WORKFLOW. What is workflow A system to manage and monitor working processes Defining and tracking...
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Transcript of WORKFLOW. What is workflow A system to manage and monitor working processes Defining and tracking...
WORKFLOW
What is workflow
• A system to manage and monitor working processes
• Defining and tracking the flow of work between individuals and/or departments
• Network of activity to accomplish something
• The path and systems used in the linked flow of activities
Main aim of a systematic workflow
quality
consistency efficiency
Things that workflow is not (but will impact)
• Staff hiring/shortages
• Local politics
• Hardware and software buying and technical support
• Funder’s paperwork
• Contractors deadlines not met
• …
Some points to note
• Projects can have little to ‘show’ initially
• Tasks and goals need defining
• Tasks need working through
• Work will only ‘flow’ after time and fine-tuning
• 3yr project can take anything from 6 months 1yr to set up
Some tasks
Material preparation
Delivery
Copyright
Quality assurance
CataloguingData capture
User analysis
Material selection
Preservation
Define deliverables
Choose metadata schema
Define goals
Preparation period: user
• User requirements underpin everythingTech specs, capture, cataloguing, searching
• Define users
Some AHDS Visual Arts users
• Students, Teachers, Researchers, Arts Practitioners, Depositors, Museum Curators, Collection Owners, Picture Researchers, Institutional Collections, Funders, Bosses, System Builders, Regular Users, Specific Searchers, Peers, Supporters, Competitors, Casual Browsers, Interested Amateurs, General Public?, Overseas?, UK only?
etc…
Some AHDS Visual Arts users
• Students, Teachers, Researchers, Arts Practitioners, Depositors, Museum Curators, Collection Owners, Picture Researchers, Institutional Collections, Funders, Bosses, System Builders, Regular Users, Specific Searchers, Peers, Supporters, Competitors, Casual Browsers, Interested Amateurs, General Public?, Overseas?, UK only?
etc…
• Process of prioritisation
Preparation period: Project Goals
• Define long term goals early• Identify specific objectives within time frames• Derive subordinate objectives• Set realistic individual objectives
Defining Deliverables and Benchmarks
• Be realistic
• Quality better than quantity
• Try and stick to decided benchmarks, but be prepared for slippage
• Try to avoid
Developing Digital Rights Management
• Identify items
• Draw up licence/letter
• Contact rights holders (if possible)
• Wait for responses…
• Contact rights holders again…
• Keep diligence files, records of outcomes
• Start digitisation without rights?
Choosing a Metadata Schema
• What information do your users need
• Standards in your area
• Does the standard fit your needs
• Trial records
• Adapt the standard
• Build in controlled vocabs
• Draw up documentation and guidelines
Content Management System / Database
• Based on the cataloguing schema• Off the shelf or build your own?• System analysis, developing the structure• Technical expertise required• Data entry ‘front end’• Testing phases• Technical notes, rational and
documentation
Capture period: materials
• Prepare materials
• Test equipment
• Test capture specifications
• Technical info gathering
• Trial phases
• Document all results
Image materials
Archaeological materials
textual materials
Capture period: cataloguing workflow
• Assess numbers
• Assess level of research
• User requirements, be realistic
Establishing Progress Report Systems
•Have regular meetings i.e. monthy at least •Minute these•Have fall back plan•Assess risk
Establishing QA Methodology
• QA against benchmarks• capture• cataloguing
Delivery Search and Navigation
Now refine the workflow
preparation
capture
cataloguing
qualityassurance
storage/preservation
delivery