Presentation by Audrey Drohan, Senior Library Assistant (Digital Initiatives), and Orna Roche, Metadata Librarian, at the Digital Imaging Group of the Council of National Cultural Institutions (CNCI) "Digitisation Case Studies" seminar on Thursday, 9 November, 2017, National Gallery of Ireland, Dublin, Ireland.

1. Behind the “pretty pictures”
A case study of the UCD Digital Library
collection workflow
Audrey Drohan & Órna Roche
© University College Dublin
Senior Library Assistant
Digital Initiatives
Metadata Librarian
https://digital.ucd.ie

2.  IVRLA (2005-2009)
 Migration/Building (2010-2012)
 UCD Digital Library (2012 – present)
 Part of Research Services, UCD Library
Data Seal of Approval = Trusted Digital Repository
© University College Dublin
https://digital.ucd.ie
 IIIF compliant
 Full text searching
 Geo-spatially aware
 Linked data enabled
 Preservation system
 Responsive website
 Transcription platform – pilot
80
collections online
5 million
file assets
32
repositories/partners
325,663 page views
so far this year

3. © University College Dublin
G. & T. Crampton Photographs
G. & T. Crampton
Fr. Francis A. Gleeson Papers
Dublin Diocesan Archives
OSi 19th Century Historical Maps
Ordnance Survey Ireland
Irish Poetry Reading Collection
Special Collections, UCD
Savoy Cinema Album
Irish Architectural Archive
Postcards of the First World War
National Folklore Collection, UCD
1916 and Me / 2016 and Us
HistoryHub.ie

4. © University College Dublin
Preservation Project
National Folklore Collection, UCD & Fiontar, DCU
Special Collections, UCD
Preservation Project
Clifden Arts Festival
Preservation and Access Project
1,410,000+ scans
6+ TB of video, audio, images, PDFs
Dúchas.ie
Irish Poetry Reading Archive
Clifden Arts Festival & UCD Archives

5. © University College Dublin
UCD Repositories, digital projects, & individual researchers including…
External collaborations including…

6. • Text: letters, pamphlets, books, manuscripts, newspaper cuttings, notes,
ballad sheets, questionnaires, etc.
• Still images: photographs, postcards, prints, drawings, negatives, microfilm,
slides etc.
• Cartographic material
• Audio visual material: narration, music, interviews, poetry readings, podcasts
• Ephemera: theatre programmes, tickets, invitations, etc.
• Datasets
• LiDAR (Light Detection And Ranging) – laser light distance surveying technique
• 3 dimensional objects: coins, chalices, sculptures
© University College Dublin

7. © University College Dublin
Skeleton staff
"Letter from Gerard Manley Hopkins (Oak Hill, Hampstead, N.
W.) to Alexander William Mowbray Baillie" held by UCD Library,
Special Collections. Digital image: © University College Dublin,
published by UCD Library, University College Dublin,
http://digital.ucd.ie/view/ivrla:3963
• 1 x Library Assistant
Dani Montes
• 1 x Senior Library Assistant
Audrey Drohan
• 1 x Metadata Librarian
Órna Roche
• 1 x Programmer
Peter Clarke
Managed by
• Head of Research Services
Julia Barrett
• UCD Librarian
Dr John B. Howard

8. Soft Skills IT Skills
© University College Dublin
Specialised Skills

9. Courtesy of Dr John B Howard, UCD Librarian
Mirador
2.5.4
UniversalViewer
© University College Dublin

10. © University College Dublin
IMAD: Ingest, Metadata & Administration Database

11. © University College Dublin
IIIF: International Image Interoperability Framework
A set of shared application
programming interface (API)
specifications for interoperable
functionality in digital image
repositories.
IIIIF allows for:
• Advanced, interactive functionality
for end users
• Support for institutional
authentication
• Easy data transfer and sharing
• Combining content from across
repositories

12. © University College Dublin
Mirador 2.5.2 – Image Viewer (Updated)
• Deep zoom
• Crop, edit & save tool
• Share
• Annotations
• Image Manipulations
• Improved UI tooltips and languages
• Table of Contents
• Improved Drag and Drop support
• Link to Transcriptions
• View over map
See our News and Updates page for more details: https://digital.ucd.ie/news/
Videos on Mirador on our Vimeo channel: https://vimeo.com/channels/ucddigital

