The Plan: 2012-2013

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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. September 2012: 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.

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 report 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.


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

Measurement: Each staff member will be required to provide QC for content performed by other staff members, and to provide feedback on any problems found, copying supervisors on the results. The person whose digitization is being evaluated will correct any problems, and then the reviewer will again QC the content, cc’ing supervisors. In this manner, peer feedback will inform the training of each staff member to improve quality. 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.


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.


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. September 2012: IRB protocol has been drafted.

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 and shared.


g) Researching the feasibility for implementation of semantic web/linked data capabilities over our digitized content, to facilitate use and discovery and potentially reduce redundancy of information and propagation of errors

Measurement: A model will be developed and tested over a circumscribed set of parameters utilizing controlled vocabulary content already in use.


h) Assessing and selecting appropriate information for preservation and management of digital content to support long-term use, and identifying how best to capture and store this information, to ensure our investment in digitization is not wasted.

Measurement: Standardized Image and Audio schema profiles will be developed; software will be developed to capture as much of this information as is feasible; information which must be manually entered will be identified; reasonable workflows will be developed to capture this information as well.


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.

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

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.

c) Continuing to seek new and better methods for access and usability of online content

Measurement: At least one new model for browsing online materials will be developed and tested within the coming year. If approved, browse options for selected image collections by location (already developed) will be added to public web pages.

d) Posting updates about content and initiatives to Twitter

Measurement: Twitter account will be created; updates will be posted at least weekly; number of “followers” will determine level of success

e) Rotating content selected by Curators through tagging and transcription software to engage users in our digitized content.

Measurement: New content will be rotated into the tagging/transcription interfaces each semester; tags/transcriptions inserted there will be available in Acumen for search and retrieval on a regular basis.

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 in September 2012; written evaluations of this meeting by participants will be solicited and reviewed.

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.

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.

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

Measurement: monthly updates will occur.

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 Digital Programs group and then the Proposal form

Measurement: Digital Services will propose 2 or more projects to Digital Programs within the next year. If approved, Digital Services will then enter them into the Proposal form and submit.

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.

c) Supporting the development of technical and support infrastructure for the developing E-Science initiative

Measurement: DS Head will participate as requested in E-Science meetings and planning sessions, and will respond in a timely manner to requests for software development support and analysis

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

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.

c) Chairing the Digital Programs and DigiPres meetings and sharing minutes

Measurement: All Digital Programs and DigiPres meetings will be scheduled, convened, agendas set, and meeting minutes shared and posted.

d) Hosting regular potlucks at Hoole

Measurement: potlucks will occur at Hoole at least quarterly, with invitations to other units/departments as appropriate.

e) Seeking out opportunities for informal communications with members of other units and departments

Measurement: DS faculty/staff will respond to requests/needs which arise in other units/departments, inviting meetings to discuss and resolve issues.

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

Measurement: DS will develop a “Job Family” type module and present it to at least 2 other departments/units

g) Sharing updates on accomplishments and new initiatives

Measurement: DS will share at least monthly updates via social media

h) Sharing expertise

Measurement: DS will provide at least one informational presentation at a brown bag session and/or workshop

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