Digital Collection Management with Legacy and Evolving Digital Collections


Material Information

Digital Collection Management with Legacy and Evolving 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 Collection Management with Legacy and Evolving Digital Collections, with notes on needs and options for older digital collections that need updates and for discussion of updates of the UFDC homepage, with it also evolving.

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Source Institution:
University of Florida
Holding Location:
University of Florida
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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 Overview The UF Digital Collections began in 2006 with UF outgrowing the av ailable s tatewide h osting available in terms of quantity, scope, variety, and complexity of materials as well as critical needs for branding, visual design, enhanced features, and more. 1 While the system and local hosting and support for the UF Digital Collections started in 2006, UF s digitization work b egan in the early 1990s. The early digitization work was experimental and focused on preservation need T his evolved into digitization o n collaborative projects with the State University L ibrar i es, w ith a great deal of the work focused on Florida related collections M aterials for digitization came from many collections including the P K Yonge Library of Florida History UF s University Archives and l arge and small science collections Legacy and Evolving Digital C o llections T he early digitized materials a re online and accessible in the UF Digital Collections However, s ome early materials and collections have not yet been reviewed by Cura tors and queued for updat ing. The collections a nd items in need of updating ar e not described following the best practices now in place and are not organized in the ideal m anner to support the parallel physical collections and thus do not ideally support work by Curators and patrons From a preliminary and basic review, thes e need discussion for possible needed updates : University Archives Florida Collections Science C ollections Special and fast tracked project work as with Caribbean Collage In order to m ake technical changes to position th e collections for evolution and enhancement, Curatorial review and discussion is needed with the Head of Digital Development & Web Services, Digital Humanities Librarian, and others Th e discussion and planning are critical to plan ning the best process and path for the needed work and to p revent new complications 1 See:


Page 2 of 2 Evol ution of the UF Digital Collections Homepage A s it has grown and c hanged over the years, the UF D i gital Collections homepage has ev olved from the central first place w ith links to small, subject based digital collections into a design w ith various subject based collections as well as collections that parallel and map to their physical counterparts. The current UFDC homepage is also often bypassed with users, with users going directly to items or to the thematic digita l coll ections with so many now being destinations on their own. With the current UFDC homepage often m issed in favor of a specific collection, the UFDC homepage has evolved to be more of a service front end for internal library users and a q uick showcase for overall library presentation needs for showing the scope, variety, and sampling of the digital c ollections. Further Evolving the UF D C Homepage T he UFDC homepage will require ongo ing c hanges to best balance how to support external users, internal users, and internal users with the UFDC homepage as a showcase and jumping off point to show technical capacity and variety As the collections continue to grow, changes will be needed to best support the encompassed 500 + different collec tions and 8 + million pages of materials. T e chnical enhancements and r egular usabi lity tests inform some changes. Curator inquiries are the regular impetus for changes literature digital collec which was confusing to patrons, the Curator and others A fter Curatorial review, th e collection was update d to be the Baldwin with the digital collection and physical holdings directly aligned, making both more sensible for patrons and giving the Curator clear control and authority. Other examples include Curator inquiries on what collections are on the UFDC homepage. I nitially the re were subject grouped collections which these evolved into more specific collections with some collections on the homepage and some not. As the process occurred, it happened more often than not that the collections on the homepage would be major UF library collections and often related to Centers on campus. In noticing this emerging pattern, the C urator for the Isser and Rae Price Library of Judaica noted it, and the Jud aica Collections were added to the UFDC Homepage, which made the str ucture more consistent and coherent Similarly, the current Pioneer Days in Florida grant includes updating many items to be within the larger, containing presence for the PK Yonge Library Digital Collection. Once the updates are made, th e PK Yonge Library woul d be added to the UFDC homepage f or consistency. Topical C o lle c tions Formats, Thematic Groups, Exhibits, and More In a ddition to continuing to evolve the UFDC homepage in it s current structure, other options are also available For instance, dLOC has a topical collections page, which has a listing for formats, thematic groups, and special collections and exhibits: This sort of topical page can be added to any collection and new collections can be created with existing and new materials