The Plan: 2013-2014

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'''Measurement''':  At least one workflow improvement will be identified and implemented within the coming year.
 
'''Measurement''':  At least one workflow improvement will be identified and implemented within the coming year.
  
* Our first script to link digitized content into finding aids was for manuscript items, for which the collection was described to the folder level, and the box and folder numbers were included in the metadata for the items.  Last year, we began to receive image collection finding aids, described at the item level, and containing a form of image identifier for each description, so a separate linking script was created for this process.  Then the archivists began including image collection content in the manuscript finding aids, which currently requires both processes to be run sequentially.  Additionally, mass-digitized collection finding aids were modified, inadvertently overwriting the versions which contained all the links.  Clearly, we need a way to combine the linking and relinking of content into finding aids into a single process that manages all these variables.  We decided it should extend to linking in content that is currently not linked, due to lack of containers in the finding aid, missing folders, or duplication of other entries.   
+
* '''Proposed combining EAD linking scripts.''' Our first script to link digitized content into finding aids was for manuscript items, for which the collection was described to the folder level, and the box and folder numbers were included in the metadata for the items.  Last year, we began to receive image collection finding aids, described at the item level, and containing a form of image identifier for each description, so a separate linking script was created for this process.  Then the archivists began including image collection content in the manuscript finding aids, which currently requires both processes to be run sequentially.  Additionally, mass-digitized collection finding aids were modified, inadvertently overwriting the versions which contained all the links.  Clearly, we need a way to combine the linking and relinking of content into finding aids into a single process that manages all these variables.  We decided it should extend to linking in content that is currently not linked, due to lack of containers in the finding aid, missing folders, or duplication of other entries.   
  
 
''Progress Report'':
 
''Progress Report'':
December:  Completed combination of all the scripts, plus extensions of capabilities;  automated the process.  This now saves several hours of work each month, a lot of confusion, and has enabled us to link in almost 10,000 more digitized items.   
+
December:  Completed combination of all the scripts, plus extensions of capabilities;  automated the process.  This now saves several hours of work each month, a lot of confusion, and has enabled us to link in almost 10,000 more digitized items immediately. 
 +
As of June 2014: we had linked 72,256 items into 324 collection descriptions.   
  
* Proposed that we use Google Analytics to track results of Wikipedia, blog, Facebook, and Twitter efforts to determine the impact of our various marketing methods. By identifying the ones that are driving the most patrons to our Acumen site, we can intelligently reduce our efforts while focusing on the venues that offer the greatest results.  
+
* '''Proposed automated inclusion of simple metadata''' (such as captions for images in scrapbooks, stub MODS for scrapbook pages to support tagging at all levels) to provide increased usability at a low cost.
  
 
''Progress Report:''
 
''Progress Report:''
 +
January: Added additional functionality to the Scrapbook QC Scripts, and updated the various makeJpegs scripts to function better with our current workflows.
 +
February:  Modified scrapbook derivative-creating script to automatically generate templates for items, pages, and subitems as needed during upload.  This enables staff to digitize and upload scrapbooks from any collection without prior preparation by DS head.
  
 
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In September, we modified our definitions of categories to more closely resemble how we used them. Outputs are shared monthly with our Associate Dean.
 
In September, we modified our definitions of categories to more closely resemble how we used them. Outputs are shared monthly with our Associate Dean.
 
In December, we determined that category outputs are not sufficient;  we also need to be able to compare capture hours to production levels, so in January all staff will again enter in item and image counts for each span of capture time.
 
In December, we determined that category outputs are not sufficient;  we also need to be able to compare capture hours to production levels, so in January all staff will again enter in item and image counts for each span of capture time.
 
+
In February, determined that we need monthly export features to automatically pull item counts and image counts.
 +
Due to other pressing work, this has not yet been automated, but it is not time consuming to collect.
  
 
----
 
----
  
  
'''c) Assess impact''' of Digital Services’ efforts to increase awareness and knowledge of digital collections.
+
'''c) Assess impact''' of Digital Services’ efforts to increase awareness and knowledge of digital collections. We proposed that we use Google Analytics to track results of Wikipedia, blog, Facebook, and Twitter efforts to determine the impact of our various marketing methods. By identifying the ones that are driving the most patrons to our Acumen site, we can intelligently reduce our efforts while focusing on the venues that offer the greatest results.  
 
    
 
    
 
'''Measurement:''' Digitization manager will use Google Analytics to track and compare results of efforts to use social media for publicity of content;  he will iteratively report on findings, which will be used to guide future efforts.
 
