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Historical Images Workflow - Schedule

Page history last edited by Amanda Focke 3 years, 7 months ago Saved with comment

Workflow

Basic metadata

Staff : Archivists

  • WRC staff create records in Shared Shelf
  • Items added to IR by WRC staff as completed
  • Shared Shelf is updated to show “Item Status” as “Basic Item Uploaded to IR”
  • WRC staff agrees not to edit those records once they have gone in the IR, so as not to confuse enhancement work or QC work      
  •  WRC to share “Scorecard” on periodic (monthly) basis, to be filed on the project server and announced to the team. This scorecard will provide historical content or other general background regarding items selected for digitization, number of items entered, kinds of materials coming up next. This information may help inform catalogers in their enhanced metadata process      

      

Enhanced metadata

Staff: Catalogers 

  • Basic metadata may be requested as a csv file from the IR

 

Provide enriched metadata for following fields:

●     dc.subject.lcsh  (6xx formats - can be personal names, building names, topics...)

                                 (note: enter these headings in the dc.subject.lcsh[eng] column in the spreadsheet)

●     dc.contributor.___ (personal and corporate name formats)

●     dc.description

●     dc.description.abstract (optional - if time allows)

 

The above enhanced data to be shared in a spreadsheet and filed on project server under "Historical Images / Metadata Enhancements" and with an e-mail alert to Amanda for processing (review and upload to IR) on a periodic basis. (please see schedule below). 
Please include WRC # and above fields in spreadsheet as well as
  “collection” and “id” fields.

Amanda will update the schedule below and alert catalogers that the enhancements are uploaded.

 

Other fields:

If catalogs also notice a problem with a field such as:

●     dc.title

●     dc.date.issued

●     dc.date.original

 

Please discuss with Amanda on a case by case basis. Amanda will make manual updates (including embedded metadata to digital files if applicable) as necessary. These will theoretically be rare edits and would be easier to do manually than to go through the batch tool for these additional fields.

 

Quality control and file management review

Staff: Monica will perform until another staff is nominated

  • Quarterly Review to be completed and filed on project server and announced to the team.
  • Follows QC checklist
  • Report findings/observations to Amanda on what needs attention, so that WRC can be aware of problems and improve their own workflow. Updates may be made manually in the IR and/or in Shared Shelf

      

 

Schedule

Proposing that new and updated records be added on a monthly basis to the IR.

 

# of items added to IR

Month
Basic items: goal
Basic items: entered
Enhanced records: goal Enhanced items: entered

Enhanced items:

Post edit work

Nov. 2011-Oct 31, 2012
  814
50 
50
 
Nov 30, 2012
75
58
50 
   
Dec 31, 2012
75
47
50 
568
 

Jan 31, 2013 

75
348
50 
77
348 (Note 1)
Feb 28, 2013
75
44
50 
0
 
Mar 31, 2013
75
95
50 
48
 
April 30, 2013 75 76
50 20 + 26 = 46
 
May 2013 75 88 50
98
 
June 2013 75 79 50 
(staff shortage)
 
July 2013 75 84 50  
(staff shortage)
 
August 2013 75 77
50  
124(Note 3)  2
Adjustment (note5)       100  
September 2013 75 56 50 
34 1
October 2013
75
77
50 
 186
 
November 2013 75
66
50  
--
41
December 2013 75 56 (space exceeded) 50 
130 --
January 2014 75 72 50 
(shifting gears)   
February 2014 75 27 50 50 --
March 2014 75 46 50 --
 
April 2014 75 92 50 47
 
May 2014 75 66 50 73  
June 2014 75 53 50 48 187  (6)
July 2014 75 88 50 --
 
August 2014 75 87 50 --
 
September 2014 75 78 50 --   
October 2014 75 48 50 --  
November 2014 75 36 50 --   
December 2014 75 50 80  
January 2015 75 59  50 39  
February 2015 75 23 50 30  
March 2015 75 50 24  
April 2015 75 36 50 65  
May-June 2015 50 55  50 55   
July 2015 50 32 50 66   
August 2015 50 50 65  
September 2015 50 54 50 95  
October 2015 50 38 50 65  
Nov 2015-Jan2016
break from project
- - - -  
Feb 2016 50 76 50 89  
March 2016 50 break 50 break  
April 2016 50 9 50 76  
June 2016 50 40 50 47  
September 2016 50 36 50 63  
November 2016 50 0 50 88  
February 2017 -- -- 50 30  
April 2017 50 40 50 51  
Total (*)
   3336 online
  2844 enhanced
n/a

 

(*) as of Sept, 2013, 61% of items have received LCSH terms. As of August 2015, 71% of items have received LCSH terms.
as of March 2, 2016, 77% of items have received LCSH terms.  

as of May 3, 2016, 79.5% of items have received LCSH terms.

as of Sept 2016, 80.5% of items have received LCSH terms.

as of April 2017, 85% of items have received LSCH terms.

 

Memo: In April 2013, performed a full team project review. This is an ongoing project, such full project reviews will happen periodically.
Routine overall QC performed September 2014, April, 2015, July 2015.

 

General Notes:

(1) In January, 348 items were ingested to a new sub community, Lovett World Tours. These items were assigned custom boilerplate LCSH terms. This was not considered "enhancement" subject per se. But is work done by cataloging. Per subsequent team discussion, cataloging agreed to enhance these records past the boilerplate terms (see note 3)

(2) As of March 2013, 5 items have been "tombstoned" so exports of metadata will show 5 more items than the public view shows. -- these have been removed from the archive as duplicate images

(3) In August 2013, 96 of the 125 enhancements were for the Carrington Weems World Tour Images, which already had some boilerplate enhancement (of several LCSH subject headings)  

(4) Enhanced items: entered column captures the total items that received subject terms for the first time. Additional (or post edit work) is reported in last column.  

(5) One time adjustment to bring the total Enhanced items: entered    to the correct amount as shown in DSpace as of August 31, 2013.  

(6) Post-edit work on Faculty headings, to apply new policy on faculty headings in dc.subject.lcsh[eng]. Amanda is finished with this work as of July 3, 2014 and has provided fresh exports of full metadata.

 

Notes for Enhanced items: Post edit work

 

Post edit work are any further enhancements to already existing LCSH terms. This type of work may include changes for overall consistency or additional terms added for clarification. From September 1, 2013 forward,a broad description of this type of work may be provided in this section by month (that is when applicable; not all months will have this type of work).

 

 

 

 

 

 

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