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Behind the “pretty pictures”: a case study of the UCD Digital Library collection workflow - Audrey Drohan, Dani Montes, Órna Roche

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Behind the “pretty pictures”: a case study of the UCD Digital Library collection workflow - Audrey Drohan, Dani Montes, Órna Roche

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Presented at the CONUL Conference, July 2015, Athlone, Ireland by Audrey Drohan, Dani Montes, Órna Roche, University College Dublin

Abstract
Guiding the transformation of cultural heritage collections from a physical state to a digital state is both challenging and rewarding. Marrying research, archival, and library practices ensures a consistent level of standardisation and accessibility for disparate and heterogeneous collections. This is dependent on a comprehensive, yet accessible, workflow routine, one which UCD Digital Library has been refining for the past ten years. This workflow takes into account the variety of collection types, repository practises, skillsets, and accompanying metadata. By breaking the workflow into nine discreet processes, UCD Digital Library can progress collections simultaneously, while still retaining control over the quality assurance.

This lightning talk will give an overview of the nine processes in the workflow, along with the skillsets needed, the tools of the trade, and some details about the tasks involved. These include profiling a collection, digitisation and processing, cataloguing, copyright, preservation, ingestion, quality review, publicity, and evaluation.

UCD Digital Library is part of UCD Library, and is Ireland’s first certified Trusted Digital Repository. Established in 2005 as a government funded pilot project, the Irish Virtual Research Library and Archive (IVRLA) had evolved into the UCD Digital Library by 2012, and is now a fully comprehensive digital library service within the Research Services unit in UCD Library. There are currently 66 digital collections online, and almost 1 million digital files are being curated. UCD Digital Library partners with 23 source repositories, working with content types such as archival collections, books, pamphlets, letters, maps, LiDAR, databases, questionnaires, photographs, paintings, audio, and video. These are available through a responsive website, with a variety of additional discovery services, such as APIs, Linked Data, and geospatial services, under-pinned with the Open Source repository software, Fedora-Commons. The small team have wide-ranging skillsets, fusing traditional library expertise with rapidly evolving computing science practises.

Presented at the CONUL Conference, July 2015, Athlone, Ireland by Audrey Drohan, Dani Montes, Órna Roche, University College Dublin

Abstract
Guiding the transformation of cultural heritage collections from a physical state to a digital state is both challenging and rewarding. Marrying research, archival, and library practices ensures a consistent level of standardisation and accessibility for disparate and heterogeneous collections. This is dependent on a comprehensive, yet accessible, workflow routine, one which UCD Digital Library has been refining for the past ten years. This workflow takes into account the variety of collection types, repository practises, skillsets, and accompanying metadata. By breaking the workflow into nine discreet processes, UCD Digital Library can progress collections simultaneously, while still retaining control over the quality assurance.

This lightning talk will give an overview of the nine processes in the workflow, along with the skillsets needed, the tools of the trade, and some details about the tasks involved. These include profiling a collection, digitisation and processing, cataloguing, copyright, preservation, ingestion, quality review, publicity, and evaluation.

UCD Digital Library is part of UCD Library, and is Ireland’s first certified Trusted Digital Repository. Established in 2005 as a government funded pilot project, the Irish Virtual Research Library and Archive (IVRLA) had evolved into the UCD Digital Library by 2012, and is now a fully comprehensive digital library service within the Research Services unit in UCD Library. There are currently 66 digital collections online, and almost 1 million digital files are being curated. UCD Digital Library partners with 23 source repositories, working with content types such as archival collections, books, pamphlets, letters, maps, LiDAR, databases, questionnaires, photographs, paintings, audio, and video. These are available through a responsive website, with a variety of additional discovery services, such as APIs, Linked Data, and geospatial services, under-pinned with the Open Source repository software, Fedora-Commons. The small team have wide-ranging skillsets, fusing traditional library expertise with rapidly evolving computing science practises.

