SobekCM Management and Reporting Tool (SMaRT)

MISSING IMAGE

Material Information

Title:
SobekCM Management and Reporting Tool (SMaRT)
Physical Description:
Documentation
Language:
English
Creator:
Taylor, Laurie N.
Publisher:
George A. Smathers Libraries, University of Florida
Place of Publication:
Gainesville, FL
Publication Date:

Subjects

Subjects / Keywords:
Curator tools
Documentation
Competencies
SobekCM
Dataset
Data
dLOC
Data migration
Data ingest
SobekCM
DMCTF
Project Management
Collaborative Teams
Consultative

Notes

Abstract:
At UF, each digital / data collection is affiliated with one or more Curators or Program Directors, with collaborative support from the UF Curator for Digital Collections and/or the Digital Scholarship Librarian and/or Digital Development & Web Services.
General Note:
Information on the SMaRT (SobekCM Management and Reporting Tool) application with SobekCM for reporting, importing, and retrieving packages, as well as many of the same item updating features with the online SobekCM.

Record Information

Source Institution:
University of Florida
Holding Location:
University of Florida
Rights Management:

The author dedicated the work to the Commons by waiving all of his or her rights to the work worldwide under copyright law and all related or neighboring legal rights he or she had in the work, to the extent allowable by law.
System ID:
AA00017119:00029


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Full Text

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SobekCM Management and Reporting Tool (SMaRT) Documentation Version 0.1, 5 August 2014 SobekCM Management and Reporting Tool (SMaRT) The SobekCM Management and Reporting Tool (SMaRT) is an internal tool used at the University of Florida for activities and needs within Digital Prod uction Services SMaRT Main Screen From the main screen, there are several main options : Actions (includes Retrieve UFDC Packages) Help/About View UFDC Items Import Records UFDC Reporting Module Retrieve UFDC Packages (accessible under actions from the top menu and from the core menu ) Top Menu SMaRT Help The help screen br ings up information about SMaRT. Actions Actions allow users to select to Retrieve UFDC Packages. Page 1 of 12

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SobekCM Management and Reporting Tool (SMaRT) Documentation Version 0.1, 5 August 2014 Retrieve UFDC Packages/Items ( also accessible from the top menu under Actions) Retrieve UFDC Packages (also Retrieve UFDC Items) is an easy tool for retrieving all of the METS, M ARCXML, or complete packages (METS, MARCXML, JPG, JPG2, JPG thumbnail, TXT, PRO, and any other files) for items using a standard query Please note that user s must have read only rights to the image server for retrieving full packages, but any user with SMaRT can retrieve the METS and MARCXML To retrieve the files or packages, use a standard query, including: B rowse s for all items in a collection: http://ufdc.ufl.edu /baldwin /all Searches for particular results: htt p://ufdc.ufl.edu/ baldwin/results/?t=greenaway Core Menu From the center of main screen, the options are : View UFDC Items Import Records UFDC Reporting Module Retrieve UFDC Packages ( also accessible from top menu under Actions ; and explained above ) Page 2 of 12

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SobekCM Management and Reporting Tool (SMaRT) Documentation Version 0.1, 5 August 2014 View UFDC Items View UFDC Items allows for reports to be run on all items, with limiting options for restric ting to collections or institutions. Reports include all DARK and in process or private items as well as all online items. From the file menu, users can save reports and print. Reports can be saved as : Excel spreadsheet T ab delimited Comma separated XML Results c an be printed by: Print all rows Print selected rows Page 3 of 12

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SobekCM Management and Reporting Tool (SMaRT) Documentation Version 0.1, 5 August 2014 View UFDC Items: Actions F rom the top menu, when items are selected, users can select a variety of actions. The actions from the main screen are: Edit Serial Hierarchy Update Born Digital Flag Set Tracking Box Update Material Received Date Edit Disposition Advice Update Item Disposition Add Working History Entry Print Tracking Sheet(s) View Ad Hoc Report Edit Serial Hierarchy Update Born Digital Flag Page 4 of 12

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SobekCM Management and Reporting Tool (SMaRT) Documentation Version 0.1, 5 August 2014 Set Tracking Box Update Material Received Date Edit Disposition Advice Update Item Disposition Add Working History Entry Page 5 of 12

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SobekCM Management and Reporting Tool (SMaRT) Documentation Version 0.1, 5 August 2014 Print Tracking Sheet(s) Print Tracking Sheets prints the tracking sheets to the preferred printer. View Ad Hoc Report View Ad Hoc Report brings up the Ad H o c report form for running and creating reports. View UFDC Items: P references Preferences allow users to set preferences for: S earch P recision o Contains exactly the search terms o Contains any form of the search terms o Contains the search term or terms of similar meaning Action on double click o Open item group from web in browser window o View item group form Single Group Results o Display as grid in this form o Automatically open in item group form Page 6 of 12

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SobekCM Management and Reporting Tool (SMaRT) Documentation Version 0.1, 5 August 2014 View UFDC Items: View Item Group Details Form The View Item Group Details Form offers many of the same optio ns, with a condensed form focused on a particular item group. File, Action s, and Preferences are the same from the main View Items screen. Other details are parallel to the item group screen s on SobekCM online. The screen appearance for the item group presents multiple volumes if they exist. From the Item Group form, some of the selected options will go to SobekCM online. Clicking on an individual item within the list will also bring up another form, with t his information available online in SobekCM and also available in SMaRT for administrative ease until all SMaRT functions are incorporated into SobekCM Page 7 of 12

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SobekCM Management and Reporting Tool (SMaRT) Documentation Version 0.1, 5 August 2014 Import Records Import Records allows internal users with permissions to import records. Page 8 of 12

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SobekCM Management and Reporting Tool (SMaRT) Documentation Version 0.1, 5 August 2014 UFDC Reporting Module The UFDC Reporting Module supports running a variety of reports, including: Ad Hoc Report Generator Pending Online Complete Newspapers without Serial Info Aggregation Space Utilized Trac king Boxes Report UFDC Reporting Module : Ad Hoc Report Generator Covered prior in this documentation. Page 9 of 12

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SobekCM Management and Reporting Tool (SMaRT) Documentation Version 0.1, 5 August 2014 UFDC Reporting Module : Pending Online Complete Pending Online Complete shows all items that have gone through the early workflow stages and are now pending online complete to be active and publicly accessible online. This is a great snapshot view for all items in QC as well as for many items simply needing an update to public UFDC Reporting Module : Newspapers without Serial Info P rior to the official release of SobekCM serial hierarchy handling was more difficult The Newspapers without Serial Info report was created to assist with the clean up work of earl y materials, as well as for quick corrections of any new needs. UFDC Reporting Module : Aggregation Space Utilized Aggregation space utilization is an older report developed for older storage estimation needs. T he report was used for the sizing and cost estimates for planning for digital storage. T his report was released but is no longer needed or used in its current form. Page 10 of 12

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SobekCM Management and Reporting Tool (SMaRT) Documentation Version 0.1, 5 August 2014 UFDC Reporting Module : Trac king Boxes Report T he Tracking Boxes report shows a list of all tracking box names in use, and users can double click on the tracking boxes to pre fill the box name into the Ad Ho c report ing query form for running reports. Page 11 of 12

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SobekCM Management and Reporting Tool (SMaRT) Documentation Version 0.1, 5 August 2014 Retrieve UFDC Packages Retrieve UFDC Packages/Items is covered earlier in this documentation. Page 12 of 12