Presented at the CONUL Conference, July 2015, Athlone, Ireland by Audrey Drohan, Dani Montes, Órna Roche, University College Dublin Abstract Guiding the transformation of cultural heritage collections from a physical state to a digital state is both challenging and rewarding. Marrying research, archival, and library practices ensures a consistent level of standardisation and accessibility for disparate and heterogeneous collections. This is dependent on a comprehensive, yet accessible, workflow routine, one which UCD Digital Library has been refining for the past ten years. This workflow takes into account the variety of collection types, repository practises, skillsets, and accompanying metadata. By breaking the workflow into nine discreet processes, UCD Digital Library can progress collections simultaneously, while still retaining control over the quality assurance. This lightning talk will give an overview of the nine processes in the workflow, along with the skillsets needed, the tools of the trade, and some details about the tasks involved. These include profiling a collection, digitisation and processing, cataloguing, copyright, preservation, ingestion, quality review, publicity, and evaluation. UCD Digital Library is part of UCD Library, and is Ireland’s first certified Trusted Digital Repository. Established in 2005 as a government funded pilot project, the Irish Virtual Research Library and Archive (IVRLA) had evolved into the UCD Digital Library by 2012, and is now a fully comprehensive digital library service within the Research Services unit in UCD Library. There are currently 66 digital collections online, and almost 1 million digital files are being curated. UCD Digital Library partners with 23 source repositories, working with content types such as archival collections, books, pamphlets, letters, maps, LiDAR, databases, questionnaires, photographs, paintings, audio, and video. These are available through a responsive website, with a variety of additional discovery services, such as APIs, Linked Data, and geospatial services, under-pinned with the Open Source repository software, Fedora-Commons. The small team have wide-ranging skillsets, fusing traditional library expertise with rapidly evolving computing science practises.

1. Behind the “pretty pictures”
A case study of the UCD Digital Library
collection workflow
Audrey Drohan, Dani Montes, & Órna Roche
© University College Dublin
Senior Library Assistant
Digital Initiatives
Metadata LibrarianLibrary Assistant

2.  IVRLA (2005-2009)
 Migration/Building (2010-2012)
 UCD Digital Library (2012 – present)
 Data Seal of Approval 2015
 66 Collections
 Approx. 1 million digital objects
 27 repositories/partners
 115,000+ page views so far this year
© University College Dublin
High Profile Collections
- Fr Gleeson papers
- De Valera press photos
- Desmond FitzGerald photos
- Kevin Barry papers
- Michael Collins papers
- Roger Casement letters
- Towards 2016
http://digital.ucd.ie

3. © University College Dublin
https://www.flickr.com/photos/lwr/3186924689/

4. © University College Dublin

5. © University College Dublin
IMAD: Ingest, Metadata & Administration Database

6. © University College Dublin
Reviewing the
new collection

7. © University College Dublin
Documents include:
• Collection Profiling Document
• Collection Development Policy
• Memorandum Of Understanding
• Collection Project Plan
• Initial Metadata Template & Instructions
Tools include:
• MS Excel
• MS Word
• IMAD
• Confluence (wiki)
Collection Profiling Document
Collection Development Policy

8. © University College Dublin
Creating or
receiving the
digital collection

9. © University College Dublin
Tools include:
• XnView
• Adobe Photoshop
• Adobe Bridge
• MS Excel
• Confluence
• IMAD
• Total Commander
• exifTool
Documents include:
• Temporary Custody Form
• Acquisitions Register
• Image and ID Tracker
• IMAD Metadata Import Template
• Production Diary
Image and ID Tracker

10. © University College Dublin
Describing the
collection

11. © University College Dublin
Documents include:
• Metadata Policy
• Data Dictionary
• Collection Profiling Document
• IMAD Metadata Import Template
• Production Diary
Tools include:
• MS Excel
• OpenRefine
• oXygen XML Editor
• Confluence
• IMAD
• AACR2 & ISAD(G)
• Metadata schemas
• Controlled vocabularies &
authorities
Data Dictionary
Metadata Policy

12. © University College Dublin
Clearing the
collection rights

13. © University College Dublin
Documents include:
• Collection Profiling Document
• Copyright Register
• Copyright Clearance Template
Tools include:
• MS Excel
• Confluence
• IMAD
• Copyright & Related Rights Act
• Company Registrations Office

14. © University College Dublin
Uploading the
collection

15. © University College Dublin
Documents include:
• Various scripts & XSLTs
• Collection Profile Document
• Production Diary
• MODS & EAD XML Templates
• Data Dictionary
• ID Map
• EAD DSC Section Template
Tools include:
• Fedora-Commons
• Fedora Client Interface
• oXygen
• FITS
• WinSCP
• Komodo
• Perl script
MODS XML Template
EAD DSC Section Template

16. © University College Dublin
Reviewing the
collection online

17. © University College Dublin
Documents include:
• QR checklist
• MODS Templates
• EAD Templates
Tools include:
• Digital Library Website
• Various web browsers
• Various devices
• OpenSeadragon Image Viewer
• Mirador
• IMAD
• EAD

18. © University College Dublin
Promoting the
collection

19. © University College Dublin
Documents include:
• Publicity Plan
• Master Publicity List
• Publicity Calendar
Tools include:
• Internal & external communication
channels

20. © University College Dublin
Reflective
assessment of
the workflow

21. © University College Dublin
Tools include:
• Google Analytics
• New Relic
• Twitter analytics
• Transaction logs
Documents include:
• Feedback Form
• Evaluation Form
Evaluation
ProceduresPolicies

22. © University College Dublin
Collection
Workflow
Preservation
User Services
Change
Management
PR &
Marketing
Analytics
IT
Infrastructure
&
Development

23. Soft Skills IT Skills
Specialised Skills

24. © University College Dublin
Please feel free to contact us
to share knowledge!!!
web: digital.ucd.ie
email: digital.library@ucd.ie
twitter: @UCDDigital
For further details on our systems, metadata
standards, & technical infrastructure:
http://digital.ucd.ie/about/
Digital Library managers
Dr John B. Howard, Julia Barrett
Digital Library
programmer
Digital collections team
Dani Montes, Audrey Drohan, Órna Roche
Peter Clarke