The Plan: 2012-2013

From UA Libraries Digital Services Planning and Documentation
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UALIB FY 12/13 Priorities: Digital Services’ Proposed Contributions

Digital Services will support the University’s call to pursue economies and efficiencies which will enable internal reallocation of resources and lead to quality improvements by…

a) Continuing to regularly evaluate all workflows to seek methods of improvement

Measurement: at least one workflow improvement will be identified and implemented within the coming year.


  1. We clarified the roles for usage of blog, Facebook and Twitter to reduce duplication of effort and leverage each social media platform to best effect.
  2. We revamped our monthly count method to automate snapshot capture of all archival files (and online representations) across share drive and server, to include offline digitization measures, and to provide a semi-automated monthly report of progress, reducing error and saving us several hours each month.

b) Testing new monthly report interface for staff members to improve internal evaluations and monitoring

Measurement: all staff will provide monthly reports using the new "Shift Reporter" interface for 6 months, reporting any issues or drawbacks in their experience. Supervisors will monitor these reports and identify any problems or needs for improvement. At the end of 6 months, Digital Services will provide a written report to their AD on the pros/cons of this method of monthly reports.


  1. All staff members are utilizing the Shift Reporter interface to track and categorize their work, and provide monthly reports.
  2. Updates to Shift reporter interface include capture of goal alignment data within a shift record, bug fix to editing date field, fixes to increase the initial load time of the application, and inclusion of statistic collection for offline digitization
  3. Reports generated make it easy to determine where employees are spending their time, and enable us to refocus their efforts where they are most needed.

c) Modifying quality control processes to ensure team members are accountable to each other, to ensure quality production and avoid repair work

Measurement: Supervisors will review QC reports to verify that recurring problems are diminishing, and that this method of feedback is helpful. At the end of 6 months, Digital Services will provide a written report to their AD on the pros/cons of this method of peer QC feedback.


  1. The wiki documentation of QC processes was updated to reflect new policies. New standards were set for folder renaming to reflect status of content. A policy was established to require notification to supervisor if excessive errors are found during recheck, or if similar problems recur after first recheck. Recheck time is set for after preparation for upload, so entire set of directories is checked, not just scans, to prevent upload errors.
  2. Reviews of content by Head of Digital Services indicate that the quality of images captured has vastly improved with the instillation of these policies. Reviews continue.

d) Adding 3-month evaluation of new employees and additional review of all work during the initial 6 month period, with quarterly reviews of work thereafter

Measurement: Results of these reviews will be tracked in a spreadsheet, to assist in annual reviews. New employees who are failing to meet our needs will be dismissed at 3 months instead of at 6 months. Any problems which are uncovered will be remediated before they become huge; thus one measurement is the lack of large problems or problematic employees at the end of one year.


  1. In November we performed a 3 month evaluation of the new Digitization Outreach Coordinator, identified areas for focus in the coming months, and reassessed her support needs to ensure success. As a result of this process, she passed her 6-month evaluation with flying colors.
  2. At the end of January, we performed a 3 month evaluation of our new Repository Manager. This helped us identify areas for focus to ensure she succeeds. She has since passed her 6-month review.
  3. In March, we performed a 3 month review of the progress of our Digitization Technologist, and modified support needs, focus and goals appropriately. He has since passed his 6-month review.

e) Performing a user study with faculty researchers to determine their needs for access to and use of online primary source materials; this will inform our development focus and perhaps enable us to reduce some efforts where they are not needed

Measurement: An IRB protocol will be submitted. All involved staff will complete Human Subjects Research training certification. If IRB protocol is approved, and appropriate faculty are identified by subject liaisons and curators, all identified faculty will be contacted with information and an invitation. All such faculty who accept the invitation will be interviewed in spring 2013. Results of the interviews will be analyzed and presented (if accepted) at the 2013 fall SAA conference.


