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 This scorecard will provide historical content or other general background regarding items selected for digitization, number of items entered, kinds of materials coming up next.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 |
0 |
50 |
80 |
|
January 2015 |
75 |
59 |
50 |
39 |
|
February 2015 |
75 |
23 |
50 |
30 |
|
March 2015 |
75 |
0 |
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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