Collection Management with Mixed Physical & Digital Collections


Material Information

Collection Management with Mixed Physical & Digital Collections
Physical Description:
Taylor, Laurie N.
George A. Smathers Libraries, University of Florida
Place of Publication:
Gainesville, FL
Publication Date:


Subjects / Keywords:
Curator tools


At UF, each digital collection is under the purview of one or more Curators or Program Directors, with collaborative support from the Head of Digital Development & Web Services and/or Digital Humanities Librarian. For scholarly digital projects and archives, teaching faculty partner and collaborate with Curators/Program Directors following the processes for their collections. This documentation provides notes on Digital Curation for Digital Collection Management with Mixed Physical & Digital Collections.

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.
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Page 1 of 2 Around the world, key scientific data are at risk of being lost, either because they are held on fragile or obsolete media or because they may be destroyed by researchers who are unaware of their value. Now a team of scientists is planning to scour museums and research institutes to draw up a global inventory of threatened data. ( 101102/full/468017a.html ) The digital files used in research are endangere data from all fields, including the humanities, arts, and social sciences. Modern research requires digital tools and the research process includes the selection, collection, organization, and analysis of digital files. Those digital files spanning all types of content including scientific data, images of archival letters, interactive media files, and more are all too often held in precarious ways. As such, the potential for total loss exists and this is in addition to the lost possibili ties from the materials being inaccessible. The UF Digital Collections include digital objects created through the digitization of source materials as well as born digital. All materials in the UF Digital Collections are curated to support optimal access a nd ensure long term preservation. Example of Aerial Photographs Pre Curation


Page 2 of 2 Example Digital Curation Processing Workflow The example below is based o n Special & Area Studies Collections (SASC). In the past, SASC received only small portions of collections as digital and so would preserve materials by pr inting files. Now, digital files should go into the appropriate digital collection and preservation a rchive, and copies may still be printed for user ease. T his will likely be the case for any collections with only small portions that are digital, where having the material printed is needed for ease of use for the collection as a whole Digital Development & Web Services, Production, Curator, or Other Group runs virus scan reviews for file types; normalizing any unusabl e formats and/or identifying needed software maintains 1 complete copy until copy in process is complete and archived sends files and any processing notes/information on software needed or recommended to SASC /curatorial review SASC /curatorial review reviews for organization, maintaining any existing organization (folders, if intellectually grouped and significant contents), organizing other materials as appropriate based on underlying structure, and then placing other materials into a general folder(s) decides whether this accession is closed /1 set or if it can be added to/expanded with future donations (processing may change based on this) creates a finding guide/spreadsheet for all materials at the applicable level Digital Development & Web Services, Production, Curator, or Other Group imports the spreadsheet renames all folders into BIB_VID format normalizes all files and file names properly places all dark items for dark processing (note: multiple versions of same file are normally not kept for print collections unless literary collections because of space concerns, multiple versions will be retain ed for digital only collections unless size/cost is an issue) Prior Documentation Prior version, last updated 24 J anuary 2011 :