UF DLC Tracking Database Documentation ( Legacy Software, no longer in use )

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Title:
UF DLC Tracking Database Documentation ( Legacy Software, no longer in use )
Physical Description:
Mixed Material
Creator:
Sullivan, Mark V.
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Notes

Abstract:
This is the documentation for the legacy Tracking Database application for UF's Digital Library Center. This documentation is archived for historical purposes and the new production tracking application, SMaRT, is documented online: http://ufdc.ufl.edu/software/smart

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Source Institution:
University of Florida
Holding Location:
University of Florida
Rights Management:
All rights reserved by the source institution.
System ID:
AA00000234:00001

Full Text

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1 | Page University of Florida Digital Collections (UFDC) Tracking Database (Legacy software) This is the documentation for the legacy Tracking Database application for UF's Digital Library Center. This documentation is archived for historical purposes and the new production tracking application, SMaRT, is documented online: http://ufdc.ufl.edu/software/smart A few notes Philosophy It was our original intent to create a database and user interface that could hold every bit of information necessary to create the metadata for each resource. The database diagram on this site represents the attempt to do just this. The database was designed and implemented completely. The first phase of the user interface was also completed and screen prints can be found on this site. As we progressed through this development, the enormity of the task became apparent. Making one application to track the details, hold every bit of metadata, and make each element editable and repeatable is a Herculean task. We have now returned to the idea that the tracking database should primarily track the progress of each resource through the digital library. It does include some basic bibliographic data necessary to identify the resource, and it still does aid in the creation of metadata. However, we do not expect it to hold every bit of data. Data Flow When we begin working on a resource, this resource is either entered into the application manually, or imported from a MARC record. Whenever a MARC record is available, this is converted into MARC XML and stored in a central depository. An example MARC XML file can be found here When the scanning of the resource is complete, the Quality Control Application is used to create structural metadata for the book. This allows users to add the divisions and division hierarchy for each resource. When the resource leaves the Quality Control department, a METS file is created from the data in the tracking database, the MARC XML file, and the data entered by the tech. A sample METS file can be found here The resource is OCR’d and then placed on line, using only the METS file to load into Greenstone and the University of Florida Digital Collections [UFDC]. During this process portion of the METS file are converted to the Greenstone Archive [GSA] format for loading. The sample GSA can be found here and the loaded resource used for each of these examples can be found online here

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2 | Pag e Develop m Develop m resource t and vide o which we Main For m e m ent Contin u m ent continu e t ypes, such a o has not yet b operate, th e m Screen Pri n es e s on the ap p s newspaper s b een implem e evolution o f n ts p lication with s will be add ented. As wi t this project c This is the launched. T database. T from the li s Here we c h 'Gainesvill e items in th A single re s changes likel ed with their t h all large p r c ontinues. main form w T his screen i n T his form ca n s t. h ose to searc h e in the title. e MAP proje c s ource can b e l y to be seen own unique r ojects in the hich is seen w n itially shows n also be use d h for all reso u Additionally c t (and all pr o e located by s to the datab a properties. A changing en v w hen the ap p all the UF re s d to search f o u rces with th search resul o jects under M s earching for a se as well. N A dditionally, a v ironment in p lication is sources in th e o r single item s e word l ts are limite d M AP). the bib id di r N ew a udio e s d to r ectly.

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3 | Pag e Monogra e ph Item Scre e e n Prints Here we s e main scre e The Summ resource. T might oth e The Sourc e including h The next t a panel is us e here e arched for a l e n. Next, we w ary panel dis T his screen is e rwise reside e panel displ a h olding locati o a b is strongly e d in this exa ll resources w w ill drill dow n s plays some o readonly, an on seperate a ys informati o o n and ident i related to th a mple. You c a w ith the wor d n and view th o f the basic i n d is used to g screens. o n about the i fiers. h e chosen res a n see an exa m d 'Crump' in t h e details of t h n formation a b g ive a quick v i original sour ource type. T m ple of this p h e title from h is item. b out a single i ew of data w ce documen t T he Monogra p anel for a s e t he w hich p h rial

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4 | Pag e The item e used in this e e xample is av a The Electr o destinatio n included h e The Archi v resource. The Status item with m status wo u a ilable onlin e o nic Resourc e n technology. e re. v e panel sho w panel allow s m ultiple volu m u ld be report e e e panel allo w Additionally w s which CD' s s status to be mes, like a s e e d individuall w s us to set th comments a s or DVD's inc tracked for t e rial, this pan y for each vo e project co d a bout this re s c lude the file s his resource. el would not lume. d e and the s ource can b e s from this If this was a n be shown as e n

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5 | Pag e Serial Scr e e e en Prints Here we s e author fiel d view the d e The Summ single reso view of da t The Sourc e document The next t a this object example o f user can cl e arched for a l d from the m e tails of this s ary panel dis urce. This sc r t a which mig h e panel displ a including h o a b is strongly is a serial, th f this panel f o ick on a singl e ll UF resourc e ain screen. N s erial. s plays some o r een is reado n h t otherwise a ys informati o o lding locatio n related to th e Serial pan e o r a monogra e volume to g e s with the w N ext, we will d o f the basic i n n ly, and is us e reside on se p o n about the n and identif i h e chosen res e l is shown. Y o ph here Fro m g et more det a w ord 'House' i d rill down an d n formation a b e d to give a q p erate scree n original sour i ers. ource type. S o u can see a n m this screen a ils. n the d b out a q uick n s. ce S ince n a

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6 | Pag e e We now s e this serial. volume. Status is r e current vo l status. You can vi e are on by v Back at th e set the pr o comments e lected a sing This Serial V o e ported at th e l ume has not e w which CD s v iewing the A e serial level, o ject code an d about this r e g le volume fr o o lume panel e volume lev e been scann e s or DVDs th e A rchive panel the Electron i d the destina t e source can b o m the list of shows infor m e l, since this i e d, so there i s e images for t at the volu m i c Resource p tion technol o b e included h e volumes un d m ation about i s a serial. Th i s no reported his single vol m e level. p anel allows u o gy. Addition a e re. d er this i s d ume u s to a lly,

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7 | Pag e Project H e ierarchy Scr e e en Prints The Archi v this resour reported f o The Hierar tree forma well as ad d The Brows spreadshe e single proj e We can ed from this f o v e panel sho w ce. Since we o r every volu m chy view dis p t. From here d new projec t e view displa e t. You can a l e ct code fro m it and view t h o rm. w s which CD' s are at the se r me under thi p lays the pro j you can vie w t s. ys the collec t l so launch a s m this screen. h e informati o s or DVD's inc rial level, inf o s serial. j ect structur e w and edit cu t ion of proje c s earch to see o n about a si n c lude the file s o rmation wo u e to be viewe d rrent project c ts as a flat all items in a n gle collectio n s from u ld be d in s, as n

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8 | Pag e Archive M e M edia Screen Prints We select e project. The Archi v and DVDs i displayed. We have n project th a e d the 'MHC' v es form lets u i n the local a r ow searched a t reside in th collection an u s view infor m r chive. Here, for all archi v h e range bet w d now can vi e m ation abou t all items in t h v ed CDs and D w een CD num e w all items i t each of the h e archive ar e D VDs in the J U ber 500 and 7 n this CDs e U V 7 25.

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9 | Pag e e Selecting a informatio single row f r n for a single r om the Arch resource on ives form dis p the selected play the CD.

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DRAFT 5/24/05 DLC Tracking Database – DTdb Phase 2 requirements 1. Integrate DTdb with QC tool – Modify QC tool and DTdb to support expanded DTdb data structure. Allow user to specify Volume, Page and Page Type (Division) information. Allow QC tool to run independently from FileSort tool. 2. Integrate with FileSort tool – Modify FileSort tool and DTdb to support expanded DTdb data structure. Allow wider range of file types (TIFF, GIF, JPG, JP2, others in future) Allow range of file types to be expanded easily. Allow storage of multiple types of checksum information. FileSort tool will be capable of adding file information to DTdb and may be run independently from QC tool. 3. Modify print parameters so that printing from search results page prints in Landscape mode. This will allow maximum space for expanding fields and allow maximum amount of data to be displayed. 4. Modify display to include Volume Identifiers for single volume items. (SPR-179) (point 45, SPR151). 5. Modify multi-volume sort so that volumes are sorted by volume first then issue. Modify sorting of volume and issue columns so that they are sorted as if right-justified.

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6. Add support for displaying only the holding locations which have been previously defined as belonging to the base institution of the current item. Holding Locations to be entered by DLC staff. (point 36, SPR-151) 7. Add ability to search records created within a date range. (point 47, SPR-151) 8. Add basic reporting module a. CD pull-list report – User will specify a BibID or Volume and DTdb will produce a report detailing the CDs which are attached to the specified item including the following fields: CD number, FileRange, Date Archived, and Media Type (CD, DVD, others in future) b. CD Contents report – User will supply a CD Number and DTdb will produce a report detailing the files contained on the CD including the following fields: BibID, Volume, Filename, Filesize, Date Modified, File Checksum c. All CDs meeting criteria X report – User will specify any combination of the following parameters: Institution, Project, Date Archived Range. DTdb will produce a list of CDs meeting the conditions specified including the following fields: CD Number, Institution List, Project List, Date Archived. d. Basic Statistics Report – User will specify … (please add comments) DTdb will produce a report containing … (please add comments)

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Phase 3 requirements 1. Enhanced searching including AND, OR and NOT. This is a significant change to the search mechanism and will be a Phase by itself. (SPR183, 184) Phase 4 requirements 1. Add DTdb hook to Geographic core. (SPR-155). Significant coding required. Phase 5 requirements 1. Create/modify MARC ingest application to get Bib records from Aleph. (point 2, SPR-151) Phase 6 requirements 1. Add application security so that different DLC staff have different permissions for the various DTdb features. (point 7, 23, 25 and 26, SPR-151) Phase 7 requirements 1. Add support structure for Audio and Video files. This requires additional database tables to record the unique characteristics of these types of items. (point 12, SPR-151) 2. Add support for recording Microfilm as an archive media type. Phase 8 requirements

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1. Differentiate Institutions from other Holding Locations so that system can allow users to change holding location codes. (point 13 and 14, SPR-151) 2. Add data hints for Authors, Publishers, and Holding Locations based on existing data in the database. (point 31 and 32, SPR-151) 3. Modify application to sort Status tab items by most common workflow order. Order to be defined later. (point 43, SPR-151)

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Add a Volume ( autofill: Example for Newspaper: Weekly ) Type: Monograph Newspaper Serial Weekly Daily Su Mo Tu We Th Fr Sa First: Year Month/Season Volume Issue Day 2005 January 100 1 1 Last: Year Month/Season Volume Issue Day 2005 December 100 12 1 In this example, you will have to be calendar-aware. When the radio button “Weekly” is clicked, allow only ONE day to be checked. Add a Volume ( autofill: Example for Newspaper: Daily ) Type: Monograph Newspaper Serial Weekly Daily Su Mo Tu We Th Fr Sa First: Year Month/Season Volume Issue Day 2005 January 100 1 1 Last: Year Month/Season Volume Issue Day 2005 December 100 12 1 In this example, you will have to be calendar-aware. When the radio button “Daily” is clicked, allow any number of days to be checked; this est ablishes the publication pattern. Add a Volume ( autofill: Example for Serial: Annuall ) Type: Monograph Newspaper Serial Annual Monthly Weekly First: Year Month/Season Volume Issue Day 2005 100 1 Last: Year Month/Season Volume Issue Day 2005 100 12

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Add a Volume ( autofill: Example for Serial: Monthly ) Type: Monograph Newspaper Serial Annual Monthly Weekly J F M A M J J A S O N D First: Year Month/Season Volume Issue Day 2005 January 100 1 Last: Year Month/Season Volume Issue Day 2005 December 100 12 When the radio button “Monthly” is clicked, display Month check boxes and allow any number of Months to be checked; this establishes the publication pattern. Add a Volume ( autofill: Example for Serial: Weekly ) Type: Monograph Newspaper Serial Annual Monthly Weekly First: Year Month/Season Volume Issue Day 2005 January 100 1 1 Last: Year Month/Season Volume Issue Day 2005 December 100 12 15 In this example, you will have to be calendar-aware. When the radio button “Weekly” is click ed, presume publication every 7 days.

