Digital Collections Management and Workflow Tools

1. UFDC/dLOC/SobekCM Orientation Laura Perry (lauraperry@ufl.edu)

2. Outline • Acronyms • Workflows • Metadata • User tools • Serial hierarchy creation • Collections • Curator tools • Admin tools • Conclusions

3. Acronyms • UFDC: University of Florida Digital Collections • dLOC: Digital Library of the Caribbean • BIBID: Bibliographic identifier or the unique identifier assigned to each title (ex. UF00028291 or the Florida Alligator) • VID: Volume identifier or the unique identifier assigned to each issue of a serial title (ex. UF00028291_00002 or the September 28, 1945 issue of the Florida Alligator) • SMaRT: SobekCM Management and Reporting Tool

4. Digital Projects Workflow for Physical Materials

5. Digitization Workflow

6. Digitization Workflow • Scanned images are captured at a minimum of 300 DPI and saved as .TIF • Post capture processing includes cropping, de-skewing and minimal color correction • OCR text files are generated once post capture processing is complete • Digital package is sent to Pre-QC where the image derivatives are created (JPEG, JPEG2000, JPEG.thm, and the METS file is updated) • Quality Control is done to ensure images meet quality standards (not over cropped, missing or duplicate images, etc.) • Structural metadata is created to provide patrons with a table of contents • Digital packages loaded to UFDC and/or dLOC • Digital packages archived while physical materials are returned to Conservation for review

7. Metadata • The metadata for each BIBID in UDFC/dLOC is stored in Metadata Encoding and Transmission Standard (METS) format • The METS files include the bibliographic, descriptive and administrative metadata. • The bibliographic metadata can be encoded in Metadata Object Description Schema (MODS), Dublin Core, or MarcXML. • The metadata can be generated from the ALEPH or OCLC record • The metadata for catalogued materials is ingested from Aleph or OCLC • Metadata for archival collections is ingested from the metadata template • Users also have the option of using the self-submittal tool

8. Metadata Template

9. Self-Submittal Tool • First time users must request permissions to gain access to the self-submittal tool.

10. Self-Submittal Tool • Users must then accept the Grant of Permissions.

11. Self-Submittal Tool • Users must then entertheir metadata. • We recommend entering14 – 20 fields to enhancethe discoverability.

12. Self-Submittal Tool • We recommend entering14 – 20 fields to enhancethe discoverability. • Green + signs indicate theability to enter additionalfields.

13. File Specifications • File specifications • File names should not contain spaces or special characters. Use underscores instead of spaces. • Ex. AA00000000 00001 should be AA00000000_00001.tif • When uploading single page files, the system works best with .tif files. • A minimum of 300dpi • Grayscale color, 8 bits/Channel or RGB color, 8 bits/Channel • Non-compressed and does not include layers • When uploading audio files, we recommend .mp3 files, using the native resolution of the device • When uploading video files, we recommend .mp4 files, using the native resolution of the device

14. Self-Submittal Tool • Various file formats are accepted: • .aif, .aifc, .aiff, .au, .avi, .bz2, .c, .c++, .css, .csv, .dbf, .ddl, .doc, .docx, .dtd, .dvi, .epub, .flac, .gz, .htm, .html, .java, .jps, .js, .m4p, .mid, .midi, .mov, .mp2, .mp3, .mp4, .mpg, .odp, .ogg, .pdf, .pgm, .png, .ppt, .pptx, .ps, .psd, .pub, .ra, .ram, .rar, .rm, .rtf, .sgml, .swf, .sxi, .tbz2, .tgz, .tif, .wav, .wave, .webm, .wma, .wmv, .xml, .xls, .xlsx, .zip

15. Congratulations!

16. File Uploading • SobekCM builder creates the image derivatives • .TIF files converted to .jpeg (standard view image and image thumbnail) and .jpeg2000 (zoomable image view) • .PDF files receive _pdf.txt file (OCR text) and jpeg thumbnail image • Quality Control • The quality control tool is located in the gray header bar above the item. This is where the page numbering is set and the structural metadata is applied• Page re-ordering, insertion or deletion • + sign allows you to add new images • Disc is to save changes • Three rectangles allow you to change the thumbnail size • Arrow = standard cursor • Large and small image allow you to set the main thumbnail • Hand holding the page allows you to re-order images • Trash can is used to delete images

17. Item Level Tools • Edit Metadata (simplified form or full form) • Metadata describes the item • Edit Behaviors • Behaviors describe the way the item interacts with other items in the collections • Image Viewers: • Wordmarks: https://ufdc.ufl.edu/l/internal/wordmarks • Item visibility•Public, Private, Dark, Delete, IP Restricted • Manage files•Upload or remove items

18. Item Level Tools • Metadata views: • Usage Statistics:

19. Serial Hierarchy Creation • Video tutorial: https://dloc.com/l/AA00062361/00001/ • Adding a new volume to a serial item • Navigate to the item & click on the BIBID in the gray header bar • Click “add new volume” • Import from existing volume • Editing the serial hierarchy • The display text is what will appear under the “all volumes” tab • The display order is the order in which the items will appear

20. Serial Hierarchy Creation • Example: https://ufdc.ufl.edu/l/AA00067846/00001 • VID 00001 • VID 00002 • VID 00003 =

21. Collections • There are currently 968 aggregations in UFDC • Tree view: https://ufdc.ufl.edu/l/internal/aggregations/tree/ • Searchable list here: https://ufdc.ufl.edu/l/internal when logged in.

22. Curator Tools • Appear in the gray header bar above the collections landing page.

23. Curator Tools • Collection button specifications: • 50 pixels by 50 pixels, saved as GIF • Collection banner specifications: • 900 pixels wide by 100 pixels tall, saved as JPEG

24. Curator Tools • Item Count • Usage Statistics

25. Curator Tools

26. Curator Tools

27. Administrative Tools - Users • User Permission Reports • Collection access • Existing User Groups and Registered Users • Create user groups, set permissions, reset passwords

28. Administrative Tools – Metadata Templates • Default metadata and metadata templates: • Can be assigned to individual users or groups with pre-populated metadata. Examples include: • Subjects/Keywords • Rights statements • Aggregation codes and wordmarks

29. Administrative Tools – Collection Management • Add New Collection Wizard • Key information needed when creating new collections includes: • Collection name • Description • Parent collection • Banner image and button • Aggregation Aliases • Can be setup to forward oldaggregations to new aggregationcodes

30. Administrative Tools - Appearance • Web skins- • HTML web skins allowpartners and curatorsto control the appearanceof their collection pages. • URL Portals- • Allows different item aggregations to have a different look and feel.

31. Administrative Tools – System Wide Setting • System wide settings control a number of SobekCM settings • Default email address and recipients • Upload file types and file types to exclude from downloading • Builder settings • Contact us form fields

32. SMaRT • Provides DSS staff with additional reporting features and production tools • Browse by institution or collection

33. SMaRT • Provides DSS staff with additional reporting features and production tools • View the serial hierarchy information • Item visibility • Date digitized or QC’ed • Archived status

34. SMaRT • Import MARC records or spreadsheet of records

35. SMaRT • Import MARC records or spreadsheet of records

36. SMaRT • Retrieve UFDC Items • Option to retrieve METS only, MARC XML or the complete package (minus the archival tiff images).

37. Questions?