Setting the Stage

1. Setting the Stage • Provide a high-level overview of the accessioning and management processes • Depict where/how DLESE tools are used in the processes • Identify challenge points in the process where DLESE tools can be expanded to help

2. Collections Accession & Mgmt Use • Idmapper • DCS • Discovery (DDS) / Collection Manager • Metadata frameworks • OAI • Scripts - transforms, validations, illegal chars • Vocab Manager

3. Collections Accessioning • Assign & enter coll. key into Vocab Manager • Enter coll. key, format & name into Idmapper • Create a collection-level record Challenge: need to prevent duplication of catalog record numbers within a collection Challenge: need to prevent duplicate keys (collection framework schema helps but does not ensure unique) Challenge: need tool to register or help create collection records

4. Goals of Collections Mgmt • Access - keep URLs updated • Growth - update records or expand collections • Provision - provide collections to NSDL

5. Functions of Collections Mgmt • Quality assure - records for the library; apply to all records & collections regardless of the metadata framework used • Maintain - record links, syntax, status and vitality; prevent dups • Update - new &changed records to DDS • Redistribute - records in various formats for OAI service providers • De-accession - problem records/collections

6. 1. Quality Assurance - Before cataloging • Is the collection content in DLESE scope • Ensures correct use of the framework • is it a resource or annotation collection (this has been an issue with 3 collections) • Determine who is the collection quality assurance person • Often have to help write scope statements

7. 1. Quality Assurance - During/Post cataloging • Is the resource content in DLESE scope • Ensure metadata quality • Is required metadata present (depends on framework) • Is the primary URL of the framework active • Is non-required metadata used appropriately • Edits for spelling, grammar and completeness • Prevent the usage of illegal XML characters (uses Python script)

8. 1. Quality Assurance Person (for a collection) • Can be the collection builder • Can be DPC staff (if contracted) • Responsible for • completing previous checks • indicating when to ‘harvest/gather’ the collection for updates etc. • handling problems from maintenance checks Note: Collection record has this person listed Or combo

9. 2. Maintenance - Functions • Link checking - vitality of URLs in ADN, annotation, and collection records • Dup checking - detect presence of records that reference the same URL within a collection • Syntax checking - detect the presence of ill-formed data not enforced by the framework schema (email address) • Status checking - determine if a record is active or inactive or new to a collection

10. 2. Maintenance - Link checking • Errors organized by type • Contact collection QA person to have them contact the resource creator to address probs. • Could be Holly contacting resource creators • Could be Katy contacting collection builders • No responses cause records to be physically removed from Discovery • Challenge: no ability to track actions

11. 2. Maintenance - Dup checking • Both URL and content checking is done • Comparisons of mirror URLs to primary URLs is done • Since dups are not allowed in a collection, notify collection QA person. QA person resolves which record should be used • Challenge: Some mirrors seen as different so dups across collections not always found

12. 2. Maintenance - Syntax and Status • All records are given active status • Idmapper does not disable any records, it reports errors to DDS • Challenge: Errors can be displayed but no enable/disable actions can be done on individual records but Idmapper results not automated action ready

13. 3. Updates - Why • New records • Updated records • Framework changes

14. 3. Update - Functions • Harvest and gather - how metadata records arrive at DPC • Quality - what have you got & previous checks • Transform - put metadata in proper format • Validate - ensure data integrity • Maintenance - same as described previously • Index - add to DDS (Idmapper must run 1st before indexer; no auto-inform of indexer errors)

15. 3. Update - Harvesting & Gathering • Cataloged at DPC using a DCS (Mortimer & Flood) • Cataloged at DPC using XML Spy (Quake) • Cataloged at DPC by transforming an existing collection of metadata records (Quake) • Email (Flood) • OAI 1.1 harvesting OAI 1.1 (Mortimer) • OAI 2.0 harvesting OAI 2.0 (Thorton/Cutterjohn) • FTP get to a collection builder server (Quake)

16. 4. Redistribution • Determine - can collection be redistributed, if so, how? • NSDL - if sent to NSDL; create NSDL collection-level record • Transform - (if needed) write XSLT code to provide records in proper format • Organize - put metadata records in OAI Challenge: Some collections need to be in more than 1 OAI set

17. 5. De-accessioning • Physically remove problem records or collections (Collection Manager) per DLESE policy Challenge: need to activate and deactivate individual records within Collections Manager