2020-07-07 Meeting notes

Date

07 Jul 2020

Participants

• Gabe GalsonAnnie Johnson (Unlicensed) Alicia Pucci Holly Tomren Stefanie Ramsay (Unlicensed)

Goals

Define workflow and clarify roles

SWORD Process, technical

• 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?

Define and assign workflow steps- PQ ETD batch delivery processing

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

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

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

   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?)

4. QA and metadata standardization(Celio?)

   1. How will this workflow work, generally? 

   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?

      2. Additional documentation needed?

5. 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?

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

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

   2. Moving exports to the Isilon

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

• Timeline: Goal deadline: end of summer

  • Possible complications

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

    • 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)

Next steps

• 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

Action items

Decisions