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Workplan and Workflows

Project services:
Digital Repository Service (DRS) for archiving of digital images.
Name Resolution Service (NRS) for determining naming conventions
Digital Imagine Group (DIG) for imaging, metadata creation, and deposit into DRS

Additional tools and services:
OLIVIA for image cataloging
VIA for image delivery

Preliminary work:
1. With the HUL Preservation office, assess condition of materials and determine whether items are in optimal condition for digital imaging (through consultation with HCL-DIG).
2. Specify handling requirements for digital imaging.
3. Submit "Digital object owner registration form" and "DRS space planning form".
4. Finalize Digital Imaging Specifications with HCL DIG and Reformatting advisor, including:
- Determining the digitizing schedule with HCL DIG
- Determining the digitizing workflow with HCL DIG
- Determining administrative metadata information with DRS and NRS registration (that HCL DIG will need to make deposits on behalf of HLSL).
5. Establish procedures & timeline for tracking, packing, transport, delivery and return of portraits.
6. Define strategies and schedule for rehousing and reshelving.
7. Determine specifications for evaluating the progress of the project.
8. Set goals for the end of year 1.
9. Hire temporary, full-time cataloger and begin training.
10. Begin developing cataloging guidelines.

Weekly workflow:
1. Consultations between Project Manager and Cataloger to determine which portraits to process.
2. Catalog approximately 80 portraits in OLIVIA, including:
- Enter all appropriate cataloging information as laid out in the Cataloging Standards and Procedures.
- Identify an OLIVIA ID # (creating a new record will generate an OLIVIA ID#).
- Use the OLIVIA ID # with a prefix as the Item Control Number (ex: W174538).
- Label each item with its Item Control Number so that the digital photographer can clearly identify the item.
- Determine the scanning views for each item being cataloged. For each view, add an associated image record with a caption or description. The caption or description clarifies the view for public users and can also assist the digital photographer while scanning.
- Mark each image with appropriate VIA viewing restrictions according to access requirements.
- Place record within a set, either by creating a new set or by adding it to an existing set.
3. Using OLIVIA, create an inventory-control spreadsheet for a given batch of catalog records including:
- OLIVIA ID# w/ prefix.
- Accession # (populated by the accession # field in OLIVIA).
- Image File Name(s) (Image File Name is the OLIVIA ID# with its prefix and an extension automatically applied in the form "_n" where "n" is a number. Extensions are applied sequentially).
- Restricted (Are these images restricted to the Harvard Community or open to the world?).
- Image caption/description (Entries in this field will display in VIA)
4. Complete the form portion of the spreadsheet:
- Owner/Collection/Batch (local repository name/collection name/local batch identification (OLIVIA batch name)).
- Total # of originals (# of original items in this batch, used for tracking purposes).
5. Deliver source material in batches, along with the associated printed version and electronic version of the inventory-control spreadsheets to HCL-DIG.
6. Upon receipt of source materials and DRS deposit report, verify the match between the image and catalog record:
- In OLIVIA, retrieve images in batches from DRS.
- OLIVIA generates thumbnail images automatically and populates the Local Image URL field with the NRS name for the image.
- Printout QC thumbnail report from OLIVIA.
- Confirm the correct match of each image to the catalog record and confirm the correct orientation of each image.
- Note the verification on the QC thumbnail report.

Work Plan:

Year One
Month 1
- Undergo weekly workflow as stated above in batches of 50 portraits per week.
- Evaluate workflow at month's end for problems.
- Evaluate throughput at month's end.
- Meet with Digital Library Project Liaison.

Month 2
- Undergo weekly workflow in batches of 80 portraits per week.
- Reevaluate workflow at month's end.
- Reevaluate throughput at month's end.
- Meet with Digital Library Project Liaison, and set date for next meeting.

Months 3-11
- Undergo weekly workflow in batches of 80 portraits per week.
- Complete quarterly status reports due on months 3, 6, 9, and 12.

Month 12
- Undergo weekly workflow in batches of 80 portraits per week.
- Evaluate year-end throughput of approximately 3000 images.
- Evaluate project in terms of year-end goals determined at the beginning of the project.

Year Two
Months 1-3
- Undergo weekly workflow in batches of 80 portraits per week.
- Complete quarterly status report on month 3.

Month 4
- Undergo weekly workflow of remaining portraits.
- Write and submit final report

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Contact: specialc@law.harvard.edu
Page last reviewed May 2004.
© 2003 The President and Fellows of Harvard College