Scope: Procedure for handling batch creation or editing of MARC Bib, MFHD, and Item Records for records of Digitization-produced related assets slated for delivery to support their management in the Catalog.
Contact:Jasmine Burns Jenn Colt
Unit: Batch Processing, Cataloging, Metadata Services, DCAPS
Date created: 02/17/2017
Date of next review: February 2018
This is a procedure triggered by DCAPS or Digitization work. The template or standard DCAPS procedure that involves this step is documented here.
1. Digitization Project Kick-off Meeting Review
Participant: Jasmine Burns
During the kick-off meeting, a Metadata Services representative (with invited member from Batch or Cataloging as needed) discusses the:
- Identifier/Record/Metadata Needs & Fit for the resources being digitized
- i.e. not all resources being digitized will be a good fit for record/metadata management in the Catalog.
- Where should the metadata of record exist for the resources being digitized? Are those identifiers stable enough for use in digitization and preservation workflows?
- Assess Metadata/Cataloging/Batch work needed:
- What metadata already exists, for which manifestation (the analog version, a digitized version, other?), and where is this metadata?
- Do we need to create digital asset records:
- from scratch? (Note: Metadata, Cataloging & Batch does not do this, but we can help coordinate the effort with the requesting parties)
- derived from a physical or analog metadata record?
- derived from a non-MARC source?
- converted from a non-MARC source?
- What turn-around / timeframe is required (Note: Metadata, Cataloging & Batch need at least 2 weeks notice generally).
- Confirm Understanding:
- The records will be managed in the Catalog by Cataloging, Batch & Metadata staff.
- We can handle suppressed records, but this is not a preferred situation (keeping suppressed records in the Catalog for digitization and preservation management).
- We can derive metadata for other delivery or preservation systems (eCommons, SharedShelf, Hydra, CULAR, ...) based off of the records.
2. Digitization Lab Inventory & Digital Assets Identifiers Request
Participants: Jasmine Burns, user-9f226 (as needed), Gary Branch (as needed)
- The Digitization Lab work hands final inventory of items to be digitized (generally, Call Number, Title, BIBID) to Metadata for review & routing. Review includes:
- Checking list for completeness.
- Logging workflow steps into project tracking systems (probably just Zoho).
- Capturing the hand-off in some version-controlled documentation source like https://github.com/cmh2166/AV2eCommons.
- According to discussions at Digital Project Kick-off Meeting (Step 1. above), the Metadata Contact routes this list to appropriate Batch contact for digital (and possibly analog) record creation.
- If the records or metadata of record is not loaded into MARC, then step 3 is not followed and Batch / Cataloging is not involved in the workflow until a Collection-level record is discussed.
3. Digital & Analog (as needed) Asset MARC Record Creation & Loading
Participants: Gary Branch (hands off to Batch staff member), Pamela Stansbury (as needed), Jasmine Burns (as needed)
Depending on required next step, one of 3a, 3b, 3c (or a to be created 3d) is followed:
3a. MARC exists for the Analog/Physical Item, Need to Derive MARC for the Digital Asset
- flag in record for ignore this:
- basically load bibs, no holdings, keep suppressed until reloaded with links
- come up with a flag, 995 -ignore
- generate bibs based on existing workflows in Gary
- based on format
- cataloger review
- pam looks at sample
- decides on
- create collection-level records
- collection-level bib record stub
- collection-level descriptive information can stand in
- holdings, bibs unsuppressed with links
- have format + generating this
3b. MARC does not exist for the Analog/Physical Item, Need to Derive MARC for the Analog and the Digital Asset from a provided CSV
- load bibs:
- generate MARC
- items being generated
- create items
- without piece
3c. MARC exists (but not in Voyager) for the Analog/Physical Asset, Need to Load MARC for Analog/Physical Asset and Derive MARC for the Digital Asset
- load bibs:
- generate MARC
- items being generated
- create items
- without piece
4. Generate Updated Inventory with "eBibs", Hand back to Digitization
Participants: Jasmine Burns, Batch staff
- Batch provides Metadata with a list of Bibs generated for the digital and physical items.
- Metadata adds these identifiers to the original inventory CSV handed over by digitization (see step 2).
- Metadata hands this updated inventory to Digitization to be used for Digitization, Filenaming, & loading into Preservation.