  1. An IRB protocol was drafted, submitted, and then revised and resubmitted in response to reviewer comments. All staff involved completed Human Subjects Research training and obtained certification. IRB protocol was approved. Head of Digital Services contacted curators and subject liaisons to solicit names of potential participants, which were combined with contact information into a spreadsheet.
  2. Potential participants were contacted with informed consent form and a request for participation. Questions were fielded and responses logged.
  3. An internal test of the interview process was conducted, and also the first interview with a faculty member
  4. Presentation proposal, and related panel, was accepted for presentation at the 2013 SAA conference
  5. 11 faculty researchers were interviewed, and results are currently being compiled.

f) Digitizing special collections materials for online delivery; this enables students, faculty and researchers to utilize special collections online, instead of requiring personal attention and library staffing and extended hours. Additionally, this protects the original materials by reducing handling during use, ensuring they last longer.

Measurement: Monthly counts of progress will be collected.


  1. September 2012: 264 items, 738 captures made. Busy repairing problems left by previous employees. Batch repairs completed.
  2. October 2012: 125 new items, 8719 captures made. Still repairing problems. More problematic repairs being addressed. 10 recaptures made. 68 captures made of transcripts for OCR.
  3. November 2012: Staff trained by archivists in methods of handling fragile materials. 393 items/722 captures made. 396 recaptures made. 3 duplicates deleted.
  4. December 2012: 571 items/995 captures made. 60 recaptures made.
  5. January 2013: 517 items/ 2401 captures made. 170 recaptures made.
  6. February 2013: 486 items /1763 captures made. 367 recaptures made.
  7. March 2013: 544 items / 3112 captures made. 42 recaptures made.
  8. April 2013: 586 items / 2259 captures made.
  9. May 2013: 510 items / 2320 captures made. 232 recaptures made.

Digital Services will increase the number of students it reaches through its programs and services by…

a) Engaging with GIS to develop a 15-minute module on Acumen for targeted UG English courses which require research into humanities

Measurement: One 15-minute module will be created within the coming year.


  1. Module was created by Outreach Coordinator in coordination with GIS librarian.
  2. Poster presentation about module has been accepted at ACRL.
  3. Module scheduled to be presented to EN 102-056 and EN 102-063 (instructor: Andy Currie) on 2/4/13
  4. Outline of module was developed and provided to supervisor.
  5. Module was presented and modified based on feedback, for future videotaping and presentation.

b) Engaging with subject liaison(s) to assist in providing support for students

Measurement: Digitization Outreach Coordinator will meet with at least one subject liaison to identify needs and develop collaboration. Requests from subject liaisons for identification of appropriate Acumen content will be responded to with helpful results within one week.


  1. List of suggested content was sent to subject liaison within 2 days of request. Digitization Outreach Coordinator met with subject liaison.
  2. Digitization Outreach Coordinator worked with the First Year Experience Librarian and an Instructor of English to develop a freshman composition course focused on primary sources found in Acumen.
  3. Poster presentation about this course has been accepted at ACRL. Abstract: “The Digitization Outreach Coordinator worked with Instruction Librarian Sara Whitver and English Instructor Jennie Vaughn in developing the curriculum for a proposed honors freshman writing course (EN 103). Its outcomes include (1) promoting participation of librarians in the development of first-year writing curriculum in order to ensure intentional inclusion of information literacy, (2) proposing closer collaborations between libraries and first-year writing instructors in order to establish the use of digitized collections as textbook alternatives, and (3) exploring ways to increase freshman usage of digitized collections in order to engage them fully in the information cycle.”

Digital Services will increase awareness and knowledge of its collections and e-resources among graduate students and faculty members by...

a) Engaging with GIS to provide guidance on how and when to use Acumen, and how to provide instruction on use when working with faculty and students

Measurement: Digitization Outreach Coordinator will meet with GIS staff; written evaluations of this meeting by participants will be solicited and reviewed.


  1. Digitization Outreach Coordinator met with entire GIS staff and provided presentation of how to use Acumen and what it contains. She obtained evaluations of her presentation.
  2. GIS supervisor asked for a repeat presentation every semester or year.

b) Continuing to post informative, entertaining blog/Facebook entries

Measurement: At least one informative, entertaining blog/Facebook entry will be posted weekly about new or existing content or DS initiatives/workflows.


