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Digital Library Center: Collection Approval and Processing Workflow

Collection Approval and Processing Workflow (print version)
Primary Contact Work Required
Gifts & Exchange
and/or
CM & Dept.

Approval, Intake, Inventory

All inquiries about Gifts are referred to Gifts & Exchange (Collection Management Bulletin 6.15: Policy for Gifts of Materials).

Books:
1. Books go to Gifts & Exchange for consideration and inventory prior to review
2. Approval, refusal, intake, and inventory of materials per Gifts Program policies, in collaboration with CMs and Departments (and following applicable policies for all)
3. Gifts & Exchange handles the deed of gift for books

Manuscripts/archival materials:
1. Manuscripts and archival materials are reviewed at their location (prior to being brought to the Libraries) by Special Collections or Area Specialists for approval/refusal
2. Refusal and/or approval and intake processed per departmental policies (Special Collections Acceptance Policy)
3. Special Collections handles the deed of gift for manuscript and archival materials
Conservation Conservation work done as needed to process materials prior to ingest into collection or to prepare for digitization
AGRSSR / Grants Management If digitization, approval and prioritization according to committee's needs and priorities
CM

Digital Collection Creation
CM Provides:

  • collection basic narrative for the landing page (average of 250-1000 words; can be the one used for the committee proposal)
  • copyright and permissions information (researched or through the Gifts program donor paperwork)
  • any pages beyond collection landing page, with content for all
  • outline of and content for additional pages
  • outline of any additional tech enhancements
  • outline of any additional partner requirements; e.g., a list of places
  • list of partner commitments, including any places where copies of digitized files must be sent
  • disposition for physical items after digitization and archiving
  • any other project requirements beyond digitization of materials (creating promotion materials, finding aids, exhibits).

  • list of items to be digitized to include any additional metadata such as subcollections, donor names, etc.
Any additional needs must also be properly documented in writing. It's always easier to add earlier on rather than later. This is like construction--change orders cost everyone in terms of labor and materials.
DLC

Collection Page Development

  • Assigns collection code
  • Creates Collection landing page using narrative
  • Creates banner image and submits to CM for approval (design process may take several iterations)
  • Activates collection
  • Adds all links within UFDC for collection hierarchy
  • Submits page link and the text to CatMet so that a new catalog entry for the collection can be added.
  • Submits page link and text to Electronic Resources for inclusion in Metalib at the collection level
  • Sets up processing workflow if any changes are needed
(Documentation on prior CatMet-DLC workflows)

CM Collection Page Development
Approves collection page and lists any additional pages or design changes needed (additional guide pages, wordmarks).
Additional text or pages may also be added later, but technological needs should be covered as soon as possible to allow time for development.
Item Level Processing
Primary Contact Work Required
CM Item Level Processing
CM provides inventory list to DLC. Inventory list must include:
1) Notes on any special handling requirements. If there are any special handling requirements, DLC works with CM to assign roles and processes for handling of materials.
2) Notes on any permissions already available (through deed of gift or other agreement)
DLC Permissions & Digitization
DLC
  • Creates records for all items
  • Evaluates materials for copyright if needed
  • Provide feedback to CM on copyright status if needed
  • Uses funding and timeline priorities to manage digitization processing for collection materials
  • Manages digitization for collection
  • Provide feedback on progress to CM.
  • After digitization, DLC dispositions materials to CM or another CM-designee per prior CM instructions
DLC/CatMet Cataloging the new Digital Collection
DLC shares collection link and collection description from CM with CatMet for cataloging; DLC shares collection link and description with Electronic Resources for inclusion in Metalib
CM

Disposition & Extensions
CM ensures physical files are properly processed into collections or to external agent.
CM and DLC collaborate on any additional needs/extensions that were defined in the initial project design.
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