Martha Anderson 2020-03-05 16:02:44
Have you ever received a digitization request for an item you know you’ve already processed? When staff at the libraries of the University of Arkansas at Fayetteville noticed an increase in one-time request transactions between special collections and digital services along with the occasional reprocessing of an item, we recognized the need to create a more systematic workflow between the two departments.
The libraries tasked the newly formed Access Copies Working Group (ACWG) with creating and implementing a new program, the One-Time Request Digital Services and Special Collections Gallery, to expedite service to patrons and enable productive workflows. The goal of this project was to document the one-time digitization requests process, to avoid duplication of efforts in the future, and to be conscientious of copyright and permissions restrictions while designing the workflow. Although we knew that there would be challenges in drafting the plan, we were excited to put in writing a process that we all seemed to know and understand verbally.
Creating an Effective Workflow
The workflow needed three basic components to be successful. The first component was a platform within which all collaborators could exchange the digital files without publishing. The second was a spreadsheet to track the workload and the workflow lifecycle. Finally, we needed a digital collections management system in which to publish the copyright and donor permissions for free materials. The digital collections management system would also be used to house the dark archives, which is an unpublished digital collection of materials with restricted permissions and intended for staff use.
The workflow moves through three stages:
1) Initiating a Transaction
First, the patron initiates a one-time request for digital files in special collections (SC). The SC Research Services evaluates the request and makes the decision to deny or proceed with the transaction on a case-by-case basis. If approved, special collections notifies digital services (DS) by completing the DS One-Time Request Log, a spreadsheet both departments share while processing the request. SC also completes a work order specifying imaging resolution, file formats requested, and the expected imaging due date.
2) Process and Delivery
The DS One-Time Request Log documents the request’s progress, which tracks the request day, the materials’ source information, the number of scans, the expected file formats, the expected deadline, the date the materials were accepted by DS, the date the digital files were approved by SC, the date when materials returned to SC, and the closing of the specific digital request order.
Once the work is completed, DS posts the work in the agreed platform. SC retrieves the digital files and delivers them to the patron.
3) Display and Preservation
The One-Time Request Digital Services and Special Collections Gallery is the collection of materials from one-time requests that are free of restrictions. We will eventually publish and continue to add to this gallery, providing easy access to previously requested materials.
By the project’s end, we’ll have created a new workflow, helped in documenting annual statistics, and created two new digital collections.
The second collection, containing scans of materials with access restrictions, is the dark archives and is accessible only to staff. When users request its materials, staff can explain copyright guidelines and easily retrieve materials without initiating the scanning process.
The descriptive metadata is produced in two stages. The first occurs when patrons request materials for digitization. Staff create basic metadata to identify and retrieve materials expediently between the two departments. The second stage occurs when publishing to the digital collection, where a more robust metadata is needed. During this stage, the Cataloging Unit will join the process to draft descriptive metadata for each digital object.
The DS staff will also create an annual Archival Information Package (AIP) to preserve and document newly created digital content. The AIPs will store the digital work and monitor file fixity, information security, and metadata, and repair file formats when necessary. Another great benefit of creating the annual AIPs is easy access to data for the libraries’ annual statistics report.
Reassessing and Continually Improving
By the project’s end, we’ll have created a new workflow, helped in documenting annual statistics, and created two new digital collections: one for published materials and one for materials with restricted permissions. The additional creation of AIPs will preserve the digital work and document the requested work per year.
The ACWG team is hopeful about the One-Time Request Digitization program, which has been in effect for a few months now and has already helped staff avoid duplication efforts when serving patrons. The team will continue to meet every six months to assess the program and recommend changes so that our staff can serve patrons efficiently and productively.
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