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Add a Volume ( autofill: Example for Monograph with just volumes ) Type: Monograph Newspaper Serial First: Year Month/Season Volume Issue Day 1 Last: Year Month/Season Volume Issue Day 2 In this example, we understand “Issue” to be a second or der hierarchy and “Day” to be a third order hierarchy. Data entered into Volumes, Issues or Day may be alphanumeric. Monographs may also use Year and Month/Season – allow, BUT do not autofill this information. Add a Volume ( autofill: Example for Monograph with just volumes and sections ) Type: Monograph Newspaper Serial First: Year Month/Season Volume Issue Day 1 1 Last: Year Month/Season Volume Issue Day 2 5 In this example, we understand “Issue” to be a second or der hierarchy and “Day” to be a third order hierarchy. Data entered into Volumes, Issues or Day may be alphanumeric. Monographs may also use Year and Month/Season – allow, BUT do not autofill this information. Add a Volume ( autofill: Example for Monograph with just volumes, parts and subparts ) Type: Monograph Newspaper Serial First: Year Month/Season Volume Issue Day 1 1 A Last: Year Month/Season Volume Issue Day 2 5 F In this example, we understand “Issue” to be a second or der hierarchy and “Day” to be a third order hierarchy. Data entered into Volumes, Issues or Day may be alphanumeric. Monographs may also use Year and Month/Season – allow, BUT do not autofill this information.

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DLC Statistics This document contains templates and examples of statistical reports required of the DLC for internal, state and national reporting. Included are: All Collections Report (Monthly Summary) All Collections Report (Annual Summary) and Group Report (Monthly Detail) Group Report (Annual Detail) and Collection Report (Monthly Detail) Collection (Annual Detail) Programming written around the Group Reports, both monthly and annual, should support the selection of a particular Group, multiple Groups or all Groups, preferably using a check-box selection method. It would be preferable – but only in a second versi on of a DLC Statistics package – that this check-box selection method be expanded to a collapsible list extended to collections and subcollections for detailed reporting at lower levels. Future development of statistics should anticipat e pie charts and graphs, as well as, comparative statistics (e.g., change since last mont h, change since last year, etc.). The templates below deal only with completed it ems. Future development of statistics should anticipate examination of in-process items, volumes, images and text. Reports should be generated automatically as PD F/A documents. They should be listed in inverse chronological order on a Statistics web page. ALL COLLECTIONS REPORT (Monthly) DLC Statistics ALL COLLECTIONS REPORT (Monthly Summary) Month detailed: [ Month, Year ] Month Summary DIGITIZATION IR ALL Collections/Subcollections with New Content: [ for each column count lowest level Collections/SubCollections with new activity ] Bibliographic Items Scanned: [ for each column count BibIDs with new activity ] Volumes Scanned: [ for each column count VIDs with new activity ] Images Created: [ for each column count TIFFs within period ] Text Generated: [ for each column count characters (may include mark-up) within period ]

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UFDC DEPLOYMENT IR ALL Collections/Subcollections with New Content: [ for each column count lowest level Collections/SubCollections with new activity ] Bibliographic Items Deployed: [ for each column count BibIDs with new activity ] Volumes Deployed: [ for each column count VIDs with new activity ] Images Deployed: [ for each column count JPEGs/JPEG2000s within period ] Text Deployed: [ for each column count characters (may include mark-up) within period ] UFDC SHAPSHOT IR ALL Archives (b=Items) (v=Volumes) (i=Images) [ for each column count archives BibID (VID) numbers with new activity ] b: i: v: i: i: i: Audio (b=Items) (v=Volumes) (i=Images) [ for each column count audio BibID (VID) numbers with new activity ] b: b: v: v: i: i: Books (b=Items) (v=Volumes) (i=Images) [ for each column count “text” BibID (VID) numbers with new activity ] b: b: v: v: i: i: Images (b=Items) (v=Volumes) (i=Images) [ for each column count image BibID (VID) numbers with new activity ] b: b: v: v: i: i: Newspaper (b=Items) (v=Volumes) (i=Images) [ for each column count newspaper BibID (VID) numbers with new activity ] b: b: v: v: i: i: Serials (b=Items) (v=Volumes) (i=Images) [ for each column count serials BibID (VID) numbers with new activity ] b: b: v: v: i: i: Videos (b=Items) (v=Volumes) (i=Images) [ for each column count video BibID (VID) numbers with new activity ] b: b: v: v: i: i: FDA ARCHIVING IR ALL Collections/Subcollections with New Content: [ for each column count lowest level Collections/SubCollections with new activity ] Bibliographic Items Archived: [ for each column count BibIDs with new activity ] Volumes Archived: [ for each column count VIDs with new activity ] Images Archived: [ for each column count JPEGs/JPEG2000s within period ] Text Archived: [ for each column count characters (may include mark-up) within period ] Fiscal Year to Date Summary CHARACTERIZATION OF THE UFDC DIGITAL LIBRARYIR ALL Collection Groups:

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[ for each column count Groups ] Collections: [ for each column count Collections ] Subcollections: [ for each column count Subcollections ] DIGITIZATION IR ALL Bibliographic Items Scanned: [ for each column count BibIDs YTD ] Volumes Scanned: [ for each column count VIDs YTD ] Images Created: [ for each column count TIFFs YTD ] Text Generated: [ for each column count characters (may include mark-up) YTD ] UFDC DEPLOYMENT IR ALL Bibliographic Items Deployed: [ for each column count BibIDs YTD ] Volumes Deployed: [ for each column count VIDs YTD ] Images Deployed: [ for each column count JPEGs/JPEG2000s YTD ] Text Deployed: [ for each column count characters (may include mark-up) YTD ] UFDC SHAPSHOT IR ALL Archives (b=Items) (v=Volumes) (i=Images) [ for each column count archi ves BibID (VID) numbers YTD ] b: b: v: v: i: i: Audio (b=Items) (v=Volumes) (i=Images) [ for each column count audio BibID (VID) numbers YTD ] b: b: v: v: i: i: Books (b=Items) (v=Volumes) (i=Images) [ for each column count “text ” BibID (VID) numbers YTD ] b: b: v: v: i: i: Images (b=Items) (v=Volumes) (i=Images) [ for each column count image BibID (VID) numbers YTD ] b: b: v: v: i: i: Newspaper (b=Items) (v=Volumes) (i=Images) [ for each column count newspaper BibID (VID) numbers YTD ] b: b: v: v: i: i: Serials (b=Items) (v=Volumes) (i=Images) [ for each column count seri als BibID (VID) numbers YTD ] b: b: v: v: i: i: Videos (b=Items) (v=Volumes) (i=Images) [ for each column count video BibID (VID) numbers YTD ] b: b: v: v: i: i: FDA ARCHIVING IR ALL Bibliographic Items Archived: [ for each column count BibIDs YTD ] Volumes Archived: [ for each column count VIDs YTD ] Images Archived: [ for each column count JPEGs/JPEG2000s YTD ]

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Text Archived: [ for each column count characters (may include mark-up) YTD ] Numbers in the following example may not add up. DLC Statistics ALL COLLECTIONS REPORT (Monthly Summary) Month detailed: .................................................................................................. February 2006 Month Summary DIGITIZATION IR ALL Collections/Subcollections with New Content: 15 40 Bibliographic Items Scanned: 20 250 Volumes Scanned: 20 450 Images Created: 80 4500 Text Generated: 8946 687000 UFDC DEPLOYMENT IR ALL Collections/Subcollections with New Content: 15 40 Bibliographic Items Deployed: 20 250 Volumes Deployed: 20 450 Images Deployed: 80 4500 Text Deployed: 8946 687000 UFDC SHAPSHOT IR ALL Archives b: 0 b: 10 v: 0 v: 10 i: 0 i: 100 Audio b: 0 b: 5 v: 0 v: 5 i: 0 i: 5 Books b: 15 b: 180 v: 15 v: 290 i: 75 i: 3350 Images b: 5 b: 40 v: 5 v: 40 i: 5 i: 40 Newspaper b: 0 b: 5 v: 0 v: 50 i: 0 i: 500 Serials b: 0 b: 5 v: 0 v: 50 i: 0 i: 500 Videos b: 0 b: 5 v: 0 v: 5 i: 0 i: 5 FDA ARCHIVING IR ALL Collections/Subcollections with New Content: 15 40 Bibliographic Items Archived: 20 250 Volumes Archived: 20 450 Images Archived: 80 4500 Text Archived: 8946 687000

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Fiscal Year to Date Summary CHARACTERIZATION OF THE UFDC DIGITAL LIBRARY IR ALL Collection Groups: 3 8 Collections: 7 20 Subcollections: 15 43 DIGITIZATION IR ALL Bibliographic Items Scanned: 520 750 Volumes Scanned: 520 1150 Images Created: 580 5000 Text Generated: 9446 687500 UFDC DEPLOYMENT IR ALL Bibliographic Items Deployed: 520 750 Volumes Deployed: 520 1150 Images Deployed: 580 5000 Text Deployed: 9446 687500 UFDC SHAPSHOT IR ALL Archives b: 0 b: 10 v: 0 v: 10 i: 0 i: 100 Audio b: 0 b: 5 v: 0 v: 5 i: 0 i: 5 Books b: 515 b: 680 v: 515 v: 790 i: 575 i: 3850 Images b: 5 b: 40 v: 5 v: 40 i: 5 i: 40 Newspaper b: 0 b: 5 v: 0 v: 50 i: 0 i: 500 Serials b: 0 b: 5 v: 0 v: 50 i: 0 i: 500 Videos b: 0 b: 5 v: 0 v: 5 i: 0 i: 5 b: 0 b: 10 v: 0 v: 10 FDA ARCHIVING IR ALL Bibliographic Items Archived: 520 750 Volumes Archived: 520 1150 Images Archived: 580 5000 Text Archived: 9446 687500 TO BE REVISED BELOW THIS POINT ALL COLLECTIONS REPORT (Annual)

