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Workflow Documentation

for cataloging and creating metadata for digitized materials

        This page contains documents and diagrams that demonstrate workflows for the creation cataloged records of digitized materials. The Cataloging and Metadata Department is responsible for assisting the Digital Library Center in the creation process. It helps the Center with bibliographic cataloging, metadata evaluation, and authorities control, in order to enhance access to digital materials. The documents and diagrams attempt to capture the inter-departmental workflows.

             General Workflow        (Diagram 1, Diagram 2/3, Chart 4 - Serials, Not available yet)

             IFAS Center Reports     

             Ag Project Workflow       (Diagram 5)

             Baldwin Workflow           (Diagram 6)

             Authority Database         (Diagram 7)

List of Digital Library and Cataloging and Metadata Dept. cooperative projects.

This DLC Projects Chart [Excel spreadsheet] provides full information on the past, present, and future Digital Library Center's scanning projects. The chart includes: Project type, name, miscellanous DLC information, Collection Management staff responsible, physical description, Cataloging Team, Cataloging procedures and processing notes, and Preservation notes.

This Status of Projects (Brief List) provides information of current and completed projects.

Cataloging IFAS collection (Nov. 2005 - )

        From November 2005, CatMet began to catalog the IFAS collection sent from DLC. This collection contains mainly grey literature and small publications including monographs, series and serials by the Institute of Food and Agricultural Sciences (IFAS) and its research centers. The collection has been in Marston Science Library and been cataloged only on collection level. CatMet began to catalog each individual item in the collection.  Jackie Brown, Jorge, Jimmie and Hikaru are in charge of this collection with students helping on draft short bib records. Hank also helps on cataloging serials. The finished bib records have been sent to Nelda for her to generate the bib records for the digital version.

Cataloging Hildebrand Collection (Jul. 2006 - )

       From July 2006, CatMet began to catalog the Hildebrand collection sent from DLC. This collection was built by Professor Peter Hildebrand, the former director of the International Program in the Institute of Food and Agricultural Sciences (IFAS). The main part of the collection is grey literature and small publications including monographs, series and serials from Instituto de Ciencia y Tecnologia Agricolas (Guatemala) (ICTA), the current University of the West Indies in St. Augustine, Trinidad & Tobago, along with other non-ICTA materials. Prof. Hildebrand directed the collaborative teaching and research projects between UF/IFAS and ICTA. Jackie Brown and Jorge are in charge of this collection with students helping on draft short bib records. The finished bib records have been sent to Nelda for her to generate the bib records for the digital version. By 2006, more than 443 monographs  and some serial titles have been cataloged.

Mapping local subject headings to AAT for ARTE Collection in dLOC (Oct. 2006)

        DLC sent a request for the ARTE collection in dLOC Project, Digital Library of the Caribbean. This collection contains Caribbean artifacts and has been cataloged with the participating institution’s local subject headings. An earlier attempt in DLC in mapping to LC subject headings was failed because the LC headings are not specific enough to describe such a special subject. DLC suggested me trying on AAT headings, Art & Architecture Thesaurus, and it worked pretty well, even though we still couldn’t find any matching terms for a small amount of subject headings. Some of the local terms are in Spanish which we didn’t match them to AAT in order to keep the original terms.

Creating authority records for Sugar mill plantations in Cuba (Oct. 2006 - )

       DLC sent a request for a list of 156 sugar mill plantations in Cuba to CatMet for authority work. This request is for the Braga Brothers Collection, which is about the modernization and expansion of the Cuban sugar industry in the century preceding the rise to power of Fidel Castro. Jorge is working on it. He enters the locations and names of the sugar mill plantations to Aleph records 752 fields. He also creates the authority records on OCLC and loaded to Aleph.


Standardizing historic occupational titles (Oct. - Nov. 2006)

        DLC sent a request for a list of 832 historic occupational titles used from 1890 to 1915 for authority work. This request is for the Ephemeral Cities project in DLC. Haiyun is working on it. She found definitions of the historic occupational titles from the current and early version of DOT (Dictionary of Occupational Titles), historic statistics from the US Census website. DLC scanned and OCRed the 1939 version of DOT and intended to find an efficient way to get the significant amount of text from the OCRed files.

