Documenting Invisible Digitization

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There are various kinds of digitization that we perform, for which we have nothing to show.

These include:

  1. corrective digitization (this includes deleting captures as well as recapturing them or correcting numbering errors or duplication)
  2. OCR Transcript Tiffs (where we capture typed transcripts, then discard them after collecting OCR)
  3. weeded or deleted collections (think rights issues, and duplication)
  4. offline digitization (done for others, not to go online, such as for donors, publications, web exhibits, etc.)

For each of these types of work, employees must document the work completed in their daily log.

The automated reporter for your daily log (developed by Jeremiah Colonna-Romano, our Digitization Manager) keeps each day's report in an XML file in a particular directory on the share drive.

Our Repository Manager, Jessica Anderson, is developing a script to collect these counts to incorporate them in the appropriate spreadsheet located in S:\Digital Projects\Organization\Digital_Program_Logs\TrackingOddities under the current fiscal year. In the meantime, any oddities digitization should be entered into those spreadsheets. If any items entered as offline are eventually put online, they should be subtracted from the offline count by tracking them as negative numbers in the spreadsheet.

Each month, any of these spreadsheets which have been updated since the previous month, need to be exported as tab-delimited text, overwriting the existing text file by the same name in that directory. The text files will be picked up and counted in our Monthly_Count.

Each fiscal year, a new directory needs to be created, and a new set of Excel files created using the templates in the Templates directory, incorporating the previous year's totals into the "Existing" columns for items and subitems, and then exported to create the first set of text files for count collection.