Management for Digitization Gina Strack Utah State Archives - PowerPoint PPT Presentation

Project Management for Digitization Gina Strack  Utah State Archives Regional Repository Meeting  April 27, 2016 1

Digital Archives 2

Growth 2006-2016 1,400,000 1,200,000 1,000,000 800,000 600,000 400,000 200,000 0 2006 2007 2008 2009 2010 2011 2012 2013 2014 2015 2016 3 CONTENTdm Indexes

One Million Items 4

General PROJECT MANAGEMENT 5

Project Lifecycle Feasibility Training Conception Scope Goals Resources Operation Definition Completion Feedback Acquisition Implementation 6 Progress Adapted from Managing Business and Engineering Projects as cited in Managing Archival and Manuscript Repositories (SAA)

Factors of Success 1.Mandate 2.Support and Resources 3.Leadership 4.Communication 5.Clear Goals 7 Managing Archival and Manuscript Repositories (SAA)

Digital PROJECT WORKFLOW 8

It Feels Like “The natural condition is one of insurmountable obstacles on the road to ULA 2013 imminent disaster .” “So what do we do?” “Nothing. Strangely enough, it all turns out well.” “How?” “I don't know. It's a mystery. ” 9

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Project Planning ULA 2013 Propose Digital Discuss in Project Plan Planning Meeting • “Building Good • Processed? Collections”  • Public? • Partner or vendor? 11

ULA 2013 Track 12

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Best Practices ULA 2013 archives.utah.gov/digital/best-practices.html Digital Dublin Core Building Collections Imaging Metadata 16

USING CONTENTDM 17

Presenting Context • Government records, like many archival materials, must retain context to be both useful and retain meaning • Almost all digital objects = compound objects 18

Page 2 of a letter means little without Page 1 19

Directory Structure Series Number and Title tiff Directory Name (matches “Caption” field in metadata) seriesboxfolder_001.tif seriesboxfolder_002.tif seriesboxfolder_003.tif Directory Name 20

Especially with “More Product Less Process” 21

Metadata Identification and Digital Container List Digitization Metadata Information EAD Collection Tab-delimited • • database Creator text file • • inventory Dates • • Scanning • Rights, etc. • 22

Access Query 23

Text File 24

Add Compound Objects > Object List 25

NAME INDEXES 26

Indexes • Searching by indexed name is preferable for users such as genealogists. • Partnerships leverage resources outside the Archives • Indexing projects for volunteers 27

Creating Indexes Define Fields Assign Work Proof Publish 28

LINKING TO DIGITAL 29

Bring Them In Google/SEO Digital Aggregation Finding Aid Social Media 30

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Open “export.xml” in Excel as XML Table 33

Resulting Container List in Excel 34

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Review of Tools • Trello.com • Project Tracking • Microsoft Excel • Project tracking • Collection inventories • Links to inventories • Microsoft Access • Add digitization for metadata • Quick File Rename  • Text 2 Folders  Folder Maker  37

Questions? archives.utah.gov/ digital/ Gina Strack gmstrack@utah.gov (801) 531-3843 38