Content Comparison

Project Documentation Links:

• Github documentation (for starter guides and more): https://github.com/noahgh221/sectionA_project
• 2023Metadata 2023 Metadata and Launch Process (Section A)
• Section A Google Sheet: https://docs.google.com/spreadsheets/d/1JcgnNaBJVyzR6No8TGOQxXs9zaNO57DP-v8XDb3IvI4/edit?usp=sharing
• Project Plan (see below)
• RLRS Sec. A Review Documentation.docx
• Section A digitzation guide workflow.docx
• /wiki/spaces/DDRKB/pages/202375245

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• Material to be digitized:

  • 182 boxes, approx 85 linear feet

  • Estimated 194,000 pages minimum

  • Most collections are 1 folder in size.  

• Collection(s):  Approx 3880+ small, discrete collections.

• Format:  Misc. bound and loose manuscript material

• Numbers:

• What is an item?

• An item is a folder.  

• Each of the ~3880 collections will have its own collection in DDR

• Most of the collections will have a single item, which is presented as a folder.

• What is a Collection in DDR?
  
  • Each Section A collection will be ingested as its own collection.
  • There will be no artificial "section A" or other collection grouping within DDR.

...

Boxes will be handled in small batches (1-5 boxes), and will pass through the following departments in the following general order*:

1. RL Research Services
2. RL Tech Services
3. Conservation Services
4. Digitization
5. Ingest
6. Metadata
7. Publish Finding aidRL Technical Services
8. Metadata
9. Launch

*The workflow may not always be linear. 

...

• Production Rate will fluctuate throughout the project 
• Summer 2017 - 
  • All parties will work towards processing 1 box / week and get momentum moving. 

Tracking Progress

• Project team will use a google spreadsheet for box and status tracking: https://docs.google.com/spreadsheets/d/1JcgnNaBJVyzR6No8TGOQxXs9zaNO57DP-v8XDb3IvI4/edit?usp=sharing

  • Status codes will be used to note where a collection is in the process. 

  • Each project participant will update status column as he/she finishes their part of the process. 

    
    

    Status	Definition
    RLRS Review	RLRS Review is IN Progress
    RLRS Done-Zo	RLRS is DONE reviewing boxes
    Needs Copyright Review	Waiting for Dave Hansen to review for copyright
    RLTS Remediation	RLTS is actively working on remediation
    MARC Review Done-Zo	RLTS is done w/ reviewing MARC records
    Conservation in Progress	Conservation is actively currently reviewing / mending collection
    Conservation Done-Zo	Ready for digitiziation assuming digitization guides are ready
    Digitization in Progress	DPC is engaged in digitization, QC, and/or finalization
    Ready for Ingest	Digitization complete, checksums generated
    Ingested	Collection has been ingested into DDR, and is ready for metadata
    Metadata Ingested	Metadata has been ingested into DDR
    Launched	Collection has been launched in DDR - Public (yay!)
    X-Out of Scope - Copyright	Collection should not be digitized due to Copyright
    X-Out of Scope - Split Collection	Collection should not be digitized in the Section A workflow and will be reunited with the rest of the collection
    X-Out of Scope - Fragility	Collection is too fragile to digitize
    X-Out of Scope - Photocopies	Collection consists of photocopies and should not be digitized
    X-Out of Scope - TS says so	Collection requires original cataloging or other significant descriptive work and should not be digitized
    X-Out of Scope - Deaccessioning	Collection does not possess outstanding research value and should not be digitized.

    
    

...

• Using links in the spreadsheet, review collection catalog records for split collections and other anomalies. 

  • If there are items that will never be re-united because they are different formats (rare book and 1 manuscript folder or 1 folder and 1 A/V) then move forward to digitization.

  • If there is a an extraordinary research value regardless of the split then move forward to digitization.

  • If the Section A portion is part of a large manuscript collection that needs to be re-united then mark out of scope split collection on the spreadsheet. Any folders that will not be digitized should be noted with a do not digitize flag.

  • If RLRS finds issues w/ the catalog record, note the issue in the “notes” section of the google sheet. 

• Check creation date of collection
  • If created between 1896 - 1919, evaluate for copyright risk (see documentation link below). 
  • If some of the material was created post 1920, then mark whole collection out of scope - copyright. 
  • Any folders that will not be digitized should be noted with a do not digitize flag.

• Check for photocopies and non-collection material

  • Non-collection material will be removed (to CCF or to discard).

  • Photocopies will either be removed or consolidated and clipped together with a do not digitize flag. 

• Research Value:  If collections are not split, are in copyright, but do not possess any research value and/or should be deaccessioned for other reasons, they will not be digitized and given an out of scope - deaccession status on the spreadsheet. Any folders that will not be digitized should be noted with a do not digitize flag.

• Ensure that the order of collections in the box matches the order of collections listed on the spreadsheet. 

• RLRS will note when they finish their work on a given box in the tracking spreadsheet.

...

• Each collection will be ingested as its own collection in DDR
  • Ingest 1 collection at a time 
  • Eventually bulk ingest feature could facilitate ingesting multiple collections in one ingest (no timeline as of 6.14.17)
• Digitization Specialists and/or Digital Content Specialists Repository Services Analysts will ingest Section A collections to DDR.

...

• Portal Configuration:  
  • All collections will be implemented with the unconfigured portals.

  • Use finding aid slug as EAD ID (Finding aid slug should be on collections' digitization guide)

  • Review collection and launch by adjusting roles

  • Head, Digital Collections to launch collections as of 6/14/17, but this workflow could change.

• Following launch:  Noah  

  • Mary to add

  DAOs to finding aids

  • Publish finding aids after digitization is complete

  • Export repository metadata with ARKS, ASpace refIDs

    • The ability to export multiple collections in a single CSV would make this process proceed faster (no timeline for this feature as of 6/14/17)

  • Use exported CSV to create Digital Objects in ASpace and link to archival objects

  Export finding aids with DAOs (image-service).  Images should embed in finding aid.

  • Ark links to catalog records