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Scope: Procedure for handling batch creation of MARC Bib, MFHD, and Item Records for Digitization-produced assets to support their management in the Catalog.

Contact: Jasmine Burns

Unit: Batch Processing, Cataloging, Metadata Services

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.

  • The Delivery System contact (identified at the kick off meeting) will hand off a spreadsheet with BIBID, eBIBID, and persistent URL for delivery system to Metadata Services contact. The Metadata Services contact will:
    • 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.
  • If the system of record is the Catalog:
    • Metadata will hand to Batch Processing a CSV of digital asset bib ids and persistent URLs 
    • Batch Processing will un-suppress the digital asset bibliographic record and add the persistent URL.

  • Handoff: Christina will give Pam's group a list of BIBIDs to review and manually update as needed. Physical-digital links should be displayed in Blacklight after next Solr update.
  • need to indicate clearly suppress / unsuppressed
    • copyright 

PostScript: eBib to analog Bib linking

  • 899 or 035 with local header or 776


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