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DLC Statistics ALL COLLECTIONS REPORT (Annual Summary) Fiscal Year detailed: [ Fiscal Year ] Fiscal Year Summary Collections/Subcollections with New Content: [ count lowest level Coll ections/SubCollections with new activity ] Bibliographic Items Scanned: [ count BibIDs with new activity ] Volumes Scanned: [ count VIDs with new activity ] Images Created: [ count TIFFs within period ] Text Generated: [ count characters (may include mark-up) within period ] Total Holdings (All Years) Summary Collection Groups: [ count Groups ] Collections: [ count Collections ] Subcollections: [ count Subcollections ] Bibliographic Items Scanned: [ count BibIDs ] Volumes Scanned: [ count VIDs ] Images Created: [ count TIFFs ] Text Generated: [ count characters (may include mark-up) ] Numbers in the following example may not add up. DLC Statistics ALL COLLECTIONS REPORT (Annual Summary) Fiscal Year detailed: .................................................................................................... 2005/2006 Fiscal Year Summary Collections/Subcollections with New Content: .................................................................. 13 Bibliographic Items Scanned: ............................................................................................ 891 Volumes Scanned: ........................................................................................................... 3,593 Images Created: ............................................................................................................. 23,943 Text Generated: ......................................................................................................... 8,930,772 Total Holdings (All Years) Summary Collection Groups: ................................................................................................................ 27 Collections: .......................................................................................................................... 127 Subcollections: .................................................................................................................... 359 Bibliographic Items Scanned: ....................................................................................... 29,445 Volumes Scanned: ......................................................................................................... 35,478 Images Created: ........................................................................................................ 3,445,958 Text Generated: ....................................................................................................... 18,440,994 GROUP REPORT (Monthly) DLC Statistics GROUP REPORT (Monthly Detail) Month detailed: [ Month, Year ] Month Summary

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COLLECTION/SUBCOLLECTION ITEMS VOLUMES IMAGES TEXT* [ Group ] [ (GroupCode) ] [New BibIDs] [NewVIDs] [New TIFFs] [New Characters] [ Collection ] [ (Collection Code) ] [New BibIDs] [NewVIDs] [New TIFFs] [New Characters] [ Subcollection ] [ (SubcollCode) ] [New BibIDs] [NewVIDs] [New TIFFs] [New Characters] [ Collection ] [ (Collection Code) ] [New BibIDs] [NewVIDs] [New TIFFs] [New Characters] [ Subcollection ] [ (SubcollCode) ] [New BibIDs] [NewVIDs] [New TIFFs] [New Characters] Text Characters Fiscal Year to Date Summary COLLECTION/SUBCOLLECTION ITEMS VOLUMES IMAGES TEXT* [ Group ] [ (GroupCode) ] [New BibIDs] [NewVIDs] [New TIFFs] [New Characters] [ Collection ] [ (Collection Code) ] [New BibIDs] [NewVIDs] [New TIFFs] [New Characters] [ Subcollection ] [ (SubcollCode) ] [New BibIDs] [NewVIDs] [New TIFFs] [New Characters] [ Collection ] [ (Collection Code) ] [New BibIDs] [NewVIDs] [New TIFFs] [New Characters] [ Subcollection ] [ (SubcollCode) ] [New BibIDs] [NewVIDs] [New TIFFs] [New Characters] Text Characters Numbers in the following example may not add up. DLC Statistics GROUP REPORT (Monthly Detail) Month detailed: .......................................................................................................... March 2005 Month Summary COLLECTION/SUBCOLLECTION ITEMS VOLUMES IMAGES TEXT* Florida Arts, Humanities and Social Sciences Collections (FAHS) 302 6,834 275,550 2,582,500 Florida Arts, Humanities and Social Sciences Collection (FAHS1) 10 10 2,500 25,000 Florida Architecture and Landscape Design Collections (FALD) 28 53 1,100 6,500 Florida Architecture and Landscape Design General Collection (FALD1) 2 2 500 5,000 Florida Institute of Architects Publications (FALDA) 1 1 100 1,500 Kenneth Triester Collection (TRIESTER) 25 50 500 0 Florida History and Heritage Collections (FHP) 262 770 260,000 2,550,000 Florida History and Heritage General Collections 10 10 2,500 25,000 Florida Anthropologist (FLANT) 1 10 2,500 25,000 Florida National Guard (FLNG) 250 250 250,000 2,500,000 David Levy Yullee Letters (YULEE) 1 500 5,000 0 African American Collections (FLAAC) 2 6,001 12,050 1,000 Cunningham Funeral Home Collection (CUNN) 1 6,000 12,000 0 The Visionaires (VISION) 1 1 50 1,000

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SWFLN “Gold Coast” Collections (SWFLN) 0 0 0 0 Big Cypress National Preserve Collection (BIGC) 0 0 0 0 DeSoto County History Collection (DSCO) 0 0 0 0 Koreshan State Historical Site Collection (KORE) 0 0 0 0 Sanibel Island History Collection (SANI) 0 0 0 0 Text Characters Fiscal Year to Date Summary COLLECTION/SUBCOLLECTION ITEMS VOLUMES IMAGES TEXT* Florida Arts, Humanities and Social Sciences Collections (FAHS) 3,020 68,340 2,755,500 25,825,000 Florida Arts, Humanities and Social Sciences Collection (FAHS1) 100 100 25,000 250,000 Florida Architecture and Landscape Design Collections (FALD) 280 530 11,000 65,000 Florida Architecture and Landscape Design General Collection (FALD1) 20 20 5,000 50,000 Florida Institute of Architects Publications (FALDA) 10 10 1,000 15,000 Kenneth Triester Collection (TRIESTER) 250 500 5,000 0 Florida History and Heritage Collections (FHP) 2,620 7,700 2,600,000 25,500,000 Florida History and Heritage General Collections 100 100 25,000 250,000 Florida Anthropologist (FLANT) 10 100 25,000 250,000 Florida National Guard (FLNG) 2,500 2,500 2,500,000 25,000,000 David Levy Yullee Letters (YULEE) 10 5,000 50,000 0 African American Collections (FLAAC) 20 60,010 120,500 10,000 Cunningham Funeral Home Collection (CUNN) 10 60,000 120,000 0 The Visionaires (VISION) 10 10 500 10,000 SWFLN “Gold Coast” Collections (SWFLN) 0 0 0 0 Big Cypress National Preserve Collection (BIGC) 0 0 0 0 DeSoto County History Collection (DSCO) 0 0 0 0 Koreshan State Historical Site Collection (KORE) 0 0 0 0 Sanibel Island History Collection (SANI) 0 0 0 0 Text Characters GROUP REPORT (Annual) DLC Statistics GROUP REPORT (Annual Detail) Fiscal Year detailed: [ Fiscal Year ] Annual Summary COLLECTION/SUBCOLLECTION ITEMS VOLUMES IMAGES TEXT* [ Group ] [New BibIDs] [NewVIDs] [New TIFFs] [New Characters]

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[ (GroupCode) ] [ Collection ] [ (Collection Code) ] [New BibIDs] [NewVIDs] [New TIFFs] [New Characters] [ Subcollection ] [ (SubcollCode) ] [New BibIDs] [NewVIDs] [New TIFFs] [New Characters] [ Collection ] [ (Collection Code) ] [New BibIDs] [NewVIDs] [New TIFFs] [New Characters] [ Subcollection ] [ (SubcollCode) ] [New BibIDs] [NewVIDs] [New TIFFs] [New Characters] Text Characters Life to Date Summary COLLECTION/SUBCOLLECTION ITEMS VOLUMES IMAGES TEXT* [ Group ] [ (GroupCode) ] [New BibIDs] [NewVIDs] [New TIFFs] [New Characters] [ Collection ] [ (Collection Code) ] [New BibIDs] [NewVIDs] [New TIFFs] [New Characters] [ Subcollection ] [ (SubcollCode) ] [New BibIDs] [NewVIDs] [New TIFFs] [New Characters] [ Collection ] [ (Collection Code) ] [New BibIDs] [NewVIDs] [New TIFFs] [New Characters] [ Subcollection ] [ (SubcollCode) ] [New BibIDs] [NewVIDs] [New TIFFs] [New Characters] Text Characters Numbers in the following example may not add up. DLC Statistics GROUP REPORT (Annual Detail) Fiscal Year detailed: .................................................................................................... 2005/2006 Annual Summary COLLECTION/SUBCOLLECTION ITEMS VOLUMES IMAGES TEXT* Florida Arts, Humanities and Social Sciences Collections (FAHS) 302 6,834 275,550 2,582,500 Florida Arts, Humanities and Social Sciences Collection (FAHS1) 10 10 2,500 25,000 Florida Architecture and Landscape Design Collections (FALD) 28 53 1,100 6,500 Florida Architecture and Landscape Design General Collection (FALD1) 2 2 500 5,000 Florida Institute of Architects Publications (FALDA) 1 1 100 1,500 Kenneth Triester Collection (TRIESTER) 25 50 500 0 Florida History and Heritage Collections (FHP) 262 770 260,000 2,550,000 Florida History and Heritage General Collections 10 10 2,500 25,000 Florida Anthropologist (FLANT) 1 10 2,500 25,000 Florida National Guard (FLNG) 250 250 250,000 2,500,000 David Levy Yullee Letters (YULEE) 1 500 5,000 0 African American Collections (FLAAC) 2 6,001 12,050 1,000 Cunningham Funeral Home Collection (CUNN) 1 6,000 12,000 0 The Visionaires (VISION) 1 1 50 1,000 SWFLN “Gold Coast” Collections (SWFLN) 0 0 0 0 Big Cypress National Preserve 0 0 0 0

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Collection (BIGC) DeSoto County History Collection (DSCO) 0 0 0 0 Koreshan State Historical Site Collection (KORE) 0 0 0 0 Sanibel Island History Collection (SANI) 0 0 0 0 Text Characters Life to Date Summary COLLECTION/SUBCOLLECTION ITEMS VOLUMES IMAGES TEXT* Florida Arts, Humanities and Social Sciences Collections (FAHS) 3,020 68,340 2,755,500 25,825,000 Florida Arts, Humanities and Social Sciences Collection (FAHS1) 100 100 25,000 250,000 Florida Architecture and Landscape Design Collections (FALD) 280 530 11,000 65,000 Florida Architecture and Landscape Design General Collection (FALD1) 20 20 5,000 50,000 Florida Institute of Architects Publications (FALDA) 10 10 1,000 15,000 Kenneth Triester Collection (TRIESTER) 250 500 5,000 0 Florida History and Heritage Collections (FHP) 2,620 7,700 2,600,000 25,500,000 Florida History and Heritage General Collections 100 100 25,000 250,000 Florida Anthropologist (FLANT) 10 100 25,000 250,000 Florida National Guard (FLNG) 2,500 2,500 2,500,000 25,000,000 David Levy Yullee Letters (YULEE) 10 5,000 50,000 0 African American Collections (FLAAC) 20 60,010 120,500 10,000 Cunningham Funeral Home Collection (CUNN) 10 60,000 120,000 0 The Visionaires (VISION) 10 10 500 10,000 SWFLN “Gold Coast” Collections (SWFLN) 0 0 0 0 Big Cypress National Preserve Collection (BIGC) 0 0 0 0 DeSoto County History Collection (DSCO) 0 0 0 0 Koreshan State Historical Site Collection (KORE) 0 0 0 0 Sanibel Island History Collection (SANI) 0 0 0 0 Text Characters INDIVIDUAL COLLECTION REPORT (Monthly) DLC Statistics COLLECTION REPORT (Monthly Summary) Target Collection: [ Collection ] Month detailed: [ Month, Year ] Month Summary Collection with New Content: [ count targeted lowest level Collection with new activity ] Bibliographic Items Scanned: [ count BibIDs with new activity ] Volumes Scanned: [ count VIDs with new activity ]

