This document outlines the optimization of workflows for digital archives at UCD, focusing on processes from ingest to quality review for various digital assets. It highlights current collections, technologies used, and challenges faced such as storage issues and managing complex digital objects. The UCD Digital Library aims to improve digital preservation while addressing future development needs and enhancing collaboration across institutions.

1. OPTIMISING
WORKFLOWS FOR
DIGITAL ARCHIVES
UCD Digital Library
Audrey Drohan
SLA – Digital Initiatives
10th July 2018

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
https://digital.ucd.ie
• IIIF compliant
• Full text searching
• Geo-spatially aware
• Linked data enabled
• Preservation system
• Responsive website
• Transcription platform – pilot
82
collections online
5 million
file assets
32
repositories/partners

3. © University College Dublin
"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

5. IMAD: Ingest, Metadata & Administration Database

6. Text Still images Cartographic
material
Audio visual
material
Ephemera Datasets 3D objects
Letters Photographs Maps Narration Theatre
programmes
LiDAR Coins
Pamphlets Postcards Music Tickets Bibliographic Chalices
Books Prints Interviews Invitations Sculptures
Manuscripts Negatives Poetry
readings
Menus
Newspaper
cuttings
Drawings Invoices
Ballad sheets Microfilm
Questionnaires Slides
Notes
Diaries
WIDE RANGE OF MATERIALS

7. 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
FROM PHYSICAL TO DIGITAL…

8. PROCESSES AND STAGES

9. PROCESSES AND STAGES

10. 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
PROCESS 1: PROFILING

11. Tools include:
• XnView
• Adobe Photoshop
• Adobe Bridge
• MS Excel
• Confluence
• Slack
• IMAD
• Total Commander
• exifTool
• etc
Documents include:
• Temporary Custody Form
• Acquisitions Register
• IMAD Metadata Import Template
• Production Diary
• Digitisation Policy
PROCESS 2: DIGITAL ASSET CURATION

12. 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)
http://www.flickr.com/pho
tos/sarahseverson/
PROCESS 3: CATALOGUING

13. Documents include:
• Collection Profiling Document
• Copyright Register
• Copyright Clearance Template
• Copyright Policy
Tools include:
• MS Excel
• Confluence
• IMAD
• Copyright & Related Rights Act
• EUIPO
PROCESS 4: COPYRIGHT

14. 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…
PROCESS 5: INGEST

15. Documents include:
• QR checklist
• MODS Templates
• EAD Templates
Tools include:
• Digital Library Website
• Various web browsers
• Various devices
• Mirador
• IMAD
• EAD
PROCESS 6: QUALITY REVIEW

16. Documents include:
• Publicity Plan
• Master Publicity List
• Publicity Calendar
• Collection themes & highlights list
Tools include:
• Internal & external communication channels
• Social Media
• Google Arts & Culture
PROCESS 7: PUBLICITY

17. Tools include:
• Google Analytics
• New Relic
• Twitter analytics
Documents include:
• Feedback Form
• Evaluation Form
• Production diary
PROCESS 8: EVALUATION

18. Development 1 Crowd-sourced transcription service, integrated with IIIF
Web-mapping Tool
Rights Statements
IIIF Presentation API for Audio-Visual material
Development 2
Development 3
Future Development 1
Future Development 2
Development 4 Analytics and Usage Statistics
Development 5 Mirador Image Viewer & IIIF Image Manipulation Upgrades
IIIF Annotation services
New & Future Developments

19. FACING CHALLENGES

20. Challenge 1 STORAGE!!!!!!!!!!!!!!!!!
FACING CHALLENGES

21. Challenge 1
Challenge 2
STORAGE!!!!!!!!!!!!!!!!!
What do we do with Orphan Works? Esp. those not covered by the Directive?
FACING CHALLENGES

22. Challenge 1
Challenge 2
STORAGE!!!!!!!!!!!!!!!!!
What do we do with Orphan Works? Esp. those not covered by the Directive?
Challenge 3 Scaling up and keeping up – a team of 4 doing collections AND projects!
FACING CHALLENGES

23. Challenge 1
Challenge 2
STORAGE!!!!!!!!!!!!!!!!!
What do we do with Orphan Works? Esp. those not covered by the Directive?
Challenge 3 Scaling up and keeping up – a team of 4 doing collections AND projects!
Challenge 4 Preservation issues: proprietary file types
FACING CHALLENGES

24. Challenge 1
Challenge 2
STORAGE!!!!!!!!!!!!!!!!!
What do we do with Orphan Works? Esp. those not covered by the Directive?
Challenge 3 Scaling up and keeping up – a team of 4 doing collections AND projects!
Challenge 4 Preservation issues: proprietary file types
Challenge 5 Dealing with ever more complex digital objects: video, LiDAR, etc
FACING CHALLENGES

25. Challenge 1
Challenge 2
STORAGE!!!!!!!!!!!!!!!!!
What do we do with Orphan Works? Esp. those not covered by the Directive?
Challenge 3 Scaling up and keeping up – a team of 4 doing collections AND projects!
Challenge 4 Preservation issues: proprietary file types
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
FACING CHALLENGES

26. Challenge 1
Challenge 2
STORAGE!!!!!!!!!!!!!!!!!
What do we do with Orphan Works? Esp. those not covered by the Directive?
Challenge 3 Scaling up and keeping up – a team of 4 doing collections AND projects!
Challenge 4 Preservation issues: proprietary file types
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
Challenge 7 Knowledge sharing across GLAM institutions – breaking out of SILOS
FACING CHALLENGES

27. Challenge 1
Challenge 2
STORAGE!!!!!!!!!!!!!!!!!
What do we do with Orphan Works? Esp. those not covered by the Directive?
Challenge 3 Scaling up and keeping up – a team of 4 doing collections AND projects!
Challenge 4 Preservation issues: proprietary file types
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
Challenge 7 Knowledge sharing across GLAM institutions – breaking out of silos
Challenge 8 Modify workflows and tools to deal with Cultural Heritage AND Research Data
FACING CHALLENGES

28. THANK YOU!
https://digital.ucd.ie
Image: © Audrey Drohan