Content Comparison

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1. Coordinating delivery-Who communicates with Christa? (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)

   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?

      1. no

3. Embargoes- who applies them (Alicia)

   1. A new workflow for this is needed

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

      2. This workflow will be based on exports from ETD administrator, which will allow easy identification of embargoed items

         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? 

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

         1. We should schedule a training session for Carla and Celio, get their input on this workflow step

      2. Additional documentation needed?

         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?)

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•  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
•  Gabe Galson will schedule a part 2 meeting covering the ETD migration plan
•  Gabe Galson will find a way to ID an isolate each batch through metadata in ScholarShare

Decisions