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Behind the “pretty pictures”: a case study of the UCD Digital Library collection workflow - Audrey Drohan, Dani Montes, Órna Roche

  1. 1. Behind the “pretty pictures” A case study of the UCD Digital Library collection workflow Audrey Drohan, Dani Montes, & Órna Roche © University College Dublin Senior Library Assistant Digital Initiatives Metadata LibrarianLibrary Assistant
  2. 2.  IVRLA (2005-2009)  Migration/Building (2010-2012)  UCD Digital Library (2012 – present)  Data Seal of Approval 2015  66 Collections  Approx. 1 million digital objects  27 repositories/partners  115,000+ page views so far this year © University College Dublin High Profile Collections - Fr Gleeson papers - De Valera press photos - Desmond FitzGerald photos - Kevin Barry papers - Michael Collins papers - Roger Casement letters - Towards 2016 http://digital.ucd.ie
  3. 3. © University College Dublin https://www.flickr.com/photos/lwr/3186924689/
  4. 4. © University College Dublin
  5. 5. © University College Dublin IMAD: Ingest, Metadata & Administration Database
  6. 6. © University College Dublin Reviewing the new collection
  7. 7. © University College Dublin Documents include: • Collection Profiling Document • Collection Development Policy • Memorandum Of Understanding • Collection Project Plan • Initial Metadata Template & Instructions Tools include: • MS Excel • MS Word • IMAD • Confluence (wiki) Collection Profiling Document Collection Development Policy
  8. 8. © University College Dublin Creating or receiving the digital collection
  9. 9. © University College Dublin Tools include: • XnView • Adobe Photoshop • Adobe Bridge • MS Excel • Confluence • IMAD • Total Commander • exifTool Documents include: • Temporary Custody Form • Acquisitions Register • Image and ID Tracker • IMAD Metadata Import Template • Production Diary Image and ID Tracker
  10. 10. © University College Dublin Describing the collection
  11. 11. © University College Dublin Documents include: • Metadata Policy • Data Dictionary • Collection Profiling Document • IMAD Metadata Import Template • Production Diary Tools include: • MS Excel • OpenRefine • oXygen XML Editor • Confluence • IMAD • AACR2 & ISAD(G) • Metadata schemas • Controlled vocabularies & authorities Data Dictionary Metadata Policy
  12. 12. © University College Dublin Clearing the collection rights
  13. 13. © University College Dublin Documents include: • Collection Profiling Document • Copyright Register • Copyright Clearance Template Tools include: • MS Excel • Confluence • IMAD • Copyright & Related Rights Act • Company Registrations Office
  14. 14. © University College Dublin Uploading the collection
  15. 15. © University College Dublin Documents include: • Various scripts & XSLTs • Collection Profile Document • Production Diary • MODS & EAD XML Templates • Data Dictionary • ID Map • EAD DSC Section Template Tools include: • Fedora-Commons • Fedora Client Interface • oXygen • FITS • WinSCP • Komodo • Perl script MODS XML Template EAD DSC Section Template
  16. 16. © University College Dublin Reviewing the collection online
  17. 17. © University College Dublin Documents include: • QR checklist • MODS Templates • EAD Templates Tools include: • Digital Library Website • Various web browsers • Various devices • OpenSeadragon Image Viewer • Mirador • IMAD • EAD
  18. 18. © University College Dublin Promoting the collection
  19. 19. © University College Dublin Documents include: • Publicity Plan • Master Publicity List • Publicity Calendar Tools include: • Internal & external communication channels
  20. 20. © University College Dublin Reflective assessment of the workflow
  21. 21. © University College Dublin Tools include: • Google Analytics • New Relic • Twitter analytics • Transaction logs Documents include: • Feedback Form • Evaluation Form Evaluation ProceduresPolicies
  22. 22. © University College Dublin Collection Workflow Preservation User Services Change Management PR & Marketing Analytics IT Infrastructure & Development
  23. 23. Soft Skills IT Skills Specialised Skills
  24. 24. © University College Dublin Please feel free to contact us to share knowledge!!! web: digital.ucd.ie email: digital.library@ucd.ie twitter: @UCDDigital For further details on our systems, metadata standards, & technical infrastructure: http://digital.ucd.ie/about/ Digital Library managers Dr John B. Howard, Julia Barrett Digital Library programmer Digital collections team Dani Montes, Audrey Drohan, Órna Roche Peter Clarke

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