Analyse Workflow
Existing Workflows
List of previous and existing digital projects:
Need of changes
The most important change is to catalogue all the physical items. Best practice is to do it on receipt (as we do with cd's and dvd's) and if that haven't been done, then do it before digitising.
Common denominator
The common demoniator is the way we handle the items when we 1) on receipt 2) cataloguing the physical item 3) add the necessary metadata to the digital file
Optimal Workflow
The workflow is based on the scenario that a new donation has just arrived. But almost the same workflow can be used for a collection that has been stored at SB for years, and now it is going to be digitised.
The workflow is not concerned about the technical processes of the digitisation itself, e.g. Preparation of tape, Preparation of the machine, A/D-conversion. Instead can be referred to Henriksson, Juha and Nadja Wallaszkovits (2008) Audio Tape Digitisation Workflow http://www.jazzpoparkisto.net/audio/
On Receipt: What to do when you get a new collection, or, get a collection from the store in order to digitise it?
- Make a short description of the collection: Where does the collection come from, what are the agreements about it, how many items are there and what kind of media is it, etc. When we are talking about elderly material, the next step is to keep the tapes separate from the rest of the collections in the archive until it is examined if they are infected by mould or other kind of contamination, and if that is the case the pollution must be eliminated.
Cataloguing the physical item: What kind of records do you need?
Make a catalogue record of the physical item for the libary database using danMARC2. If there exist a record of this item then reuse it, make the needed changes and export it to the library database. This record can be used to create eg. a Dublin Core record when the item is going to be digitised.
Metadata for the digital file:
Find the bibliographical record in the library database and import a copy to DOMS-GUI. It is assumed that the cross-over from danMarc2 to Dublin Core is part of the automatic process of importing the record. Digitise the item and add the necessary technical metadata to the bibliographical metadata via the GUI.
References
Henriksson, Juha and Nadja Wallaszkovits (2008) Audio Tape Digitisation Workflow http://www.jazzpoparkisto.net/audio/
Kulturarvsstyrelsen (2007) Retningslinjer for bevaring og håndtering af kulturarvsgenstande http://www.kulturarv.dk/forvaltning/museumsdrift/vejledninger/bevaring/index.jsp