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Images Created: [ count TIFFs within period ] Text Generated: [ count characters (may include mark-up) within period ] Fiscal Year to Date Summary Bibliographic Items Scanned: [ count BibIDs with new activity ] Volumes Scanned: [ count VIDs within Fiscal Year ] Images Created: [ count TIFFs within Fiscal Year ] Text Generated: [ count characters (may include mark-up) within Fiscal Year ] Numbers in the following example may not add up. DLC Statistics ALL COLLECTIONS REPORT (Monthly Summary) Month detailed: .......................................................................................................... March 2005 Month Summary Collections/Subcollections with New Content: .................................................................... 5 Bibliographic Items Scanned: ............................................................................................ 353 Volumes Scanned: .............................................................................................................. 395 Images Created: ........................................................................................................... 350,932 Text Generated: ......................................................................................................... 9,204,552 Fiscal Year to Date Summary Collection Groups: ................................................................................................................ 27 Collections: .......................................................................................................................... 127 Subcollections: .................................................................................................................... 359 Bibliographic Items Scanned: ....................................................................................... 29,445 Volumes Scanned: ......................................................................................................... 35,478 Images Created: ........................................................................................................ 3,445,958 Text Generated: ....................................................................................................... 18,440,994 TO BE REVISED ABOVE THIS POINT INDIVIDUAL COLLECTION REPORT (Annual) DLC Statistics INDIVIDUAL COLLECTION REPORT (Annual Summary) Collection: [ Collection ] Collection Code: [ ProjectCode ] Fiscal Year detailed: [ Year ] Annual Summary DIGITIZATION IR ALL Bibliographic Items Scanned: [ for each column count BibIDs with new activity ] Volumes Scanned: [ for each column count VIDs with new activity ] Images Created: [ for each column count TIFFs within period ]

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Text Generated: [ for each column count characters (may include mark-up) within period ] UFDC DEPLOYMENT IR ALL Bibliographic Items Deployed: [ for each column count BibIDs with new activity ] Volumes Deployed: [ for each column count VIDs with new activity ] Images Deployed: [ for each column count JPEGs/JPEG2000s within period ] Text Deployed: [ for each column count characters (may include mark-up) within period ] UFDC SHAPSHOT IR ALL Archives (b=Items) (v=Volumes) (i=Images) [ for each column count archives BibID (VID) numbers with new activity ] b: i: v: i: i: i: Audio (b=Items) (v=Volumes) (i=Images) [ for each column count audio BibID (VID) numbers with new activity ] b: b: v: v: i: i: Books (b=Items) (v=Volumes) (i=Images) [ for each column count “text” BibID (VID) numbers with new activity ] b: b: v: v: i: i: Images (b=Items) (v=Volumes) (i=Images) [ for each column count image BibID (VID) numbers with new activity ] b: b: v: v: i: i: Newspaper (b=Items) (v=Volumes) (i=Images) [ for each column count newspaper BibID (VID) numbers with new activity ] b: b: v: v: i: i: Serials (b=Items) (v=Volumes) (i=Images) [ for each column count serials BibID (VID) numbers with new activity ] b: b: v: v: i: i: Videos (b=Items) (v=Volumes) (i=Images) [ for each column count video BibID (VID) numbers with new activity ] b: b: v: v: i: i: FDA ARCHIVING IR ALL Bibliographic Items Archived: [ for each column count BibIDs with new activity ] Volumes Archived: [ for each column count VIDs with new activity ] Images Archived: [ for each column count JPEGs/JPEG2000s within period ] Text Archived: [ for each column count characters (may include mark-up) within period ] To Date Summary CHARACTERIZATION OF THE UFDC DIGITAL LIBRARYIR ALL Collection Groups: [ for each column count Groups ] Collections: [ for each column count Collections ]

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Subcollections: [ for each column count Subcollections ] DIGITIZATION IR ALL Bibliographic Items Scanned: [ for each column count BibIDs YTD ] Volumes Scanned: [ for each column count VIDs YTD ] Images Created: [ for each column count TIFFs YTD ] Text Generated: [ for each column count characters (may include mark-up) YTD ] UFDC DEPLOYMENT IR ALL Bibliographic Items Deployed: [ for each column count BibIDs YTD ] Volumes Deployed: [ for each column count VIDs YTD ] Images Deployed: [ for each column count JPEGs/JPEG2000s YTD ] Text Deployed: [ for each column count characters (may include mark-up) YTD ] UFDC SHAPSHOT IR ALL Archives (b=Items) (v=Volumes) (i=Images) [ for each column count archi ves BibID (VID) numbers YTD ] b: b: v: v: i: i: Audio (b=Items) (v=Volumes) (i=Images) [ for each column count audio BibID (VID) numbers YTD ] b: b: v: v: i: i: Books (b=Items) (v=Volumes) (i=Images) [ for each column count “text ” BibID (VID) numbers YTD ] b: b: v: v: i: i: Images (b=Items) (v=Volumes) (i=Images) [ for each column count image BibID (VID) numbers YTD ] b: b: v: v: i: i: Newspaper (b=Items) (v=Volumes) (i=Images) [ for each column count newspaper BibID (VID) numbers YTD ] b: b: v: v: i: i: Serials (b=Items) (v=Volumes) (i=Images) [ for each column count seri als BibID (VID) numbers YTD ] b: b: v: v: i: i: Videos (b=Items) (v=Volumes) (i=Images) [ for each column count video BibID (VID) numbers YTD ] b: b: v: v: i: i: FDA ARCHIVING IR ALL Bibliographic Items Archived: [ for each column count BibIDs YTD ] Volumes Archived: [ for each column count VIDs YTD ] Images Archived: [ for each column count JPEGs/JPEG2000s YTD ] Text Archived: [ for each column count characters (may include mark-up) YTD ] Numbers in the following example may not add up.

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DLC Statistics INDIVIDUAL COLLECTION REPORT (Annual Summary) Collection: .......................................................................Digital Libr ary of Children’s Literature Collection Code: ................................................................................................................. JUV Fiscal Year detailed: ......................................................................................................... 2006 Annual Summary DIGITIZATION IR ALL Collections/Subcollections with New Content: 15 40 Bibliographic Items Scanned: 20 250 Volumes Scanned: 20 450 Images Created: 80 4500 Text Generated: 8946 687000 UFDC DEPLOYMENT IR ALL Collections/Subcollections with New Content: 15 40 Bibliographic Items Deployed: 20 250 Volumes Deployed: 20 450 Images Deployed: 80 4500 Text Deployed: 8946 687000 UFDC SHAPSHOT IR ALL Archives b: 0 b: 10 v: 0 v: 10 i: 0 i: 100 Audio b: 0 b: 5 v: 0 v: 5 i: 0 i: 5 Books b: 15 b: 180 v: 15 v: 290 i: 75 i: 3350 Images b: 5 b: 40 v: 5 v: 40 i: 5 i: 40 Newspaper b: 0 b: 5 v: 0 v: 50 i: 0 i: 500 Serials b: 0 b: 5 v: 0 v: 50 i: 0 i: 500 Videos b: 0 b: 5 v: 0 v: 5 i: 0 i: 5 FDA ARCHIVING IR ALL Collections/Subcollections with New Content: 15 40 Bibliographic Items Archived: 20 250 Volumes Archived: 20 450 Images Archived: 80 4500 Text Archived: 8946 687000 To Date Summary

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CHARACTERIZATION OF THE UFDC DIGITAL LIBRARY IR ALL Collection Groups: 3 8 Collections: 7 20 Subcollections: 15 43 DIGITIZATION IR ALL Bibliographic Items Scanned: 520 750 Volumes Scanned: 520 1150 Images Created: 580 5000 Text Generated: 9446 687500 UFDC DEPLOYMENT IR ALL Bibliographic Items Deployed: 520 750 Volumes Deployed: 520 1150 Images Deployed: 580 5000 Text Deployed: 9446 687500 UFDC SHAPSHOT IR ALL Archives b: 0 b: 10 v: 0 v: 10 i: 0 i: 100 Audio b: 0 b: 5 v: 0 v: 5 i: 0 i: 5 Books b: 515 b: 680 v: 515 v: 790 i: 575 i: 3850 Images b: 5 b: 40 v: 5 v: 40 i: 5 i: 40 Newspaper b: 0 b: 5 v: 0 v: 50 i: 0 i: 500 Serials b: 0 b: 5 v: 0 v: 50 i: 0 i: 500 Videos b: 0 b: 5 v: 0 v: 5 i: 0 i: 5 b: 0 b: 10 v: 0 v: 10 FDA ARCHIVING IR ALL Bibliographic Items Archived: 520 750 Volumes Archived: 520 1150 Images Archived: 580 5000 Text Archived: 9446 687500



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DLC Statistics This document contains templates and examples of statistical reports required of the DLC for internal, state and national reporting. Included are: All Collections Report (Monthly Summary) All Collections Report (Annual Summary) and Group Report (Monthly Detail) Group Report (Annual Detail) and Collection Report (Monthly Detail) Collection (Annual Detail) Programming written around the Group Reports, both monthly and annual, should support the selection of a particular Group, multiple Groups or all Groups, preferably using a check-box selection method. It would be preferable – but only in a second versi on of a DLC Statistics package – that this check-box selection method be expanded to a collapsible list extended to collections and subcollections for detailed reporting at lower levels. Future development of statistics should anticipat e pie charts and graphs, as well as, comparative statistics (e.g., change since last mont h, change since last year, etc.). The templates below deal only with completed it ems. Future development of statistics should anticipate examination of in-process items, volumes, images and text. Reports should be generated automatically as PD F/A documents. They should be listed in inverse chronological order on a Statistics web page. ALL COLLECTIONS REPORT (Monthly) DLC Statistics ALL COLLECTIONS REPORT (Monthly Summary) Month detailed: [ Month, Year ] Month Summary DIGITIZATION IR ALL Collections/Subcollections with New Content: [ for each column count lowest level Collections/SubCollections with new activity ] Bibliographic Items Scanned: [ for each column count BibIDs with new activity ] Volumes Scanned: [ for each column count VIDs with new activity ] Images Created: [ for each column count TIFFs within period ] Text Generated: [ for each column count characters (may include mark-up) within period ]

