Setting the Stage Provide a high-level overview of the accessioning and management processes Depict where/how DLESE tools are used in the processes Identify challenge points in the process where DLESE tools can be expanded to help

Collections Accession & Mgmt Use Idmapper DCS Discovery (DDS) / Collection Manager Metadata frameworks OAI Scripts - transforms, validations, illegal chars Vocab Manager

Collections Accessioning Assign & enter coll. key into Vocab Manager Enter coll. key, format & name into Idmapper Create a collection-level record Challenge: need to prevent duplication of catalog record numbers within a collection Challenge: need to prevent duplicate keys (collection framework schema helps but does not ensure unique) Challenge: need tool to register or help create collection records

Goals of Collections Mgmt Access - keep URLs updated Growth - update records or expand collections Provision - provide collections to NSDL

Functions of Collections Mgmt 1. Quality assure - records for the library; apply to all records & collections regardless of the metadata framework used 2. Maintain - record links, syntax, status and vitality; prevent dups 3. Update - new & changed records to DDS 4. Redistribute - records in various formats for OAI service providers 5. De-accession - problem records/collections

1. Quality Assurance - Before cataloging Is the collection content in DLESE scope Ensures correct use of the framework – is it a resource or annotation collection (this has been an issue with 3 collections) Determine who is the collection quality assurance person Often have to help write scope statements

1. Quality Assurance - During/Post cataloging Is the resource content in DLESE scope Ensure metadata quality – Is required metadata present (depends on framework) – Is the primary URL of the framework active – Is non-required metadata used appropriately Edits for spelling, grammar and completeness Prevent the usage of illegal XML characters (uses Python script)

1. Quality Assurance Person (for a collection) Can be the collection builder Can be DPC staff (if contracted) Responsible for – completing previous checks – indicating when to ‘harvest/gather’ the collection for updates etc. – handling problems from maintenance checks Note: Collection record has this person listed Or combo

2. Maintenance - Functions Link checking - vitality of URLs in ADN, annotation, and collection records Dup checking - detect presence of records that reference the same URL within a collection Syntax checking - detect the presence of ill- formed data not enforced by the framework schema ( address) Status checking - determine if a record is active or inactive or new to a collection

2. Maintenance - Link checking Errors organized by type Contact collection QA person to have them contact the resource creator to address probs. – Could be Holly contacting resource creators – Could be Katy contacting collection builders No responses cause records to be physically removed from Discovery Challenge: no ability to track actions

2. Maintenance - Dup checking Both URL and content checking is done Comparisons of mirror URLs to primary URLs is done Since dups are not allowed in a collection, notify collection QA person. QA person resolves which record should be used Challenge: Some mirrors seen as different so dups across collections not always found

2. Maintenance - Syntax and Status All records are given active status Idmapper does not disable any records, it reports errors to DDS Challenge: Errors can be displayed but no enable/disable actions can be done on individual records but Idmapper results not automated action ready

3. Updates - Why New records Updated records Framework changes

3. Update - Functions Harvest and gather - how metadata records arrive at DPC Quality - what have you got & previous checks Transform - put metadata in proper format Validate - ensure data integrity Maintenance - same as described previously Index - add to DDS (Idmapper must run 1st before indexer; no auto-inform of indexer errors)

3. Update - Harvesting & Gathering Cataloged at DPC using a DCS (Mortimer & Flood) Cataloged at DPC using XML Spy (Quake) Cataloged at DPC by transforming an existing collection of metadata records (Quake) (Flood) OAI 1.1 harvesting OAI 1.1 (Mortimer) OAI 2.0 harvesting OAI 2.0 (Thorton/Cutterjohn) FTP get to a collection builder server (Quake)

4. Redistribution Determine - can collection be redistributed, if so, how? NSDL - if sent to NSDL; create NSDL collection-level record Transform - (if needed) write XSLT code to provide records in proper format Organize - put metadata records in OAI Challenge: Some collections need to be in more than 1 OAI set

5. De-accessioning Physically remove problem records or collections (Collection Manager) per DLESE policy Challenge: need to activate and deactivate individual records within Collections Manager