5. Descriptive Metadata Integration
Participants: Jasmine Burns, user-9f226 (as needed)
After digitization magic happens, we need to integrate existing descriptive metadata with the generated files and simple inventory metadata for loading into delivery systems (eCommons, Hydra, SharedShelf, etc.)
- Metadata staff is contacted with updated information for the post-digitization inventory (updated with filenames, digitization notes, and Kaltura IDs if appropriate.
- Metadata staff will integrate KalturaIDs, preservation IDs, and catalog (or other) metadata into one CSV and prepare spreadsheets for delivery assets to be loaded into the specified delivery system.
- Metadata staff will also perform any necessary normalization for preparing metadata for ingest.
- Handoff: Metadata Staff will give metadata ingest spreadsheet for loading delivery assets into repository to Delivery repository contact (determined at Kick-off meeting).
6. Hydrate eBIB Stubs
Participants: Jasmine Burns, user-9f226 (as needed), Gary Branch (or designated Batch Staff member), Pamela Stansbury (as needed)
After the assets are loaded into a delivery system (eCommons, Hydra, SharedShelf, etc.), the digital asset records created need to be unsuppressed and updated with persistent URLs to the resource in the delivery system.
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- Check list for completeness.
- Log workflow steps into project tracking systems (probably just Zoho).
- Capture updated metadata inventory in some version-controlled documentation source like https://github.com/cmh2166/AV2eCommons.
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2024
Please note that this procedure has been revised extensively as of May 2018, therefore previous references to the procedure may no longer apply.
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These are the three cases in which DCAPS initiates a Batch process
1. Creation of bib records to provide access point for digitized assets
Participants: Jenn Colt, Batch staff
Scenario: Creation of eBIBs for digitized items in delivery systems. eBIBs will only be created if the following criteria is met:
- Items are individually cataloged (not items where the only representation in the catalog is at the collection-level)
- Access with a URL will be provided (only create eBIBs at the time of provisioning for access)
Input: spreadsheet of existing analog bibids with Delivery URLs
Output: eBIBs are created
- DCAPS emails Jenn Colt a spreadsheet of bib records and URLs
- Jenn Colt passes along to appropriate Batch Processing representative
- Batch processing creates bib records for the digitized materials and notifies Jenn Colt when they are complete
2. Identification in the catalog of bibliographic works that have been digitized
Participants: DCAPS Project Manager, Jenn Colt, Batch representative
Scenario: DCAPS has digitized items and would like the catalog record for the analog item to note that these items have been digitized (single items). There may or may not be a bibliographic record for the digital item, this code is simply to note that the analog item was digitized. Placed on the bibliographic record, this note does not presume to provide any information about which specific holdings were digitized or whether the work was digitized in whole or in part.
Input: spreadsheet of FOLIO instance UUIDs and the date that the items were digitized
Output: Bib records get 899 code
- DCAPS emails spreadsheet of FOLIO instance UUIDs to Jenn Colt to hand over to Batch representative
- Batch places 899 code on the BIB records with a subfield $d for date
- Batch notifies Jenn Colt which 899 code was used
3. Identification in the catalog of items that belong to a digital collection
Participants: DCAPS Project Manager, Jenn Colt, Batch representative
Scenario: DCAPS has a group of records that belong to a single digital collection and would like the catalog records to note that they belong to that collection
- if representation of these items exists somewhere as a collection (i.e. finding aid, catalog record, etc.), this will be the likely scenario
- it is strongly preferred that all items from a collection are sent at the same time, please email Jenn Colt prior to the request if this is not possible and must be sent in batches
Input: spreadsheet of BIBs
Output: BIBs get 899 code
- DCAPS emails spreadsheet of FOLIO instance UUIDs to Jenn Colt to hand over to Batch representative
- Batch places an 899 code on the records
- Batch notifies Jenn Colt which 899 code was used
PostScript: Linking the Digital Asset Bib Record to the Physical/Analog Asset Bib Record
When deriving digital asset Catalog records from physical or analog asset Catalog records, we want to indicate the derivative relationship between the two resources.
- a special 035 field is generated by Batch that links the derived, digital asset bibliographic record to the physical/analog bibliographic record (documentation for this?)
- 776 0 8 $i Print version | Online version $w (FOLIO) bibidnum
- 899 ind1 = 0 $a 899code
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- copyright
eBib to analog Bib linking
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