Authority work for UF Institutional Repository  (Nov. 2006 - )

        The UF Institutional repository will hold intellectual content produced by organizations and/or individuals affiliated with the University of Florida and make them accessible to a world wide audience. The UF Institutional Repository is still on its very earlier stage; therefore, it is also on a very important stage on creating the whole architecture.

        DLC decided the Institutional repository will be organized by the names of the organizations including schools, colleges, departments, units, centers, etc. So first of all we need to set up the great organizational hierarchy. We also need to consider the name changes, splitting and merging as well as acronyms and abbreviations. The great hierarchy can be considered a taxonomy which represents the official and non-official names with scope notes and cross reference as well as their relations. DLC have chosen EAC as the metadata standard for the authority records.

        Another authority work for UF Institutional Repository is authors’ names. There are many materials, either published or un-published, with no bib records in OCLC or ALEPH. The digital library center will draft the short bib records for them. But we are still not sure what we should do on the name authority. It seems that we definitely don’t have enough staff time to do all the names manually, so we need to find an automatic way. Except creating new name records, we also need to load authority records from ALEPH to the Institutional Repository regularly in the future.

Identifying names, places and dates, etc for Cunningham Collection (Nov. 2006 - )

        DLC sent a request for identifying entities in the funeral records in Cunningham Collection. This collection contains about 2000 funeral records from Cunningham Funeral Home. The identified entities will not only provide important access points for Cunningham Collection, but also be an important knowledge base for the Life Events Project and future data mining for Ephemeral Cities Project.

Revising METS files for Soil Survey reports in Food and Agriculture Collection (Nov. 2006 - Jan. 2007)

        DLC sent a request for revising the metadata for 70 soil survey reports. The metadata for most of the soil survey reports were missing authors and publication dates. The revision included downloading the METS XML files, finding missed authors and dates from the PDF images, Editing the XML files, inserting authors and publication dates, validating the XML coding, and reloading the METS file back to UFDC.

dLOC metadata revision (Jun. 2007 - )

        dLOC, Digital Library of the Caribbean, is composed of materials from participating institutions in the US and Caribbean area. Participating institutions scan their materials, add metadata, send to UF, and then the images and metadata are loaded to UFDC server. The quality of the metadata added by either professionals or non-professionals with variety of standards are not guaranteed. CatMet initiated the project to revise dLOC metadata with LC subject headings and DLC standards using the metadata template developed by DLC. The dLOC materials are in English, French or Spanish. CatMet’s cataloging staff with certain language expertise work on this project. Workflow of dLOC Metadata Revision Project.

Baldwin NEH Project: Phase 3 (Oct. 2007 - )

        The grant catalogers get a new cart of 80-100 books on Fridays, and Jay checks them against packing list. Mondays-Tuesdays: Fern checks Aleph for duplicates, creates item records, searches OCLC for copy and returns books. Jay and Jane Anne catalog books in Connexion and download to OCLC and Aleph on Thursdays. Non-color cataloged books are returned to Baldwin on Thursday/Friday. Books with color are given to John in Preservation on Mondays for him to check condition. He sends them on to Nelda the same day. Books are maintained in a weekly group as they go through the process in DLC. The group is returned to John to be rechecked and then they go back to Baldwin to be returned to shelves.

Cuba imprint report (Aug.-Sept. 2007)

        DLC requested a list of Cuban imprints for books and serials with publication years -1923 and 1924-1977.  Jason, Betsy, and Priscilla in consultation with Peter created a report with bib and holding data for 5,738 book and 456 serial records with 008/15-17 coded "cu" [Cuba] to represent the place of publication, production, or execution. 

FDA report (Sept.-Oct. 2007)

        DLC provided a list of 4,930 ETDs ingested into the Florida Digital Archive and asked for a report with bib data (author, title, publication date).  Jason translated the UFE numbers in the list to the corresponding Aleph system numbers, then pulled in the bib data.


        Except the above collections and projects, CatMet has been receiving requests of cataloging and authority work from DLC for some individual items.


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