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UFDC DEPLOYMENT IR ALL Collections/Subcollections with New Content: [ for each column count lowest level Collections/SubCollections with new activity ] Bibliographic Items Deployed: [ for each column count BibIDs with new activity ] Volumes Deployed: [ for each column count VIDs with new activity ] Images Deployed: [ for each column count JPEGs/JPEG2000s within period ] Text Deployed: [ for each column count characters (may include mark-up) within period ] UFDC SHAPSHOT IR ALL Archives (b=Items) (v=Volumes) (i=Images) [ for each column count archives BibID (VID) numbers with new activity ] b: i: v: i: i: i: Audio (b=Items) (v=Volumes) (i=Images) [ for each column count audio BibID (VID) numbers with new activity ] b: b: v: v: i: i: Books (b=Items) (v=Volumes) (i=Images) [ for each column count “text” BibID (VID) numbers with new activity ] b: b: v: v: i: i: Images (b=Items) (v=Volumes) (i=Images) [ for each column count image BibID (VID) numbers with new activity ] b: b: v: v: i: i: Newspaper (b=Items) (v=Volumes) (i=Images) [ for each column count newspaper BibID (VID) numbers with new activity ] b: b: v: v: i: i: Serials (b=Items) (v=Volumes) (i=Images) [ for each column count serials BibID (VID) numbers with new activity ] b: b: v: v: i: i: Videos (b=Items) (v=Volumes) (i=Images) [ for each column count video BibID (VID) numbers with new activity ] b: b: v: v: i: i: FDA ARCHIVING IR ALL Collections/Subcollections with New Content: [ for each column count lowest level Collections/SubCollections with new activity ] Bibliographic Items Archived: [ for each column count BibIDs with new activity ] Volumes Archived: [ for each column count VIDs with new activity ] Images Archived: [ for each column count JPEGs/JPEG2000s within period ] Text Archived: [ for each column count characters (may include mark-up) within period ] Fiscal Year to Date Summary CHARACTERIZATION OF THE UFDC DIGITAL LIBRARYIR ALL Collection Groups:

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[ for each column count Groups ] Collections: [ for each column count Collections ] Subcollections: [ for each column count Subcollections ] DIGITIZATION IR ALL Bibliographic Items Scanned: [ for each column count BibIDs YTD ] Volumes Scanned: [ for each column count VIDs YTD ] Images Created: [ for each column count TIFFs YTD ] Text Generated: [ for each column count characters (may include mark-up) YTD ] UFDC DEPLOYMENT IR ALL Bibliographic Items Deployed: [ for each column count BibIDs YTD ] Volumes Deployed: [ for each column count VIDs YTD ] Images Deployed: [ for each column count JPEGs/JPEG2000s YTD ] Text Deployed: [ for each column count characters (may include mark-up) YTD ] UFDC SHAPSHOT IR ALL Archives (b=Items) (v=Volumes) (i=Images) [ for each column count archi ves BibID (VID) numbers YTD ] b: b: v: v: i: i: Audio (b=Items) (v=Volumes) (i=Images) [ for each column count audio BibID (VID) numbers YTD ] b: b: v: v: i: i: Books (b=Items) (v=Volumes) (i=Images) [ for each column count “text ” BibID (VID) numbers YTD ] b: b: v: v: i: i: Images (b=Items) (v=Volumes) (i=Images) [ for each column count image BibID (VID) numbers YTD ] b: b: v: v: i: i: Newspaper (b=Items) (v=Volumes) (i=Images) [ for each column count newspaper BibID (VID) numbers YTD ] b: b: v: v: i: i: Serials (b=Items) (v=Volumes) (i=Images) [ for each column count seri als BibID (VID) numbers YTD ] b: b: v: v: i: i: Videos (b=Items) (v=Volumes) (i=Images) [ for each column count video BibID (VID) numbers YTD ] b: b: v: v: i: i: FDA ARCHIVING IR ALL Bibliographic Items Archived: [ for each column count BibIDs YTD ] Volumes Archived: [ for each column count VIDs YTD ] Images Archived: [ for each column count JPEGs/JPEG2000s YTD ]

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Text Archived: [ for each column count characters (may include mark-up) YTD ] Numbers in the following example may not add up. DLC Statistics ALL COLLECTIONS REPORT (Monthly Summary) Month detailed: .................................................................................................. February 2006 Month Summary DIGITIZATION IR ALL Collections/Subcollections with New Content: 15 40 Bibliographic Items Scanned: 20 250 Volumes Scanned: 20 450 Images Created: 80 4500 Text Generated: 8946 687000 UFDC DEPLOYMENT IR ALL Collections/Subcollections with New Content: 15 40 Bibliographic Items Deployed: 20 250 Volumes Deployed: 20 450 Images Deployed: 80 4500 Text Deployed: 8946 687000 UFDC SHAPSHOT IR ALL Archives b: 0 b: 10 v: 0 v: 10 i: 0 i: 100 Audio b: 0 b: 5 v: 0 v: 5 i: 0 i: 5 Books b: 15 b: 180 v: 15 v: 290 i: 75 i: 3350 Images b: 5 b: 40 v: 5 v: 40 i: 5 i: 40 Newspaper b: 0 b: 5 v: 0 v: 50 i: 0 i: 500 Serials b: 0 b: 5 v: 0 v: 50 i: 0 i: 500 Videos b: 0 b: 5 v: 0 v: 5 i: 0 i: 5 FDA ARCHIVING IR ALL Collections/Subcollections with New Content: 15 40 Bibliographic Items Archived: 20 250 Volumes Archived: 20 450 Images Archived: 80 4500 Text Archived: 8946 687000

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Fiscal Year to Date Summary CHARACTERIZATION OF THE UFDC DIGITAL LIBRARY IR ALL Collection Groups: 3 8 Collections: 7 20 Subcollections: 15 43 DIGITIZATION IR ALL Bibliographic Items Scanned: 520 750 Volumes Scanned: 520 1150 Images Created: 580 5000 Text Generated: 9446 687500 UFDC DEPLOYMENT IR ALL Bibliographic Items Deployed: 520 750 Volumes Deployed: 520 1150 Images Deployed: 580 5000 Text Deployed: 9446 687500 UFDC SHAPSHOT IR ALL Archives b: 0 b: 10 v: 0 v: 10 i: 0 i: 100 Audio b: 0 b: 5 v: 0 v: 5 i: 0 i: 5 Books b: 515 b: 680 v: 515 v: 790 i: 575 i: 3850 Images b: 5 b: 40 v: 5 v: 40 i: 5 i: 40 Newspaper b: 0 b: 5 v: 0 v: 50 i: 0 i: 500 Serials b: 0 b: 5 v: 0 v: 50 i: 0 i: 500 Videos b: 0 b: 5 v: 0 v: 5 i: 0 i: 5 b: 0 b: 10 v: 0 v: 10 FDA ARCHIVING IR ALL Bibliographic Items Archived: 520 750 Volumes Archived: 520 1150 Images Archived: 580 5000 Text Archived: 9446 687500 TO BE REVISED BELOW THIS POINT ALL COLLECTIONS REPORT (Annual)

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DLC Statistics ALL COLLECTIONS REPORT (Annual Summary) Fiscal Year detailed: [ Fiscal Year ] Fiscal Year Summary Collections/Subcollections with New Content: [ count lowest level Coll ections/SubCollections with new activity ] Bibliographic Items Scanned: [ count BibIDs with new activity ] Volumes Scanned: [ count VIDs with new activity ] Images Created: [ count TIFFs within period ] Text Generated: [ count characters (may include mark-up) within period ] Total Holdings (All Years) Summary Collection Groups: [ count Groups ] Collections: [ count Collections ] Subcollections: [ count Subcollections ] Bibliographic Items Scanned: [ count BibIDs ] Volumes Scanned: [ count VIDs ] Images Created: [ count TIFFs ] Text Generated: [ count characters (may include mark-up) ] Numbers in the following example may not add up. DLC Statistics ALL COLLECTIONS REPORT (Annual Summary) Fiscal Year detailed: .................................................................................................... 2005/2006 Fiscal Year Summary Collections/Subcollections with New Content: .................................................................. 13 Bibliographic Items Scanned: ............................................................................................ 891 Volumes Scanned: ........................................................................................................... 3,593 Images Created: ............................................................................................................. 23,943 Text Generated: ......................................................................................................... 8,930,772 Total Holdings (All Years) Summary Collection Groups: ................................................................................................................ 27 Collections: .......................................................................................................................... 127 Subcollections: .................................................................................................................... 359 Bibliographic Items Scanned: ....................................................................................... 29,445 Volumes Scanned: ......................................................................................................... 35,478 Images Created: ........................................................................................................ 3,445,958 Text Generated: ....................................................................................................... 18,440,994 GROUP REPORT (Monthly) DLC Statistics GROUP REPORT (Monthly Detail) Month detailed: [ Month, Year ] Month Summary

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COLLECTION/SUBCOLLECTION ITEMS VOLUMES IMAGES TEXT* [ Group ] [ (GroupCode) ] [New BibIDs] [NewVIDs] [New TIFFs] [New Characters] [ Collection ] [ (Collection Code) ] [New BibIDs] [NewVIDs] [New TIFFs] [New Characters] [ Subcollection ] [ (SubcollCode) ] [New BibIDs] [NewVIDs] [New TIFFs] [New Characters] [ Collection ] [ (Collection Code) ] [New BibIDs] [NewVIDs] [New TIFFs] [New Characters] [ Subcollection ] [ (SubcollCode) ] [New BibIDs] [NewVIDs] [New TIFFs] [New Characters] Text Characters Fiscal Year to Date Summary COLLECTION/SUBCOLLECTION ITEMS VOLUMES IMAGES TEXT* [ Group ] [ (GroupCode) ] [New BibIDs] [NewVIDs] [New TIFFs] [New Characters] [ Collection ] [ (Collection Code) ] [New BibIDs] [NewVIDs] [New TIFFs] [New Characters] [ Subcollection ] [ (SubcollCode) ] [New BibIDs] [NewVIDs] [New TIFFs] [New Characters] [ Collection ] [ (Collection Code) ] [New BibIDs] [NewVIDs] [New TIFFs] [New Characters] [ Subcollection ] [ (SubcollCode) ] [New BibIDs] [NewVIDs] [New TIFFs] [New Characters] Text Characters Numbers in the following example may not add up. DLC Statistics GROUP REPORT (Monthly Detail) Month detailed: .......................................................................................................... March 2005 Month Summary COLLECTION/SUBCOLLECTION ITEMS VOLUMES IMAGES TEXT* Florida Arts, Humanities and Social Sciences Collections (FAHS) 302 6,834 275,550 2,582,500 Florida Arts, Humanities and Social Sciences Collection (FAHS1) 10 10 2,500 25,000 Florida Architecture and Landscape Design Collections (FALD) 28 53 1,100 6,500 Florida Architecture and Landscape Design General Collection (FALD1) 2 2 500 5,000 Florida Institute of Architects Publications (FALDA) 1 1 100 1,500 Kenneth Triester Collection (TRIESTER) 25 50 500 0 Florida History and Heritage Collections (FHP) 262 770 260,000 2,550,000 Florida History and Heritage General Collections 10 10 2,500 25,000 Florida Anthropologist (FLANT) 1 10 2,500 25,000 Florida National Guard (FLNG) 250 250 250,000 2,500,000 David Levy Yullee Letters (YULEE) 1 500 5,000 0 African American Collections (FLAAC) 2 6,001 12,050 1,000 Cunningham Funeral Home Collection (CUNN) 1 6,000 12,000 0 The Visionaires (VISION) 1 1 50 1,000