13. © University College Dublin
Full-text Searching
Web Mapping Tool (New)
• Base map
• Adjustable opacity of the image
• Zoom functionality
• An info marker or polygon for the image, plus a contextual
index entry
• Polygon discovery mechanism to search for nearby items
• Filter search results
• Drag and drop functionality to allow items to be compared
Transcriptions (Crowd-sourcing)

14. Fedora is a general-purpose,
open-source digital object
repository system.
IIIF is a framework of image
delivery APIs.
IMAD (Ingest, Metadata & Administration
Database) is an in-house cataloguing module,
built with FileMaker Pro, with a MySQL
database
Various Processes
• PERL
• XSL
Bootstrap framework is
used for the website
Frontend
Backend
The Middle Bits
Creating the
digital bits
Physical material
© University College Dublin

15. © University College Dublin

16. © University College Dublin

17. © University College Dublin

18. © University College Dublin

19. © University College Dublin
Documents include:
• Collection Profiling Document
• Collection Development Policy
• Memorandum Of Understanding
• Initial Metadata Template & Instructions
Tools include:
• MS Excel
• MS Word
• IMAD
• Confluence (wiki)
• Slack
Collection Profiling Document
Collection Development Policy

20. © University College Dublin

21. © University College Dublin

22. © University College Dublin
Tools include:
• XnView
• Adobe Photoshop
• Adobe Bridge
• MS Excel
• Confluence
• Slack
• IMAD
• Total Commander
• exifTool
Documents include:
• Temporary Custody Form
• Acquisitions Register
• IMAD Metadata Import Template
• Production Diary
• Digitisation Policy
Production Diary

23. © University College Dublin
Describing the
collection
http://www.flickr.com/photos/sarahseverson/

24. © University College Dublin

25. © 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
(see https://digital.ucd.ie/about/ for further details)
Data Dictionary
Metadata Policy

26. © University College Dublin
Are they dead?
An bhfuil
cead againn?
Who created it?

27. © University College Dublin

28. © University College Dublin
Documents include:
• Collection Profiling Document
• Copyright Register
• Copyright Clearance Template
• Copyright Policy
Tools include:
• MS Excel
• Confluence
• IMAD
• Copyright & Related Rights Act
• EUIPO

29. © University College Dublin

30. © University College Dublin

31. © 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
• Jira
• Etc…
MODS XML Template
EAD DSC Section Template

32. © University College Dublin

33. © University College Dublin

34. © University College Dublin
Documents include:
• QR checklist
• MODS Templates
• EAD Templates
Tools include:
• Digital Library Website
• Various web browsers
• Various devices
• Mirador
• IMAD
• EAD

35. © University College Dublin

36. © University College Dublin

37. © University College Dublin
Documents include:
• Publicity Plan
• Master Publicity List
• Publicity Calendar
• Collection themes &
highlights list
Tools include:
• Internal & external
communication channels
• Google Arts & Culture

38. © University College Dublin
Wax cylinder recording device
Cnuasach Bhéaloideas Éireann / National Folklore Collection UCD

39. © University College Dublin

40. © University College Dublin
Tools include:
• Google Analytics
• New Relic
• Twitter analytics
Documents include:
• Feedback Form
• Evaluation Form
• Production diary
Evaluation
ProceduresPolicies

41. © University College Dublin
Collection
Workflow
Preservation
User Services
Change
Management
PR &
Marketing
Analytics
IT
Infrastructure
&
Development

42. © University College Dublin
Challenge 1
Challenge 2
Digital images are DATA and primary source material
What do we do with Orphan Works? Esp. those not covered by the Directive?
Challenge 3 Scaling up and keeping up – we’ve only 1 metadata librarian!
Challenge 4 Preservation issues: proprietary file types and the need for lots of storage
Challenge 6 Managing expectations – scanning is quick(ish) but the whole workflow is not!
Challenge 5 Dealing with ever more complex digital objects: video, LiDAR

43. 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:
https://digital.ucd.ie/about/