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  • Complete! The next batch can be delivered directly to ScholarShare

  • Formally transition process from FTP to SWORD through ProQuest (Gabe)

    • Overview- this won’t change anything about Christa’s

    • Any reason to wait on this?

    • There are always items delivered after the main batch;

    • There are also corrections and conditions placed on certain items ('wait 6 months on this one', for example)

      • Stefanie has these backed up on the Isilon and has a system for uploading in line with Christa’s conditions. This will require some coordination and further workflow definition down the line.

Define and assign workflow steps- PQ ETD batch delivery processing

  1. Coordinating delivery-Who communicates with Christa? (Alicia? Stefanie?) NA mostly, Alicia if necessary) 

    1. Christa will do this in the same way, through the ETD listserv

    2. The list of graduates should also go to Alicia

    3. Discrepancies, and the workflow to Identify them (Alicia)

  2. Vetting and removing supplemental files upon delivery (Alicia? Celio? )

    1. What’s the criteria for selection currently? Who was assigned to this last?

      1. Stefanie does this currently, in consultation with Margery and Holly. Margery would bring this to uni counsel if necessary. Stefanie can forward the documentation used.

      2. Note that if copyrighted materials are included, a copyright permission letter is supposed to be included.

    2. Should this happen later in the workflow, given the new structure?

  3. Embargoes- who applies them (Alicia? Celio, as a part of QA step?)

    1. A new workflow for this is needed

      1. OpenRefine process used for XML files. This isn’t necessarily applicable to the new SWORD process

      2. This workflow will be based on exports from ETD administrator

        1. Gabe will request ETD administrator access for Alicia, as well as ProQuest support center

  4. Additional QA to conform with MAP and system constraints (Alicia?)

    1. Does this need to be a separate step, or can it be bundled with step 4?

  5. Publication (Alicia)

  6. QA and metadata standardization, post-publication (Celio?)

    1. How will this workflow work, generally? 

      1. Advisor and committee member names are what’s standardized

      2. DSpace’s browse functionality will make this easier

      3. Open Question: how can we use a metadata field to allow Celio to isolate the latest load.

      4. Note: Celio will be working remotely for the foreseeable future; we’ll have to think about how to coordinate the training

    2. Will Celio do this in ScholarShare, or through metadata exports from the system? 

      Does this need to be a separate step, or can it be bundled with step 4?

      1. Any retraining necessary before next batch? If so, who will do this?

        1. We should schedule a training session for Carla and Celio

      2. Additional documentation needed?

    Additional QA to conform with MAP and system constraints (Alicia?)

        1. Yes. Carla will be the one to write that up.

  7. Preservation- Triggered when Celio’s ETD work is complete

    1. Generating exports from the system (Alicia? Stefanie?)

    2. Application of retention schedule (is this necessary?)

    3. Moving exports to the Isilon (Alicia? Stefanie?)

ETD migration from CDM

  • Plan out and timeline the CDM->ScholarShare ETD migration.

    • Alicia and Gabe would can to start ASAP

      • Conditions

        • New export from CDM needed

        • Embargoes are clearly documented. Which doc is used for this currently, and is it up-to-date?

        • Inappropriate supplemental files removed from prior batches are clearly marked. In which doc?

        • No in-progress metadata cleanup blocks this. Holly and Stefanie say we’re good to go

        • Celio needs to wrap up the current batch before the load.

  • Timeline: Goal deadline: end of summer

    • Possible complications

      • file names are not reflected accurately in the CDM export this could slow down loadsdownloads

      • Unknown limits on how many items can be uploaded simultaneously

      • Further issues with remote access to Alicia’s desktop and/or the shared drive

        • (Gabe and Alicia already defined a strategy for loads administered remotely with Chin)

  • Any metadata cleanup that must, should, or could happen mid-migration in OpenRefine or another program, while Alicia is formatting the data for import?

    • In previous discussions, we agreed this could happen post-load, so that this doesn’t block the completion. Still true?

  • Workflow assignment

    • 1. Export from CDM (Stefanie?)

    • 2. Field reformating and renaming in OpenRefine; bulk metadata corrections (Alicia, Gabe)

    • 3. Bulk loads (Alicia)

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  • Plan to retest and document the entire ETD workflow in prod, from PQ SWORD import through external delivery via ScholarShare's OAI endpoint. 

  • Document the workflow and assignments once finalized

Discussion topics

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Notes

Action items

  •  Gabe Galson will set up ETD admin access for Alicia
  •  Gabe Galson will figure out how Celio can isolate individual batches, report back to group
  •  Holly Tomren will talk to Carla and Celio, then update this group on how to proceed with the planning of a training, through which we’ll get their input on the workflow structure
  •  Stefanie Ramsay (Unlicensed) will request a new share, defining the name and access in consultation with Annie and Alicia
  •  Gabe Galson will think of ways to split out new items from the Preservation exports

Decisions