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SWFLN “Gold Coast” Collections (SWFLN) 0 0 0 0 Big Cypress National Preserve Collection (BIGC) 0 0 0 0 DeSoto County History Collection (DSCO) 0 0 0 0 Koreshan State Historical Site Collection (KORE) 0 0 0 0 Sanibel Island History Collection (SANI) 0 0 0 0 Text Characters Fiscal Year to Date Summary COLLECTION/SUBCOLLECTION ITEMS VOLUMES IMAGES TEXT* Florida Arts, Humanities and Social Sciences Collections (FAHS) 3,020 68,340 2,755,500 25,825,000 Florida Arts, Humanities and Social Sciences Collection (FAHS1) 100 100 25,000 250,000 Florida Architecture and Landscape Design Collections (FALD) 280 530 11,000 65,000 Florida Architecture and Landscape Design General Collection (FALD1) 20 20 5,000 50,000 Florida Institute of Architects Publications (FALDA) 10 10 1,000 15,000 Kenneth Triester Collection (TRIESTER) 250 500 5,000 0 Florida History and Heritage Collections (FHP) 2,620 7,700 2,600,000 25,500,000 Florida History and Heritage General Collections 100 100 25,000 250,000 Florida Anthropologist (FLANT) 10 100 25,000 250,000 Florida National Guard (FLNG) 2,500 2,500 2,500,000 25,000,000 David Levy Yullee Letters (YULEE) 10 5,000 50,000 0 African American Collections (FLAAC) 20 60,010 120,500 10,000 Cunningham Funeral Home Collection (CUNN) 10 60,000 120,000 0 The Visionaires (VISION) 10 10 500 10,000 SWFLN “Gold Coast” Collections (SWFLN) 0 0 0 0 Big Cypress National Preserve Collection (BIGC) 0 0 0 0 DeSoto County History Collection (DSCO) 0 0 0 0 Koreshan State Historical Site Collection (KORE) 0 0 0 0 Sanibel Island History Collection (SANI) 0 0 0 0 Text Characters GROUP REPORT (Annual) DLC Statistics GROUP REPORT (Annual Detail) Fiscal Year detailed: [ Fiscal Year ] Annual Summary COLLECTION/SUBCOLLECTION ITEMS VOLUMES IMAGES TEXT* [ Group ] [New BibIDs] [NewVIDs] [New TIFFs] [New Characters]

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[ (GroupCode) ] [ Collection ] [ (Collection Code) ] [New BibIDs] [NewVIDs] [New TIFFs] [New Characters] [ Subcollection ] [ (SubcollCode) ] [New BibIDs] [NewVIDs] [New TIFFs] [New Characters] [ Collection ] [ (Collection Code) ] [New BibIDs] [NewVIDs] [New TIFFs] [New Characters] [ Subcollection ] [ (SubcollCode) ] [New BibIDs] [NewVIDs] [New TIFFs] [New Characters] Text Characters Life to Date Summary COLLECTION/SUBCOLLECTION ITEMS VOLUMES IMAGES TEXT* [ Group ] [ (GroupCode) ] [New BibIDs] [NewVIDs] [New TIFFs] [New Characters] [ Collection ] [ (Collection Code) ] [New BibIDs] [NewVIDs] [New TIFFs] [New Characters] [ Subcollection ] [ (SubcollCode) ] [New BibIDs] [NewVIDs] [New TIFFs] [New Characters] [ Collection ] [ (Collection Code) ] [New BibIDs] [NewVIDs] [New TIFFs] [New Characters] [ Subcollection ] [ (SubcollCode) ] [New BibIDs] [NewVIDs] [New TIFFs] [New Characters] Text Characters Numbers in the following example may not add up. DLC Statistics GROUP REPORT (Annual Detail) Fiscal Year detailed: .................................................................................................... 2005/2006 Annual Summary COLLECTION/SUBCOLLECTION ITEMS VOLUMES IMAGES TEXT* Florida Arts, Humanities and Social Sciences Collections (FAHS) 302 6,834 275,550 2,582,500 Florida Arts, Humanities and Social Sciences Collection (FAHS1) 10 10 2,500 25,000 Florida Architecture and Landscape Design Collections (FALD) 28 53 1,100 6,500 Florida Architecture and Landscape Design General Collection (FALD1) 2 2 500 5,000 Florida Institute of Architects Publications (FALDA) 1 1 100 1,500 Kenneth Triester Collection (TRIESTER) 25 50 500 0 Florida History and Heritage Collections (FHP) 262 770 260,000 2,550,000 Florida History and Heritage General Collections 10 10 2,500 25,000 Florida Anthropologist (FLANT) 1 10 2,500 25,000 Florida National Guard (FLNG) 250 250 250,000 2,500,000 David Levy Yullee Letters (YULEE) 1 500 5,000 0 African American Collections (FLAAC) 2 6,001 12,050 1,000 Cunningham Funeral Home Collection (CUNN) 1 6,000 12,000 0 The Visionaires (VISION) 1 1 50 1,000 SWFLN “Gold Coast” Collections (SWFLN) 0 0 0 0 Big Cypress National Preserve 0 0 0 0

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Collection (BIGC) DeSoto County History Collection (DSCO) 0 0 0 0 Koreshan State Historical Site Collection (KORE) 0 0 0 0 Sanibel Island History Collection (SANI) 0 0 0 0 Text Characters Life to Date Summary COLLECTION/SUBCOLLECTION ITEMS VOLUMES IMAGES TEXT* Florida Arts, Humanities and Social Sciences Collections (FAHS) 3,020 68,340 2,755,500 25,825,000 Florida Arts, Humanities and Social Sciences Collection (FAHS1) 100 100 25,000 250,000 Florida Architecture and Landscape Design Collections (FALD) 280 530 11,000 65,000 Florida Architecture and Landscape Design General Collection (FALD1) 20 20 5,000 50,000 Florida Institute of Architects Publications (FALDA) 10 10 1,000 15,000 Kenneth Triester Collection (TRIESTER) 250 500 5,000 0 Florida History and Heritage Collections (FHP) 2,620 7,700 2,600,000 25,500,000 Florida History and Heritage General Collections 100 100 25,000 250,000 Florida Anthropologist (FLANT) 10 100 25,000 250,000 Florida National Guard (FLNG) 2,500 2,500 2,500,000 25,000,000 David Levy Yullee Letters (YULEE) 10 5,000 50,000 0 African American Collections (FLAAC) 20 60,010 120,500 10,000 Cunningham Funeral Home Collection (CUNN) 10 60,000 120,000 0 The Visionaires (VISION) 10 10 500 10,000 SWFLN “Gold Coast” Collections (SWFLN) 0 0 0 0 Big Cypress National Preserve Collection (BIGC) 0 0 0 0 DeSoto County History Collection (DSCO) 0 0 0 0 Koreshan State Historical Site Collection (KORE) 0 0 0 0 Sanibel Island History Collection (SANI) 0 0 0 0 Text Characters INDIVIDUAL COLLECTION REPORT (Monthly) DLC Statistics COLLECTION REPORT (Monthly Summary) Target Collection: [ Collection ] Month detailed: [ Month, Year ] Month Summary Collection with New Content: [ count targeted lowest level Collection with new activity ] Bibliographic Items Scanned: [ count BibIDs with new activity ] Volumes Scanned: [ count VIDs with new activity ]

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Images Created: [ count TIFFs within period ] Text Generated: [ count characters (may include mark-up) within period ] Fiscal Year to Date Summary Bibliographic Items Scanned: [ count BibIDs with new activity ] Volumes Scanned: [ count VIDs within Fiscal Year ] Images Created: [ count TIFFs within Fiscal Year ] Text Generated: [ count characters (may include mark-up) within Fiscal Year ] Numbers in the following example may not add up. DLC Statistics ALL COLLECTIONS REPORT (Monthly Summary) Month detailed: .......................................................................................................... March 2005 Month Summary Collections/Subcollections with New Content: .................................................................... 5 Bibliographic Items Scanned: ............................................................................................ 353 Volumes Scanned: .............................................................................................................. 395 Images Created: ........................................................................................................... 350,932 Text Generated: ......................................................................................................... 9,204,552 Fiscal Year to Date Summary Collection Groups: ................................................................................................................ 27 Collections: .......................................................................................................................... 127 Subcollections: .................................................................................................................... 359 Bibliographic Items Scanned: ....................................................................................... 29,445 Volumes Scanned: ......................................................................................................... 35,478 Images Created: ........................................................................................................ 3,445,958 Text Generated: ....................................................................................................... 18,440,994 TO BE REVISED ABOVE THIS POINT INDIVIDUAL COLLECTION REPORT (Annual) DLC Statistics INDIVIDUAL COLLECTION REPORT (Annual Summary) Collection: [ Collection ] Collection Code: [ ProjectCode ] Fiscal Year detailed: [ Year ] Annual Summary DIGITIZATION IR ALL Bibliographic Items Scanned: [ for each column count BibIDs with new activity ] Volumes Scanned: [ for each column count VIDs with new activity ] Images Created: [ for each column count TIFFs within period ]

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Text Generated: [ for each column count characters (may include mark-up) within period ] UFDC DEPLOYMENT IR ALL Bibliographic Items Deployed: [ for each column count BibIDs with new activity ] Volumes Deployed: [ for each column count VIDs with new activity ] Images Deployed: [ for each column count JPEGs/JPEG2000s within period ] Text Deployed: [ for each column count characters (may include mark-up) within period ] UFDC SHAPSHOT IR ALL Archives (b=Items) (v=Volumes) (i=Images) [ for each column count archives BibID (VID) numbers with new activity ] b: i: v: i: i: i: Audio (b=Items) (v=Volumes) (i=Images) [ for each column count audio BibID (VID) numbers with new activity ] b: b: v: v: i: i: Books (b=Items) (v=Volumes) (i=Images) [ for each column count “text” BibID (VID) numbers with new activity ] b: b: v: v: i: i: Images (b=Items) (v=Volumes) (i=Images) [ for each column count image BibID (VID) numbers with new activity ] b: b: v: v: i: i: Newspaper (b=Items) (v=Volumes) (i=Images) [ for each column count newspaper BibID (VID) numbers with new activity ] b: b: v: v: i: i: Serials (b=Items) (v=Volumes) (i=Images) [ for each column count serials BibID (VID) numbers with new activity ] b: b: v: v: i: i: Videos (b=Items) (v=Volumes) (i=Images) [ for each column count video BibID (VID) numbers with new activity ] b: b: v: v: i: i: FDA ARCHIVING IR ALL Bibliographic Items Archived: [ for each column count BibIDs with new activity ] Volumes Archived: [ for each column count VIDs with new activity ] Images Archived: [ for each column count JPEGs/JPEG2000s within period ] Text Archived: [ for each column count characters (may include mark-up) within period ] To Date Summary CHARACTERIZATION OF THE UFDC DIGITAL LIBRARYIR ALL Collection Groups: [ for each column count Groups ] Collections: [ for each column count Collections ]

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Subcollections: [ for each column count Subcollections ] DIGITIZATION IR ALL Bibliographic Items Scanned: [ for each column count BibIDs YTD ] Volumes Scanned: [ for each column count VIDs YTD ] Images Created: [ for each column count TIFFs YTD ] Text Generated: [ for each column count characters (may include mark-up) YTD ] UFDC DEPLOYMENT IR ALL Bibliographic Items Deployed: [ for each column count BibIDs YTD ] Volumes Deployed: [ for each column count VIDs YTD ] Images Deployed: [ for each column count JPEGs/JPEG2000s YTD ] Text Deployed: [ for each column count characters (may include mark-up) YTD ] UFDC SHAPSHOT IR ALL Archives (b=Items) (v=Volumes) (i=Images) [ for each column count archi ves BibID (VID) numbers YTD ] b: b: v: v: i: i: Audio (b=Items) (v=Volumes) (i=Images) [ for each column count audio BibID (VID) numbers YTD ] b: b: v: v: i: i: Books (b=Items) (v=Volumes) (i=Images) [ for each column count “text ” BibID (VID) numbers YTD ] b: b: v: v: i: i: Images (b=Items) (v=Volumes) (i=Images) [ for each column count image BibID (VID) numbers YTD ] b: b: v: v: i: i: Newspaper (b=Items) (v=Volumes) (i=Images) [ for each column count newspaper BibID (VID) numbers YTD ] b: b: v: v: i: i: Serials (b=Items) (v=Volumes) (i=Images) [ for each column count seri als BibID (VID) numbers YTD ] b: b: v: v: i: i: Videos (b=Items) (v=Volumes) (i=Images) [ for each column count video BibID (VID) numbers YTD ] b: b: v: v: i: i: FDA ARCHIVING IR ALL Bibliographic Items Archived: [ for each column count BibIDs YTD ] Volumes Archived: [ for each column count VIDs YTD ] Images Archived: [ for each column count JPEGs/JPEG2000s YTD ] Text Archived: [ for each column count characters (may include mark-up) YTD ] Numbers in the following example may not add up.

