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In 2021 titles the first phase of Brill's Book Archive (BBA) project started. Titles with a copyright year in the period 2000 - 2006 were published as an online EBook. In addition, selected series were converted back to volume 1 and published as an EBook-series collection. Already before the first phase is completed, it was decided to continue with phase 2: converting all remaining titles with copyright year before 2000. Total number of titles is estimated at 14,000. As in the first phase, print files will be available for part of the titles. If not, a hardcopy will be necessary for scanning and creating the EBook package and a new print file. Part of these hardcopies are available at Brill's archive location. The process to convert these titles is described hereafter.

Process description BBA-2

the next table give a process description of processing the titles located in the Leiden archive (steps 1 to 12). This will be the first part of the BBA project. Simultaneously an overview can be made with print files that have no EBook version (step 13-14). Thee can also be uploaded to Straive for conversion. Thus the BBA-2 project can start without a full title listing, which is different from the first project. As soon as the contents of the archive is clear, an overview can be made of titles for which a stock copy is available (step 15-17). One copy of these titles will be shipped to Straive for conversion. After this the most complex part of BBA-2 starts, the sourcing of titles for which no hardcopy of print file is available at Brill.

Archive inventory and scanning

step	description	BRILL	Straive	deliverables
1	Pack all titles at the archive and ship to Straive	organize the packing and shipment. provide information for a rough selection (for example NOT the Collected Courses volumes).		Pallets with boxes
2	Prepare additional information for Straive	produce Excel overviews.		Overviews of available print files and cover files Listing of the contents of the archive
3	Check titles		create a listing with the following information: ISBN13 ISBN10 (if mentioned in hardcopy) title copyright year add the following information to each title: EBook available at brill.com Print file available in listing (step 2) cover file available in listing (step 2)	Listing of the shipment Overview of titles with their status and availability of files
4	Select titles	go through the overview produced by Straive and indicate if the titles should be scanned. check if title is part of BBA1.		Listing of the titles that need to be scanned
5	Scan inner work		scan selected titles and produce new print file.	Print files
6	Create cover files		create cover files if no cover is available.	Cover files
7	Upload print and cover files	upload files to Printforce and Bookmaster warehouse.
8	Change status in Klopotek	set status to Available.		ALL titles available in print

EBook package creation

step	description	BRILL	Straive	deliverables
9	EBook record	create EBook records. add collection information. add EISBN to overview of titles.		EISBN's
10	Create EBook package		convert print files in EBook packages with header xml.	EBook packages for brill.com Webready version of the inner work
11	Check EBook package	upload EBook packages to staging. check results.		Approved EBook packages
12	Publish EBook package	upload EBook packages to brill.com.		ALL titles available online

Print files

step	description	BRILL	deliverables
13	Select titles with print file	list all print files for which no EBook version is available. select if title should be included in BBA2.	Listing of print files that should be uploaded
14	Upload print files	upload print files to FTP server
	continue with step 9

Stock copies

step	description	BRILL	deliverables
15	Select titles from stock locations	list all titles with stock NOT included in: overview of print files (step 2) listing of the archive shipment (step 3)	listing of stock titles that should be processed
16	Request copies	request one copy at Turpin or Bookmaster
17	Ship copies	ship copies to Straive
	continue with step 5

Notes

All actions are based on the 13-digit ISBN. In case a hardcopy only lists a 10-digit ISBN, it needs to be converted.
The listing of the shipment (step 3) can be based on the Excel overview of the archive (step 2). Although the overview is pretty accurate, it will not match the contents of the shipment 100%. There will be some titles listed in the overview that are not included in the shipment as well as titles in the shipment that are not listed in the overview.