'''Measurement:''' Digitization manager will use Google Analytics to track and compare results of efforts to use social media for publicity of content;  he will iteratively report on findings, which will be used to guide future efforts.
  
 
''Progress Report:''  
 
''Progress Report:''  
In December, Digitization Manager pulled first quarter reports and developed initial assessment of relative values of social media, to be reported in January.  
+
In December, Digitization Manager pulled first quarter reports and developed initial assessment of relative values of social media, which were reported in January.
 +
 
 +
In March, Digitization Manager pulled 6-month reports and compared them with 6-month reports from a year prior, providing synopsis for consideration.
 +
 
 +
As a result of these findings, we decided to reduce support for Twitter (to mainly promoting the blog and sharing images), and focus on humor on Facebook, as that has the most impact.  We are seeking alternative methods to evaluate the blog, as it is also used to share our processes, not just drive traffic.  Wikipedia remains our top method of redirecting users to Acumen, and also requires the least input.  We will explore strategic methods to further our postings in this venue.  
  
 
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'''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.
 
'''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.
  
 +
''Progress Report:'' In April, the Digitization Outreach Coordinator fulfilled a request from Gorgas Information Services, providing images from Acumen to support a program introducing the college experience to potential students.
  
 
----
 
----
 
 
 
  
 
==  Digital Services will increase awareness and knowledge of its collections and e-resources among graduate students and faculty members by... ==
 
==  Digital Services will increase awareness and knowledge of its collections and e-resources among graduate students and faculty members by... ==
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'''Measurement:''' Digitization Outreach Coordinator will provide instructional material to GIS and Special Collections staff.
 
'''Measurement:''' Digitization Outreach Coordinator will provide instructional material to GIS and Special Collections staff.
  
 +
''Progress Report:'' Digitization Outreach Coordinator has answered various patron questions via Special Collections staff and is putting together materials about using Acumen, pending rollout of Acumen's new asset viewer.
  
 +
As of March 2014, Digitization Outreach Coordinator has drafted Acumen help pages, and solicited suggestions for improvement. 
 +
In May 2014 she requested linking to them from Acumen.
 
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October:  Head of Digital Services met with metadata librarians to discuss these issues.  One of the metadata librarians was assigned to the task.  Offered continuing assistance and support as needed to this librarian.   
 
October:  Head of Digital Services met with metadata librarians to discuss these issues.  One of the metadata librarians was assigned to the task.  Offered continuing assistance and support as needed to this librarian.   
 
December: Metadata librarian hopes to share progress in January.
 
December: Metadata librarian hopes to share progress in January.
 +
February:  Metadata librarians announced that they have suspended Metadata Meetings indefinitely.
 +
March:  Contacted metadata librarian most involved in the project and asked for status update, and offered help.
 +
April:  met with metadata librarian and discussed options.
 +
May:  requested notification of when encodings are made live so we can track stats.
 +
 
----
 
----
  
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''Progress Report:''
 
''Progress Report:''
Outreach Coordinator developed short descriptions for each of the categories selected by archivists, and analyzed available content and linkability to develop canned links for each category.  With Digitization Manager, created appropriate icons for each category.
+
Outreach Coordinator developed short descriptions for each of the categories selected by archivists, and analyzed available content and linkability to develop canned links for each category.  With Digitization Manager, created appropriate icons for each category. After content review and approval by archivists (March 2014) and formatting suggestions from Web Services, Outreach Coordinator has created category browse pages in Drupal.
  
 
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'''Measurement:''' Monthly updates will occur via email, in either XML or Excel form as requested.
 
'''Measurement:''' Monthly updates will occur via email, in either XML or Excel form as requested.
 +
 
''Progress Report:'' this is happening monthly.
 
''Progress Report:'' this is happening monthly.
  
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''Progress Report:''
 
''Progress Report:''
 
December: Outreach Coordinator and Head outlined potential policies and workflows for various types of requests ("Red Carpet" projects) coming into Digital Services. Outreach Coordinator created diagrams to elucidate.
 
December: Outreach Coordinator and Head outlined potential policies and workflows for various types of requests ("Red Carpet" projects) coming into Digital Services. Outreach Coordinator created diagrams to elucidate.
 +
 +
March:  Proposed possible method of supporting Acumen faceting, which would require working closely with Acumen programmer, and possible involvement of metadata librarians, if only to approve use of MODS extension section. This was approved by AD without the Project Proposal form, as the work involved was primarily by DS head, and the programmer work was in line with his next set of priorities.
  
  
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'''Measurement:''' Any new initiatives at Digital Services which may impact others in the libraries will appear in postings to UALIB and/or the intranet.
 