  1. Postings are made weekly. DS head reviews them.

c) Continuing to provide sitemaps to search engines to index items and finding aids so they can be found online

Measurement: Google Analytics and Web Tools results will be reviewed at least quarterly to address any problems that arise, and to measure impact on access statistics.


  1. September 2012: Google Analytics and Web Tools reviewed, and found no unexpected problems.
  2. December 2012: Reviewed same, and found errors caused by removal of solr.xml files from Acumen area, and also incorrectly formed (by Google) URLS from geocoding experiment files; "alt" attribute considered a URL. Otherwise stats still good, growing slowly.

d) Continuing to "provide monthly updates of content" in Acumen to Curators, Metadata Unit, and others who request notifications

Measurement: monthly updates will occur.


  1. Postings are sent out monthly.

Digital Services will support the coordination/prioritization of programs and services promoted through a full range of public relations initiatives by ...

a) Channeling all proposals which may impact multiple departments through the Proposal form

Measurement: Digital Services will propose 2 or more projects within the next year.


  1. September 2012: proposed map project, which would entail metadata librarians determining what metadata to capture and how; DS folk locating a student to create the metadata and a faculty member willing to give the student credit for it, then overseeing metadata creation and making derivatives; and web services modifying search and display so content is accessible. We agreed to wait until spring 2013 to ask if web services thinks this is feasible. If so, we will propose the project officially.
  2. December 2012: proposed applying for NHPRC grant to help fund digitization of Gandrud papers. Completed project proposal form and submitted.

b) Posting notifications to UALIB and/or the intranet about any new or upcoming initiatives which may impact others in the libraries

Measurement: Any new initiatives at Digital Services which may impact others in the libraries will appear in postings to UALIB and/or the intranet.


  1. September 2012: sent notifications to Digital Humanities listserv and subject liaisons of wiki page of resources for content creators.
  2. October 2012: posted it to intranet.
  3. November 2012: posted about upcoming faculty researcher study on intranet
  4. December 2012: posted to intranet about digital preservation brown bag in digital humanities
  5. March 2013: posted to intranet about upcoming ASERL webinars on Digital Preservation

Digital Services will foster an environment of improved two-way communication and collaboration by…

a) Continuing to share information of current policies, procedures and methods on our wiki

Measurement: All new and modified policies and procedures will be posted to the DS wiki


  1. November 2012: Digitization Outreach Coordinator reviewed all wiki pages, created a spreadsheet and made assignments for attention, repair, updating and deleting.
  2. December 2012: Head of DS modified all the wiki pages requiring her attention and reviewed others, providing feedback.
  3. June 2013: Digitization Outreach Coordinator completed initial top-level reorganization of content.
  4. Ongoing: updated, changed, and new policies are recorded on the wiki as they occur.

b) Participating in committees and meetings on the library and university level

Measurement: DS staff/faculty will attend University and library committee/other meetings as appropriate.


  1. September: met with University Recreation Committee, DigiPres, Digital Programs Planning group, LFO Publications and Grants committee, LFO executive committee, Metadata meeting (MD), and all-Hoole meetings.
  2. October: met with DP, MD and all-Hoole.
  3. November: met with URec, MD, and all-Hoole.
  4. December: met with all-Hoole.
  5. January: Participated in URec meetings.
  6. February: participated in Library training sessions and URec.
  7. March: participated with MD, all-Hoole, and URec; assisted in LFO Publications and Grants committee seminar.

f) Sharing information about what we do with others in the libraries

Measurement: DS will share updates appropriately


  1. October 2012: posted 2 intranet entries on digital preservation: one on resources for content creators, and one asking for responses to a survey to identify topics for upcoming webinars
  2. November 2012: posted on upcoming researcher study
  3. December 2012: posted on upcoming brown bag presentation on digital preservation for content creators
  4. March 2013: posted on upcoming ASERL webinars on Digital Preservation
  5. May 2013: conducted three Job Family presentations