1. Together we make it work! – Metadata Collaboration in UIC Libraries
Jane Darcovich
Kate Flynn
Mingyan Li

2. Outline
Where we were
What we did to solve it
Future steps

3. Where we were
In 2009, version 1 of the UIC Data Dictionary was released
But…
Data dictionary lived in our wiki. Having a data dictionary should have meant that we had relatively consistent metadata right? But…

4. Segregated Collections
Couldn’t see how metadata worked together
Led to inconsistencies in how fields were used across collections
Legacy collections weren’t brought into compliance with data dictionary
The great type/form/genre/medium/physical description debate. Also because legacy collections weren’t brought into compliance, new collections may have used those as an example, perpetuating past mistakes.

5. Communication Issues Documentation was scattered or didn’t exist
Staff turnover
By 2017, only one person who created original data dictionary still worked at UIC
Includes Metadata Librarian, who was the single point of contact for creating new metadata templates/metadata qc.
Fannie Brice choosing the winner for the title Miss Chicago.

6. Time
Collections needed to be made available within a specific time frame
No one template existed
Grants! And as noted, staff turnover made it so that metadata was created and disseminated on the fly.
Derby Car Race, Off-The-Street Club.

7. What we did to solve it Reactivate Metadata Working Group
Collaboration Among Multiple Departments
Pilot Project
Enhance Metadata Guidelines
Metadata Review and Cleanup
Appendices

8. Metadata Working Group
Background
Collaboration Among Multiple Departments
New Metadata Working Group
Standup Meetings
Documentations
Pilot Project -- Richard J. Daley Digital Image Collection

9. Metadata Review and Cleanup
Inconsistent Data and Data Formats
Lack of Standardization
Lack of Controlled Vocabularies
Review Elements
Unused Elements
Added and Revised Elements

10. Metadata Review and Cleanup
Type-Form-Medium

11. Appendices
Compound Object
Born Digital
Oral Histories
Form List

12. Metadata CREATION WORKFLOW

13. COMMUNICATION Google Sheet comments Face-to-face meetings Emails
Faculty Dining Room, University of Illinois Chicago Undergraduate Division.

14. Future Steps – MIGRATION to DAMS
Our new DAMS will allow cross-searching of all our digital collections
Test XTF repository helps us pinpoint metadata changes that still need to be made to ensure consistency across all collections
Create a metadata template for use in the DAMS that includes all fields across all our digital collections

16. Thank you to our UIC Library colleagues
Valerie Harris Megan Keller-Young
Tracy Seneca
For their participation and input on our Metadata Guidelines
View our Guidelines at:
dlfmetadataassessment.github.io/MetadataSpecsClearinghouse/uic/

17. Thank you for attending!
Jane Darcovich, Digital Services Librarian and Liaison for Architecture and Art,
Kate Flynn, Digital Programs & Metadata Project Librarian, and Portal Manager for the Chicago Collections Consortium,
Mingyan Li, Metadata Librarian and Clinical Assistant Professor,
QUESTIONS?