'''Measurement:''' Any new initiatives at Digital Services which may impact others in the libraries will appear in postings to UALIB and/or the intranet.
  
 
+
No such initiatives have been undertaken.
 
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*December, 2013: Head updated EAD linking and workflow pages to reflect changes
 
*December, 2013: Head updated EAD linking and workflow pages to reflect changes
 +
*Continual updates to wiki made by Outreach Coordinator.
 +
*Audio updates made by Digitization Technologist.
 +
 
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* Head attended TLC meeting for AD, reporting back with recap of meeting.
 
* Head attended TLC meeting for AD, reporting back with recap of meeting.
* Attended Library Forum
+
* Repository Manager was elected to represent the Libraries in the Professional Staff Assembly
 +
* Outreach Coordinator participated in LFPO Ad Hoc Committee on Professional Staff Representation
 +
* Attended Library Forums
 
* Attended Metadata meetings
 
* Attended Metadata meetings
 
* Attended and participated in Digital Humanities meetings
 
* Attended and participated in Digital Humanities meetings
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'''c)  Sharing information''' about what we do with others in the libraries.
 
'''c)  Sharing information''' about what we do with others in the libraries.
  
'''Measurement:''' In the fall of 2013, DS provided multiple open house tours of its facilities and demonstrated its workflow.
+
'''Measurement:''' DS will provide open house tours of its facilities and demonstrate its workflow.
 +
 
 +
''Progress Report:'' In the fall of 2013, DS provided multiple tours to UA libraries faculty and staff.

Latest revision as of 14:58, 3 June 2014

UALIB FY 13/14 Priorities: Digital Services’ Proposed Contributions

Contents

[edit] 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.

  • Proposed combining EAD linking scripts. Our first script to link digitized content into finding aids was for manuscript items, for which the collection was described to the folder level, and the box and folder numbers were included in the metadata for the items. Last year, we began to receive image collection finding aids, described at the item level, and containing a form of image identifier for each description, so a separate linking script was created for this process. Then the archivists began including image collection content in the manuscript finding aids, which currently requires both processes to be run sequentially. Additionally, mass-digitized collection finding aids were modified, inadvertently overwriting the versions which contained all the links. Clearly, we need a way to combine the linking and relinking of content into finding aids into a single process that manages all these variables. We decided it should extend to linking in content that is currently not linked, due to lack of containers in the finding aid, missing folders, or duplication of other entries.

Progress Report: December: Completed combination of all the scripts, plus extensions of capabilities; automated the process. This now saves several hours of work each month, a lot of confusion, and has enabled us to link in almost 10,000 more digitized items immediately. As of June 2014: we had linked 72,256 items into 324 collection descriptions.

  • Proposed automated inclusion of simple metadata (such as captions for images in scrapbooks, stub MODS for scrapbook pages to support tagging at all levels) to provide increased usability at a low cost.

Progress Report: January: Added additional functionality to the Scrapbook QC Scripts, and updated the various makeJpegs scripts to function better with our current workflows. February: Modified scrapbook derivative-creating script to automatically generate templates for items, pages, and subitems as needed during upload. This enables staff to digitize and upload scrapbooks from any collection without prior preparation by DS head.



b) Testing changes to the monthly report interface that will allow staff members to better evaluate and make reports to others about the unit's activities.

Measurement: All staff will use the new Category feature in the "Shift Reporter" interface for 3 months (starting October 2013) and will use that feature to generate group statistics about work efforts. At the end of 3 months, staff will report any issues or drawbacks in their experience. Supervisors will consider these reports and identify any problems or needs for improvement.

Progress Report: In September, we modified our definitions of categories to more closely resemble how we used them. Outputs are shared monthly with our Associate Dean. In December, we determined that category outputs are not sufficient; we also need to be able to compare capture hours to production levels, so in January all staff will again enter in item and image counts for each span of capture time. In February, determined that we need monthly export features to automatically pull item counts and image counts. Due to other pressing work, this has not yet been automated, but it is not time consuming to collect.



c) Assess impact of Digital Services’ efforts to increase awareness and knowledge of digital collections. We proposed that we use Google Analytics to track results of Wikipedia, blog, Facebook, and Twitter efforts to determine the impact of our various marketing methods. By identifying the ones that are driving the most patrons to our Acumen site, we can intelligently reduce our efforts while focusing on the venues that offer the greatest results.

Measurement: Digitization manager will use Google Analytics to track and compare results of efforts to use social media for publicity of content; he will iteratively report on findings, which will be used to guide future efforts.

Progress Report: In December, Digitization Manager pulled first quarter reports and developed initial assessment of relative values of social media, which were reported in January.

