The Plan: 2015-2016

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Metadata & 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...

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.
Progress:
  1. July: We have identified the potential for incorporating subject and name authority work into initial metadata creation, and then modifying existing workflows to generate finalized MODS prior to content upload. This will remove the need for most remediation work and streamline metadata creation, avoiding duplication of effort.
  2. August: We identified initial collections to use as pilot projects and identified which employees will attempt final MODS creation during initial metadata workflows. We're taking a 2-pronged approach. Since audio metadata is generated during digitization, we will engage a metadata librarian in metadata creation as part of the quality control process. We will also engage a second metadata librarian in initial metadata development of manuscript items, working closely with the archivist to ensure item-level processing is also completed.
  3. September: Developed workflow process to combine tiny collections, and began modifying software to support this. As each spreadsheet takes the metadata librarians 1.5 hours, this should save us a ton of time on the small collections. Also, this way we need not create separate folders for each collection and run QC, derivative uploads, and preservation uploads on each collection separately. Completed QC script to support this, and drafted derivative-generating script modifications as well.
  4. October: Completed derivative-generating script modifications for combined collections, and also upload script for preservation content to deposits for archiving.
  5. October: Combined and reconciled both MADS files and transferred content to a database, providing scripts for export and modification, to reduce error, duplication, confusion, and time spent accessing this content. Also developed script to find bad entries in the database, for correction.
  6. November/December: Developed GUI script for adding/deleting/changing/searching name authority database while working with collection spreadsheet entries.
  7. November/December: Cleaned up subject authority spreadsheet, developed database, loaded content into database, and built GUI script for adding/deleting/changing/searching while working with collection spreadsheet entries.
  8. November/December: Combined multiple steps/software functionality into makeMods.pl which will generate finalized MODS from spreadsheet tab-delimited exports, referencing name authority database for correct name output, adding PURLs and dateCreated, and using tagged subjects to split out subject fields.
  9. November/December: Researched options for validating MODS, and modified existing testing/validation procedures to work with new software workflow.
  10. January/February: Identified and pulled copies of over 42k metadata records from Acumen which need remediation. Extracted both names and subjects and tested against existing database entries of approved values; generated lists of what remained, to be reviewed and corrected. The intent is to lay the groundwork to automate remediation as much as possible.
  11. March: Sifted the backlogged metadata records to identify the worst culprits, and managed to narrow these down to less than 1000, which can be remediated by revising 6 spreadsheets. Obtained volunteers to revise these sets of content. The generated lists of names/subjects will be utilized to improve the remainder slowly over time. The remainder set will be tested for necessary fields and other potential problems before re-release to Acumen.


Identifying appropriate preservation metadata and determining the best method for its collection.
Measurement: Preservation metadata for audio WAV and ETD PDFs will be finalized, and processes implemented to capture and store in appropriate standards.
Progress:
  1. June: Initial testing of ETD PDFs indicates serious issues. Initial gathering of case studies of migration methods for PDFs from poor versions to good ones indicate a heavy time sink, requiring planning and dedication of staff. Attempted to include this type of work in the job description for the person replacing our Outreach Coordinator. The Graduate School was contacted and a request made to standardize the PDFs uploaded into ProQuest.
  2. July: AES57 Metadata has been finalized for digitized audio, and generated for new content. The process has been documented on the wiki and implemented by the Digitization Technologist. Also in July, initial scan of the available methods for PDF testing unearthed few options.
  3. August: AES57 software finalized for sharing. Analysis of legacy audio collections begun to assess feasibility of generating decent technical metadata post-digitization.


