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Project Management for Digitization
Gina Strack Utah State Archives Regional Repository Meeting April 27, 2016
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Digital Archives
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Management for Digitization Gina Strack Utah State Archives - - PowerPoint PPT Presentation
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
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Growth 2006-2016
200,000 400,000 600,000 800,000 1,000,000 1,200,000 1,400,000 2006 2007 2008 2009 2010 2011 2012 2013 2014 2015 2016 CONTENTdm Indexes 3
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One Million Items
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PROJECT MANAGEMENT
General
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Project Lifecycle
Conception Definition Acquisition Operation
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Adapted from Managing Business and Engineering Projects as cited in Managing Archival and Manuscript Repositories (SAA)
Feasibility Training Scope Goals Resources Implementation Progress Completion Feedback
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Factors of Success
1.Mandate 2.Support and Resources 3.Leadership 4.Communication 5.Clear Goals
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Managing Archival and Manuscript Repositories (SAA)
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PROJECT WORKFLOW
Digital
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It Feels Like
“The natural condition is one of insurmountable obstacles on the road to imminent disaster.” “So what do we do?” “Nothing. Strangely enough, it all turns out well.” “How?” “I don't know. It's a mystery.”
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Project Planning
Propose Digital Project Plan
- “Building Good
Collections” Discuss in Planning Meeting
- Processed?
- Public?
- Partner or
vendor?
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Track
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Best Practices
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archives.utah.gov/digital/best-practices.html
Digital Imaging Dublin Core Metadata Building Collections
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USING CONTENTDM
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Presenting Context
- Government
records, like many archival materials, must retain context to be both useful and retain meaning
- Almost all digital
- bjects =
compound objects
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Page 2 of a letter means little without Page 1
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Directory Structure
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Series Number and Title tiff Directory Name (matches “Caption” field in metadata) seriesboxfolder_001.tif seriesboxfolder_002.tif seriesboxfolder_003.tif Directory Name
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Especially with “More Product Less Process”
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Metadata
Container List Identification and Digitization Information Digital Metadata
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- EAD
- database
- inventory
- Collection
- Creator
- Dates
- Scanning
- Rights, etc.
Tab-delimited text file
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Access Query
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Text File
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Add Compound Objects > Object List
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NAME INDEXES
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Indexes
- Searching by indexed name is preferable for users
such as genealogists.
- Partnerships leverage resources outside the Archives
- Indexing projects for volunteers
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Creating Indexes
Define Fields Assign Work Proof Publish
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LINKING TO DIGITAL
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Bring Them In
Digital
Google/SEO Finding Aid Social Media Aggregation
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Open “export.xml” in Excel as XML Table
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Resulting Container List in Excel
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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
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Questions?
archives.utah.gov/ digital/ Gina Strack
gmstrack@utah.gov (801) 531-3843
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