In March, Digitization Manager pulled 6-month reports and compared them with 6-month reports from a year prior, providing synopsis for consideration.

As a result of these findings, we decided to reduce support for Twitter (to mainly promoting the blog and sharing images), and focus on humor on Facebook, as that has the most impact. We are seeking alternative methods to evaluate the blog, as it is also used to share our processes, not just drive traffic. Wikipedia remains our top method of redirecting users to Acumen, and also requires the least input. We will explore strategic methods to further our postings in this venue.


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

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.

Progress Report: In April, the Digitization Outreach Coordinator fulfilled a request from Gorgas Information Services, providing images from Acumen to support a program introducing the college experience to potential students.


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

a) 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. Progress Report: see Records_of_Progress!



b) Engaging with GIS and Special Collections to provide guidance on how use Acumen, and how to provide instruction on use when working with faculty and students.

Measurement: Digitization Outreach Coordinator will provide instructional material to GIS and Special Collections staff.

Progress Report: Digitization Outreach Coordinator has answered various patron questions via Special Collections staff and is putting together materials about using Acumen, pending rollout of Acumen's new asset viewer.

As of March 2014, Digitization Outreach Coordinator has drafted Acumen help pages, and solicited suggestions for improvement. In May 2014 she requested linking to them from Acumen.



c) Post informative, entertaining blog entries and engage with users via social media when appropriate.

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

Progress Report: please see Our blog!



d) Facilitate implementation of Schema.org encodings for increased web search engine support of digital collections

Measurement: Head of Digital Services will meet with metadata librarians in the fall of 2013 to assist in preliminary mapping, development, and support, providing suggestions, recommendations, and guidance where needed. If and when implementation is released to production, comparison of web search results will begin, to determine improvement in access via web search engines, using Google Analytics. Analysis will be included in EBSCO reports.

Progress Report: October: Head of Digital Services met with metadata librarians to discuss these issues. One of the metadata librarians was assigned to the task. Offered continuing assistance and support as needed to this librarian. December: Metadata librarian hopes to share progress in January. February: Metadata librarians announced that they have suspended Metadata Meetings indefinitely. March: Contacted metadata librarian most involved in the project and asked for status update, and offered help. April: met with metadata librarian and discussed options. May: requested notification of when encodings are made live so we can track stats.



e) Developing a subject-based browse mechanism for digital collections.

Measurement: Descriptive web pages will be created providing links to Finding Aids in Acumen, organized by subject.

Progress Report: Outreach Coordinator developed short descriptions for each of the categories selected by archivists, and analyzed available content and linkability to develop canned links for each category. With Digitization Manager, created appropriate icons for each category. After content review and approval by archivists (March 2014) and formatting suggestions from Web Services, Outreach Coordinator has created category browse pages in Drupal.



f) "Provide monthly updates of content" in Acumen to Curators, Metadata Unit, and others who request notifications.

Measurement: Monthly updates will occur via email, in either XML or Excel form as requested.

Progress Report: this is happening monthly.


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

a) Channeling proposals which may impact multiple departments through the Proposal form, as determined by Associate Dean.

Measurement: Any project proposals which may impact multiple departments will be discussed with the Associate Dean, and if recommended by him, will be proposed formally through the UA Libraries Project Proposal Form.

Progress Report: December: Outreach Coordinator and Head outlined potential policies and workflows for various types of requests ("Red Carpet" projects) coming into Digital Services. Outreach Coordinator created diagrams to elucidate.

March: Proposed possible method of supporting Acumen faceting, which would require working closely with Acumen programmer, and possible involvement of metadata librarians, if only to approve use of MODS extension section. This was approved by AD without the Project Proposal form, as the work involved was primarily by DS head, and the programmer work was in line with his next set of priorities.




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.

No such initiatives have been undertaken.


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

a) Sharing 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.

Progress Report:

  • December, 2013: Head updated EAD linking and workflow pages to reflect changes
  • Continual updates to wiki made by Outreach Coordinator.
  • Audio updates made by Digitization Technologist.


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.

  • Head attended TLC meeting for AD, reporting back with recap of meeting.
  • Repository Manager was elected to represent the Libraries in the Professional Staff Assembly
  • Outreach Coordinator participated in LFPO Ad Hoc Committee on Professional Staff Representation
  • Attended Library Forums
  • Attended Metadata meetings
  • Attended and participated in Digital Humanities meetings
  • Attended holiday gatherings


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

Measurement: DS will provide open house tours of its facilities and demonstrate its workflow.

Progress Report: In the fall of 2013, DS provided multiple tours to UA libraries faculty and staff.

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