New Workflows and Tools for ETD Support at the University of Florida

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Material Information

Title:
New Workflows and Tools for ETD Support at the University of Florida
Physical Description:
Conference Papers
Creator:
USETDA 2014 ( Conference )
Sullivan, Mark Vincent
Shorey, Christine
Publisher:
USETDA 2014
Publication Date:

Subjects

Subjects / Keywords:
Competencies
SobekCM
Genre:

Notes

Abstract:
Discussion of UF library workflows and tools used for handling electronic theses and dissertations within SobekCM. Includes review of new, robust support for embargoing, embargoes, restrictions, and permissions or access controls which were added in 2014.
Acquisition:
Collected for University of Florida's Institutional Repository by the UFIR Self-Submittal tool. Submitted by Mark Sullivan.
Publication Status:
Published

Record Information

Source Institution:
University of Florida Institutional Repository
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:
IR00004354:00001


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Full Text

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New Workflows and Tools for ETD Support at the University of FloridaChristy Shorey (UF) and Mark Sullivan ( Sobek Digital)Sobek image created by Jeff Dahl and is shared under the GNU Public License

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ContentsIntroduction to IR@UF & SobekCMTour of public functionalityWorkflow overviewRelated projects and future considerations

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Introduction to UF@IR and SobekCMSobek image created by Jeff Dahl and is shared under the GNU Public License

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Brief History of IR@UF2006 created IR@UF as collection within UFDCmediated deposit2008 start of RDS project, files into IR@UF2009 self submittal tool via myUFDC2009 began hosting PILOs2011 began hosting supplemental data2012/2013 systemize ETD ingest into IR2013/2014 harvest earlier ETDs into IR

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IR@UF TodayContent41,972 items in 28,329 titlesOver two million pagesOver 15 thousand theses and dissertationsUsageOver 14 million viewsAlmost 1 million visits

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SobekCMOpen source, integrated workflow, tracking, management, and presentation for digital resources of all types.PhotographsBooksNewspapers and serialsAerial imagery with geographic searchingMuseum objectsTheses and dissertations

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Brief History of SobekCM Development Year Accomplishment2006 SobekCM First Released Display layer over Greenstone Digital Library Written in C#, served by Windows IIS Based on MODS/METS 2011 Version 3.0 Released Second major rewrite No longer dependent on Greenstone Digital Library Integrated tracking and workflow SobekCM Released as Open Source 2013 Version 4.0 Released HTML5 / CSS3 Online Quality Control 2014 Sobek Digital Hosting & Consulting created to offer hosted solution

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SobekCM TodayOver 10 million pagesHousing content from over 100 institutionsOver 200 million hitsApproximately fifteen independent instances

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Tour of Public FunctionalitySobek image created by Jeff Dahl and is shared under the GNU Public License

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Workflow OverviewSobek image created by Jeff Dahl and is shared under the GNU Public License

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Workflow Overview

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Workflow Overview

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Workflow Overview1.GIMS ( Graduate School )2.ETD Processor3.Load into SobekCM4.Cataloger Review5.Online (lifecycle) Management6.Automatic Unembargo (optional)

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1. GIMS (from the Graduate School )Student submits ETD to Graduate School via GIMS ETD review processDepartments submit defense forms, UF publishing agreement via GIMSGIMS pulls student information from university records Student graduates; GEO sends list to libraries Library reviews listGEO generates XML; validates through GIMSFTP files and XML to libraries XML is in MARC ready format

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2. ETD ProcessorA.Loads the data from GIMSB.Validates, augments, and does some metadata correctionC.Hides some metadata for DARK itemsD.Saves a (updated) METS / MODS digital resource packageE.Includes custom metadata moduleF.Loads into archives and IR@UF / SobekCM

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2. ETD ProcessorA.Loads the data from GIMSB.Validates, augments, and does some metadata correctionC.Hides some metadata for DARK itemsD.Saves a (updated) METS / MODS digital resource packageE.Includes custom metadata moduleF.Loads into archives and IR@UF / SobekCM

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2. ETD Processor

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2. ETD Processor

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2. ETD Processor

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2. ETD Processor

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3. Load into IR@UF / SobekCMA.Item is picked up by the SobekCM Builder processB.Embargo information read from METS C.MARC record generated from the MODSD.Public items are available for searching/display

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3. Load into IR@UF / SobekCM

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3. Load into IR@UF / SobekCM

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3. Load into IR@UF / SobekCM

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4. Cataloger ReviewA.SobekCM creates MARC report based on TKR/tickler field (per semester)B.Cataloging reviews the records for accuracy, versus the online digital resource, updating online record as necessary.C.MARC report is loaded to OCLC

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5. Online (lifecycle) ManagementA.Aggregation behaviorsB.Aggregation specific Item ReportsC.Item MetadataD.Item Embargo Date (Currently students cannot change their embargo date in the online system .. must email )

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6. Automatic UnembargoA.When embargo date is reached, material is automatically made public by the SobekCM Builder service.B.Notification email is sent to collection manager(s) C.Hidden metadata is loaded over scrubbed METS and reprocessed

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Related projects and future considerationsSobek image created by Jeff Dahl and is shared under the GNU Public License

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RDS Retrospective Dissertation Scanning Project2006 started scanning print dissertations upon author requestscanned in houseItems hosted in IR2008 began RDS project in earnestScan majority with vendorItems hosted on vendor site, and ingested into IRSpecial items scanned in houseItems hosted in IR

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RDS Retrospective Dissertation Scanning ProjectMetadata is collected from print recordsSent to vendorCreate catalog record for digital copyMARC records pulled to match to files ingested from vendor

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Terminal Projects of Different FlavorsETDsPermissions granted at submission, via GIMSFile from GEOMetadata from GIMSInto IRTo Cataloging to create MARC Record for ALEPH and OCLCMay contain supplemental filesMay include embargo or other restriction period RDSOpt -Out policyScanned at vendor, or in houseMetadata from print catalog record

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Terminal Projects of Different FlavorsPILOsPermissions granted at submission, collected by departmentsFile from departmentMetadata entered based on fileMay contain supplemental filesMay include IP restriction Honors ThesesPermissions granted at submission, by studentFile submitted by studentMetadata entered based on file

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Terminal ProjectsThe goal is to get all terminal projects in the IR and manage them using the same tools. Looking at ways to normalize the metadata, and the workflows, so the user experience will be the same for all scholarly works.

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Supplemental MaterialsData Videos Audio Code EtcSelf submitted by graduate students into IRStudent adds metadata and uploads file(s)Submission creates PURL which can be added to the body of the ETDTake advantage of hosting within robust digital library infrastructure

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Supplemental Materials

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Supplemental Materials

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Supplemental Materials

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Supplemental Materials

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Contact InformationChristy Shorey Manager of UF IR, and Theses and Dissertations Program Digital Services, University of Florida chrshor@uflib.ufl.edu 352273 2831 Mark V. Sullivan Application Architect and CIO Sobek Digital Hosting and Consulting Mark.V.Sullivan@sobekdigital.com http://sobekdigital.com 352682 9692