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DLC Statistics INDIVIDUAL COLLECTION REPORT (Annual Summary) Collection: .......................................................................Digital Libr ary of Children’s Literature Collection Code: ................................................................................................................. JUV Fiscal Year detailed: ......................................................................................................... 2006 Annual Summary DIGITIZATION IR ALL Collections/Subcollections with New Content: 15 40 Bibliographic Items Scanned: 20 250 Volumes Scanned: 20 450 Images Created: 80 4500 Text Generated: 8946 687000 UFDC DEPLOYMENT IR ALL Collections/Subcollections with New Content: 15 40 Bibliographic Items Deployed: 20 250 Volumes Deployed: 20 450 Images Deployed: 80 4500 Text Deployed: 8946 687000 UFDC SHAPSHOT IR ALL Archives b: 0 b: 10 v: 0 v: 10 i: 0 i: 100 Audio b: 0 b: 5 v: 0 v: 5 i: 0 i: 5 Books b: 15 b: 180 v: 15 v: 290 i: 75 i: 3350 Images b: 5 b: 40 v: 5 v: 40 i: 5 i: 40 Newspaper b: 0 b: 5 v: 0 v: 50 i: 0 i: 500 Serials b: 0 b: 5 v: 0 v: 50 i: 0 i: 500 Videos b: 0 b: 5 v: 0 v: 5 i: 0 i: 5 FDA ARCHIVING IR ALL Collections/Subcollections with New Content: 15 40 Bibliographic Items Archived: 20 250 Volumes Archived: 20 450 Images Archived: 80 4500 Text Archived: 8946 687000 To Date Summary

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CHARACTERIZATION OF THE UFDC DIGITAL LIBRARY IR ALL Collection Groups: 3 8 Collections: 7 20 Subcollections: 15 43 DIGITIZATION IR ALL Bibliographic Items Scanned: 520 750 Volumes Scanned: 520 1150 Images Created: 580 5000 Text Generated: 9446 687500 UFDC DEPLOYMENT IR ALL Bibliographic Items Deployed: 520 750 Volumes Deployed: 520 1150 Images Deployed: 580 5000 Text Deployed: 9446 687500 UFDC SHAPSHOT IR ALL Archives b: 0 b: 10 v: 0 v: 10 i: 0 i: 100 Audio b: 0 b: 5 v: 0 v: 5 i: 0 i: 5 Books b: 515 b: 680 v: 515 v: 790 i: 575 i: 3850 Images b: 5 b: 40 v: 5 v: 40 i: 5 i: 40 Newspaper b: 0 b: 5 v: 0 v: 50 i: 0 i: 500 Serials b: 0 b: 5 v: 0 v: 50 i: 0 i: 500 Videos b: 0 b: 5 v: 0 v: 5 i: 0 i: 5 b: 0 b: 10 v: 0 v: 10 FDA ARCHIVING IR ALL Bibliographic Items Archived: 520 750 Volumes Archived: 520 1150 Images Archived: 580 5000 Text Archived: 9446 687500



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1 | Page University of Florida Digital Collections (UFDC) Tracking Database (Legacy software) This is the documentation for the legacy Tracking Database application for UF's Digital Library Center. This documentation is archived for historical purposes and the new production tracking application, SMaRT, is documented online: http://ufdc.ufl.edu/software/smart A few notes Philosophy It was our original intent to create a database and user interface that could hold every bit of information necessary to create the metadata for each resource. The database diagram on this site represents the attempt to do just this. The database was designed and implemented completely. The first phase of the user interface was also completed and screen prints can be found on this site. As we progressed through this development, the enormity of the task became apparent. Making one application to track the details, hold every bit of metadata, and make each element editable and repeatable is a Herculean task. We have now returned to the idea that the tracking database should primarily track the progress of each resource through the digital library. It does include some basic bibliographic data necessary to identify the resource, and it still does aid in the creation of metadata. However, we do not expect it to hold every bit of data. Data Flow When we begin working on a resource, this resource is either entered into the application manually, or imported from a MARC record. Whenever a MARC record is available, this is converted into MARC XML and stored in a central depository. An example MARC XML file can be found here When the scanning of the resource is complete, the Quality Control Application is used to create structural metadata for the book. This allows users to add the divisions and division hierarchy for each resource. When the resource leaves the Quality Control department, a METS file is created from the data in the tracking database, the MARC XML file, and the data entered by the tech. A sample METS file can be found here The resource is OCR’d and then placed on line, using only the METS file to load into Greenstone and the University of Florida Digital Collections [UFDC]. During this process portion of the METS file are converted to the Greenstone Archive [GSA] format for loading. The sample GSA can be found here and the loaded resource used for each of these examples can be found online here

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2 | Pag e Develop m Develop m resource t and vide o which we Main For m e m ent Contin u m ent continu e t ypes, such a o has not yet b operate, th e m Screen Pri n es e s on the ap p s newspaper s b een implem e evolution o f n ts p lication with s will be add ented. As wi t this project c This is the launched. T database. T from the li s Here we c h 'Gainesvill e items in th A single re s changes likel ed with their t h all large p r c ontinues. main form w T his screen i n T his form ca n s t. h ose to searc h e in the title. e MAP proje c s ource can b e l y to be seen own unique r ojects in the hich is seen w n itially shows n also be use d h for all reso u Additionally c t (and all pr o e located by s to the datab a properties. A changing en v w hen the ap p all the UF re s d to search f o u rces with th search resul o jects under M s earching for a se as well. N A dditionally, a v ironment in p lication is sources in th e o r single item s e word l ts are limite d M AP). the bib id di r N ew a udio e s d to r ectly.

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3 | Pag e Monogra e ph Item Scre e e n Prints Here we s e main scre e The Summ resource. T might oth e The Sourc e including h The next t a panel is us e here e arched for a l e n. Next, we w ary panel dis T his screen is e rwise reside e panel displ a h olding locati o a b is strongly e d in this exa ll resources w w ill drill dow n s plays some o readonly, an on seperate a ys informati o o n and ident i related to th a mple. You c a w ith the wor d n and view th o f the basic i n d is used to g screens. o n about the i fiers. h e chosen res a n see an exa m d 'Crump' in t h e details of t h n formation a b g ive a quick v i original sour ource type. T m ple of this p h e title from h is item. b out a single i ew of data w ce documen t T he Monogra p anel for a s e t he w hich p h rial

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4 | Pag e The item e used in this e e xample is av a The Electr o destinatio n included h e The Archi v resource. The Status item with m status wo u a ilable onlin e o nic Resourc e n technology. e re. v e panel sho w panel allow s m ultiple volu m u ld be report e e e panel allo w Additionally w s which CD' s s status to be mes, like a s e e d individuall w s us to set th comments a s or DVD's inc tracked for t e rial, this pan y for each vo e project co d a bout this re s c lude the file s his resource. el would not lume. d e and the s ource can b e s from this If this was a n be shown as e n

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5 | Pag e Serial Scr e e e en Prints Here we s e author fiel d view the d e The Summ single reso view of da t The Sourc e document The next t a this object example o f user can cl e arched for a l d from the m e tails of this s ary panel dis urce. This sc r t a which mig h e panel displ a including h o a b is strongly is a serial, th f this panel f o ick on a singl e ll UF resourc e ain screen. N s erial. s plays some o r een is reado n h t otherwise a ys informati o o lding locatio n related to th e Serial pan e o r a monogra e volume to g e s with the w N ext, we will d o f the basic i n n ly, and is us e reside on se p o n about the n and identif i h e chosen res e l is shown. Y o ph here Fro m g et more det a w ord 'House' i d rill down an d n formation a b e d to give a q p erate scree n original sour i ers. ource type. S o u can see a n m this screen a ils. n the d b out a q uick n s. ce S ince n a

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6 | Pag e e We now s e this serial. volume. Status is r e current vo l status. You can vi e are on by v Back at th e set the pr o comments e lected a sing This Serial V o e ported at th e l ume has not e w which CD s v iewing the A e serial level, o ject code an d about this r e g le volume fr o o lume panel e volume lev e been scann e s or DVDs th e A rchive panel the Electron i d the destina t e source can b o m the list of shows infor m e l, since this i e d, so there i s e images for t at the volu m i c Resource p tion technol o b e included h e volumes un d m ation about i s a serial. Th i s no reported his single vol m e level. p anel allows u o gy. Addition a e re. d er this i s d ume u s to a lly,

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7 | Pag e Project H e ierarchy Scr e e en Prints The Archi v this resour reported f o The Hierar tree forma well as ad d The Brows spreadshe e single proj e We can ed from this f o v e panel sho w ce. Since we o r every volu m chy view dis p t. From here d new projec t e view displa e t. You can a l e ct code fro m it and view t h o rm. w s which CD' s are at the se r me under thi p lays the pro j you can vie w t s. ys the collec t l so launch a s m this screen. h e informati o s or DVD's inc rial level, inf o s serial. j ect structur e w and edit cu t ion of proje c s earch to see o n about a si n c lude the file s o rmation wo u e to be viewe d rrent project c ts as a flat all items in a n gle collectio n s from u ld be d in s, as n

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8 | Pag e Archive M e M edia Screen Prints We select e project. The Archi v and DVDs i displayed. We have n project th a e d the 'MHC' v es form lets u i n the local a r ow searched a t reside in th collection an u s view infor m r chive. Here, for all archi v h e range bet w d now can vi e m ation abou t all items in t h v ed CDs and D w een CD num e w all items i t each of the h e archive ar e D VDs in the J U ber 500 and 7 n this CDs e U V 7 25.

