would have the following TIFF files:

32156-001.tif
32156-002.tif
32156-003.tif
32156-004.tif
32156-005.tif

Batch XML file requirements

Along with the TIFF files, you must transfer a single batch deposit file (that must be called batch.xml). This file contains the email addresses of staff to be notified when a TIFF transfer is complete. This is a very simple file; you can use the same one for every transfer (assuming staff contacts have not changed).

This batch.xml file is a simple text file with one element (<batch>) that contains your email addresses (use a comma to separate multiple addresses):

<batch>firstcontact@harvard.edu,secondcontact@harvard.edu</batch>

You can create this file with any text editing application.

SFTP and archiving process

Note that a single deposit can include TIFFs for multiple readings.

1. SFTP to ldidropbox.hul.harvard.edu and login with your EReserves "drop box" login.
2. Transfer all the TIFF image files to the /incoming directory. Remember to transfer these files using binary mode. Confirm that all files are present and that their names follow EReserves convention (12345-001.tif).
3. Transfer the batch.xml file to the /incoming directory and then log off. Your logoff will trigger immediate processing of the files. EReserves archive loader will combine TIFFs into a single PDF for each of the readings in the batch and email a batch run report to the list of addresses specified in the batch.xml file.  In the Reserves List Management Tool, all citation requests associated with this TIFF citation will have their status updated from 'In Process - Scan Requested' to 'In Process - Scan Completed'.
4. You can test for the PDF by following the links for each reading included in the batch run report.  You can access the PDF with a Harvard ID/PIN registered to use the EReserves Document Server Tool. You can use the course's guest login (available from the Reserves List Admin Tool).

Sample batch run report

Subject:  EReserves TIFF loading report [SUCCESS]
From:  rlist-dev@hulmail.harvard.edu
Date:  Sat, 2 Jul 2005 10:35:08 -0400 (EDT)
To:   ereserves_depositor@harvard.edu

332013: 18 TIFFS archived
332013: PDF created http://rlisttest.hul.harvard.edu:8090/rlist_eres/ereserves?citationId=332013