LCS Publications Scanning Project

The goal of this project is to create a complete database with electronic files of the entire LCS Publications Technical Report and Technical Memo collection.

Step 1:

• Create a folder (also called directory) in /afs/csail.mit.edu/u/m/mr/public/ called "lcs-pubs"
  • On your hard drive, double click on the afs icon and follow the folders to open a window in /afs/csail.mit.edu/u/m/mr/public/
  • Choose File>>New Folder from the menu bar, which will place an "untitled" folder into the directory
  • Name the untitled folder "lcs-pubs"
• Scan any remaining hardcopy documents to PDF format and place into that directory

Step 2:

• Consolodate all the existing electronic files into the "lcs-pubs" directory
  • From the finder, open a window at the top level of /afs/csail.mit.edu/u/m/mr
  • Open another window by double clicking on the lcs-pubs folder in /afs/csail.mit.edu/u/m/mr/public
  • Drag each electronic TM or TR file from the "mr" window into the "lcs-pubs" folder on the second window

Step 3:

• Rename each file by holding down your cursor and long-clicking on each file
• Use the standard LCS publications naming format: MIT-LCS-TR-xxx.pdf or MIT-LCS-TM-xxx.pdf (see examples below)
  • Example 1:
    • "MIT-LCS-TR-956-M. Badouiu, E. Demaine, M. Hajiaghayi, P. Indyk.pdf" is renamed to: "MIT-LCS-TR-956.pdf"
  • Example 2:
    • "MIT-LCS-TM-114 Dennis L., Fuller S., Ackerman W., Swan R., Weng K.-S.pdf" is renamed to: "MIT-LCS-TM-114.pdf"

Step 4:

• Process all files through Acrobat Professional to reduce file size
• Copy the processed files from your hard drive back to /afs/csail.mit.edu/u/m/mr/public/lcs-pubs/

Step 5:

• Copy files from /afs/csail.mit.edu/u/m/mr/public/lcs-pubs/ to /afs/csail.mit.edu/proj/pubs.lcs/www/data/pubs/pdf/
• take care not to overwrite any existing files

Step 6:

• Update the LCS Pubs MYSQL database using the phpMyAdmin interface
• https://mysql.csail.mit.edu/phpmyadmin/index.php?lang=en-iso-8859-1&server=1
• username: mr
• Call Annika for your password
• Tables to use:
  • publications
  • publication_files
  • lcs_groups
• Check each paper in order from the first one, taking care to cross reference the database to see if there is an existing record.
• Delete any record which does not have an electronic file in the directory
• Open each electronic file to verify that the file name and the actual paper are accurate
• Cross reference the metadata in the publications table as well as the publication_files table
• Edit any corrections as necessary, or create new records as needed
• Use the lcs_groups table as a key for the groups field
• Make a note to yourself at the end of the day, marking which record you've reached
• Any questions -- call Annika (3-0073) or email

-- AnnikaPfluger - 15 Dec 2006

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