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9 | Pag e e Selecting a informatio single row f r n for a single r om the Arch resource on ives form dis p the selected play the CD.



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1 | Page University of Florida Digital Collections (UFDC) Tracking Database (Legacy software) This is the documentation for the legacy Tracking Database application for UF's Digital Library Center. This documentation is archived for historical purposes and the new production tracking application, SMaRT, is documented online: http://ufdc.ufl.edu/software/smart A few notes Philosophy It was our original intent to create a database and user interface that could hold every bit of information necessary to create the metadata for each resource. The datab ase diagram on this site represents the attempt to do just this. The database was designed and implemented completely. The first phase of the user interface was also completed and screen prints can be found on this site. As we progressed through this devel opment, the enormity of the task became apparent. Making one application to track the details, hold every bit of metadata, and make each element editable and repeatable is a Herculean task. We have now returned to the idea that the tracking database should primarily track the progress of each resource through the digital library. It does include some basic bibliographic data necessary to identify the resource, and it still does aid in the creation of metadata. However, we do not expect it to hold every bit of data. Data Flow When we begin working on a resource, this resource is either entered into the application manually, or imported from a MARC record. Whenever a MARC record is available, this is converted into MARC XML and stored in a central depository. An example MARC XML file can be found here When the scanning of the resource is complete, the Quality Control Application is used to create structural metadata for the book. This allows users to add the divisions and division hierarchy for each resource. When the resource leaves the Quality Control department, a METS file is cre ated from the data in the tracking database, the MARC XML file, and the data entered by the tech. A sample METS file can be found here using only the METS file to load into Greenstone and the University of Florida Digital Collections [UFDC]. During this process portion of the METS file are converted to the Greenstone Archive [GSA] format for loading. The sample GSA can be found here and the loaded resource used for each of these examples can be found online here

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2 | Page Development Continues Development continues on the application with changes likely to be seen to the database as well. New resource types, such as newspapers, will be added with their own unique properties. Additionally, audio and video has not yet been implemented. As with all large projects in the changing environment in which we operate, the evolution of this project continues. Main Form Screen Prints This is the main form which is seen when the application is launched. This screen initially s hows all the UF resources in the database. This form can also be used to search for single items from the list. Here we chose to search for all resources with the word 'Gainesville' in the title. Additionally, search results are limited to items in the MAP project (and all projects under MAP). A single resource can be located by searching for the bib id directly.

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3 | Page Monograph Item Screen Prints Here we searched for all resources with the word 'Crump' in the title from the main screen. Next, we will drill down and view the details of this item. The Summary panel displays some of the basic information about a single resource. This screen is readonly, and is used to give a quick view of data which might otherwise reside on seperate screens The Source panel displays information about the original source document, including holding location and identifiers. The next tab is strongly related to the chosen resource type. The Monograph panel is used in this example. You can see an example of this panel for a serial here

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4 | Page The Electronic Resource panel allows us to set the project code and the destination technology. Additionally, comments about this resource can be included here. The Archive panel shows which CD's or DVD's include the files from this resource. The Status panel allows status to be tracked for this resource. If this was an item with multiple volumes, like a serial, this panel would not be shown as status would be reported individually for each volume. The item used in this example is available online

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5 | Page Serial Screen Prints Here we searched for all UF resources with the word 'House' in the author field from the main screen. Next, we will drill down and view the details of this serial. The Summary panel displays some of the basic information about a single resource. This screen is readonly, and is used to give a quick view of data which might otherwise reside on seperate screens. The Source panel displays information about the original source document, including holding location and identifiers. The next tab is strongly related to the chosen resource type. Since this object is a serial, the Serial panel is shown. You can see an example of this panel for a monograph here From this screen a user can click on a single volume to get more details.

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6 | Page We now selected a single volume from the list of volumes under this serial. This Serial Volume panel shows information about this volume. Status is reported at the volume level, since this is a serial. This current volume has not been scanned, so there is no reported status. You can view which CDs or DVDs the images for this single volume are on by viewing the Archive panel at the volume lev el. Back at the serial level, the Electronic Resource panel allows us to set the project code and the destination technology. Additionally, comments about this resource can be included here.

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7 | Page The Archive panel shows which CD's or DVD's include the files from this resource. Since we are at the serial level, information would be reported for every volume under this serial. Project Hierarchy Screen Prints The Hierarchy view displays the project structure to be viewed in tree format. From here, you can view and edit current projects, as well as add new projects. The Browse view displays the collection of projects as a flat spreadsheet. You can also launch a search to see all items in a single project code from this screen. We can edit and view the information about a single collection from this form.

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8 | Page We selected the 'MHC' collection and now can view all items in this project. Archive Media Screen Prints The Archives form lets us view information about each of the CDs and DVDs in the local archive. Here, all items in the archive are displayed. We have now searched for all archived CDs and DVDs in the JUV project that reside in the range between CD number 500 and 725.

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9 | Page Selecting a single row from the Archives form display the information for a single resource on the selected CD.



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DRAFT 5/24/05 DLC Tracking Database – DTdb Phase 2 requirements 1. Integrate DTdb with QC tool – Modify QC tool and DTdb to support expanded DTdb data structure. Allow user to specify Volume, Page and Page Type (Division) information. Allow QC tool to run independently from FileSort tool. 2. Integrate with FileSort tool – Modify FileSort tool and DTdb to support expanded DTdb data structure. Allow wider range of file types (TIFF, GIF, JPG, JP2, others in future) Allow range of file types to be expanded easily. Allow storage of multiple types of checksum information. FileSort tool will be capable of adding file information to DTdb and may be run independently from QC tool. 3. Modify print parameters so that printing from search results page prints in Landscape mode. This will allow maximum space for expanding fields and allow maximum amount of data to be displayed. 4. Modify display to include Volume Identifiers for single volume items. (SPR-179) (point 45, SPR151). 5. Modify multi-volume sort so that volumes are sorted by volume first then issue. Modify sorting of volume and issue columns so that they are sorted as if right-justified.

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6. Add support for displaying only the holding locations which have been previously defined as belonging to the base institution of the current item. Holding Locations to be entered by DLC staff. (point 36, SPR-151) 7. Add ability to search records created within a date range. (point 47, SPR-151) 8. Add basic reporting module a. CD pull-list report – User will specify a BibID or Volume and DTdb will produce a report detailing the CDs which are attached to the specified item including the following fields: CD number, FileRange, Date Archived, and Media Type (CD, DVD, others in future) b. CD Contents report – User will supply a CD Number and DTdb will produce a report detailing the files contained on the CD including the following fields: BibID, Volume, Filename, Filesize, Date Modified, File Checksum c. All CDs meeting criteria X report – User will specify any combination of the following parameters: Institution, Project, Date Archived Range. DTdb will produce a list of CDs meeting the conditions specified including the following fields: CD Number, Institution List, Project List, Date Archived. d. Basic Statistics Report – User will specify … (please add comments) DTdb will produce a report containing … (please add comments)

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Phase 3 requirements 1. Enhanced searching including AND, OR and NOT. This is a significant change to the search mechanism and will be a Phase by itself. (SPR183, 184) Phase 4 requirements 1. Add DTdb hook to Geographic core. (SPR-155). Significant coding required. Phase 5 requirements 1. Create/modify MARC ingest application to get Bib records from Aleph. (point 2, SPR-151) Phase 6 requirements 1. Add application security so that different DLC staff have different permissions for the various DTdb features. (point 7, 23, 25 and 26, SPR-151) Phase 7 requirements 1. Add support structure for Audio and Video files. This requires additional database tables to record the unique characteristics of these types of items. (point 12, SPR-151) 2. Add support for recording Microfilm as an archive media type. Phase 8 requirements

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1. Differentiate Institutions from other Holding Locations so that system can allow users to change holding location codes. (point 13 and 14, SPR-151) 2. Add data hints for Authors, Publishers, and Holding Locations based on existing data in the database. (point 31 and 32, SPR-151) 3. Modify application to sort Status tab items by most common workflow order. Order to be defined later. (point 43, SPR-151)


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Add a Volume ( autofill: Example for Newspaper: Weekly ) Type: Monograph Newspaper Serial Weekly Daily Su Mo Tu We Th Fr Sa First: Year Month/Season Volume Issue Day 2005 January 100 1 1 Last: Year Month/Season Volume Issue Day 2005 December 100 12 1 In this example, you will have to be calendar-aware. When the radio button “Weekly” is clicked, allow only ONE day to be checked. Add a Volume ( autofill: Example for Newspaper: Daily ) Type: Monograph Newspaper Serial Weekly Daily Su Mo Tu We Th Fr Sa First: Year Month/Season Volume Issue Day 2005 January 100 1 1 Last: Year Month/Season Volume Issue Day 2005 December 100 12 1 In this example, you will have to be calendar-aware. When the radio button “Daily” is clicked, allow any number of days to be checked; this est ablishes the publication pattern. Add a Volume ( autofill: Example for Serial: Annuall ) Type: Monograph Newspaper Serial Annual Monthly Weekly First: Year Month/Season Volume Issue Day 2005 100 1 Last: Year Month/Season Volume Issue Day 2005 100 12

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Add a Volume ( autofill: Example for Serial: Monthly ) Type: Monograph Newspaper Serial Annual Monthly Weekly J F M A M J J A S O N D First: Year Month/Season Volume Issue Day 2005 January 100 1 Last: Year Month/Season Volume Issue Day 2005 December 100 12 When the radio button “Monthly” is clicked, display Month check boxes and allow any number of Months to be checked; this establishes the publication pattern. Add a Volume ( autofill: Example for Serial: Weekly ) Type: Monograph Newspaper Serial Annual Monthly Weekly First: Year Month/Season Volume Issue Day 2005 January 100 1 1 Last: Year Month/Season Volume Issue Day 2005 December 100 12 15 In this example, you will have to be calendar-aware. When the radio button “Weekly” is click ed, presume publication every 7 days.

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Add a Volume ( autofill: Example for Monograph with just volumes ) Type: Monograph Newspaper Serial First: Year Month/Season Volume Issue Day 1 Last: Year Month/Season Volume Issue Day 2 In this example, we understand “Issue” to be a second or der hierarchy and “Day” to be a third order hierarchy. Data entered into Volumes, Issues or Day may be alphanumeric. Monographs may also use Year and Month/Season – allow, BUT do not autofill this information. Add a Volume ( autofill: Example for Monograph with just volumes and sections ) Type: Monograph Newspaper Serial First: Year Month/Season Volume Issue Day 1 1 Last: Year Month/Season Volume Issue Day 2 5 In this example, we understand “Issue” to be a second or der hierarchy and “Day” to be a third order hierarchy. Data entered into Volumes, Issues or Day may be alphanumeric. Monographs may also use Year and Month/Season – allow, BUT do not autofill this information. Add a Volume ( autofill: Example for Monograph with just volumes, parts and subparts ) Type: Monograph Newspaper Serial First: Year Month/Season Volume Issue Day 1 1 A Last: Year Month/Season Volume Issue Day 2 5 F In this example, we understand “Issue” to be a second or der hierarchy and “Day” to be a third order hierarchy. Data entered into Volumes, Issues or Day may be alphanumeric. Monographs may also use Year and Month/Season – allow, BUT do not autofill this information.