Digital surrogates

Digital surrogates are the media (files) associated with documentary items registered in Fonds and Collections. They may be the result of digitization or born-digital records.

Who can do it

• Place Admin: registers and replaces media within the scope of the Place.
• Technical staff: registers media according to the instance’s permissions.

Supported media types

When registering/editing a File or Item (or another component that allows media), you choose the “Media Type”:

• Single Image
• Double Image (front and back)
• Album (multiple images)
• Audio
• Video

How to add or update media

1. Open the registration/editing form for the File or Item.
2. Go to the “Media” tab.
3. Fill in the “Media Title” (recommended for organization).
4. Select the “Media Type”.
5. Upload the file(s) according to the type:
6. Single Image / Audio / Video: 1 file
7. Double Image: 2 files (front and back)
8. Album: select multiple images
9. Save.

Notes:

• When new media are uploaded for the same record, the system replaces the previous media of that type.
• For better performance, images are automatically resized/optimized (for example, size and resolution adjustment to around 75 dpi).

In the Media tab, enter the media title, select the type, and upload the corresponding files.

Use with bulk import

It is possible to import records in bulk and, optionally, upload a .zip file with the media. See: Bulk data import.

Common problems

• “A file is required”: the selected type requires file(s); check that you attached them correctly.
• In Double Image, front or back is missing: upload both files.