Develop initial policies and procedures for intake, testing, normalizing, preparing, and managing incoming born digital content. This will prevent chaos and confusion when content arrives, and lay the groundwork for effective, economical management of a potentially resource-intensive set of content.
Measurement: Initial intake protocols will be defined and documented on the wiki; initial testing methods will be determined and documented on the wiki; initial guidelines for normalization and management of content, as well as preparation for both archiving and web delivery, will be developed and documented on the wiki.
Progress:
  1. July: Added this type of work in the job description for the new Access Coordinator.
  2. August: Determined that incoming digital files that are nominally of archival format, that are either too large to test or that are invalid or not well-formed, will not be retained as preservation copies. This policy was documented on our wiki.
  3. October: Drafted initial policies for video intake.
  4. November: Researched practices, policies, and protocols for outsourcing video digitization and drafted initial policies and procedures.
  5. December: Drafted Request for Information to send to vendors and selected vendors to contact, obtaining approval from AD and requesting information on delivery representation specifications and length of videos.
  6. February: After receiving necessary information, revised specifications for video digitization and Request for Information, and sent to 4 preselected vendors approved by AD.
  7. March: Reviewed results from vendors, and made recommendations to AD to discuss with the Dean.

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

Digitizing special collections materials for online delivery.
Measurement: Monthly counts of progress will be collected.
Progress: Updates are shared via email monthly and posted online.


Developing faceted search capabilities for Acumen.
Measurements:
  1. Metadata librarians will finalize organization of genres into categories and subcategories;
  2. Department Head will provide back-end support for incorporating a faceted search in Acumen's index.
  3. Metadata librarians will finalize recommendations for automation of hierarchical geographic;
  4. Department head will implement.
  5. Metadata librarians will recommend method of generating hierarchical geographic prior to content upload.
Progress:

NOTE: This goal has been put on hold until we revamp work processes to streamline metadata creation/remediation.


Increasing access to digital content
Measurement:
  1. Map EAD to schema.org and develop XSL transformations that generate valid structured metadata for web search engines (for collections)
  2. Investigate use of RDA and authority schemes in MODS, and recommend changes to current workflows in order to implement.
Progress:
  1. August: EAD has been mapped to Schema.org.
  2. January: Draft implementation was developed and tested in Google Structured Markup Testing tool. Necessary changes to existing XSL were identified.
  3. February: Updated dead links with PURLs to our digital collections in Wikipedia articles that contained them.

Metadata & Digital Services will support the academic mission of the university through strong collections and services.

Assisting faculty in Digital Humanities efforts
Measurement:
  1. Develop controlled vocabulary recommendations and data dictionary/input instructions for American Fabrics project.
  2. Identify method for canonical references in TEI, and instruct users, in Milton project
  3. Determine best method for unique identification, for mapping metadata to NINES RDF, and for metadata support and delivery of Marginalia project.
  4. Prepare for and teach TEI to graduate class
Progress:
  • October: Completed input guidelines for Milton project and met with client to instruct them on usage.
  • November: 4 classes of 9 students each (graduate Spanish) were co-taught TEI.
  • November: Methods for mapping of metadata and metadata for support and delivery of Marginalia project were completed.

Metadata & Digital Services will foster an environment of improved two-way communication and collaboration by...

Providing 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: These reports are occurring regularly.


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:
  1. July: Audio digitization workflows were updated on the wiki.
  2. August: Audio technical metadata policies and procedures were added to wiki.
  3. September: Added wiki pages and modified others to document work processes for combined tiny collections.
  4. October: Began developing wiki pages, policies, and procedures for outsourcing video digitization.
  5. November/December: Updated wiki pages with new policies and procedures for metadata generation, use of new software, and management of controlled vocabulary.
  6. Continuing: updating wiki with changes to department and departmental workflows.
  7. January: Updated wiki pages to include Workshop Wednesdays schedule
  8. February: Updated wiki pages for EAD linking processes, & business continuity


Participating in committees and meetings on the library and university level.
Measurement: M&DS staff/faculty will attend University and library committee/other meetings as appropriate.
Progress:
  1. July/August: Metadata librarian is serving on search committee for Digital Scholarship Librarian / English Professor candidate.
  2. Summer/fall: Department head is serving on search committee for Dean of libraries
  3. Fall/Spring: Department head is serving on faculty senate, UA standing committee for Research & Service, and University Committee for Human Relations.
  4. Fall: Metadata librarian is serving on tenure committee; also on search committee.
  5. Spring: Department head is serving on search committee for new faculty member in Debra Hill's department.
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