Progress report of UCO Chambers Library's Digital Initiatives Working Group from 2016-2020 with a focus on work done during 2020.NoMax Chambers Librar

Beezley, Shay

Digital Initiatives Working Group (Chambers Library)

English

SHAREOK repository

Digital Initiatives Working Group Progress ReportMarch 23, 2021Presented by Shay BeezleyWhy does the Library need a digital initiatives plan?Improved Information SharingWider AccessEnhanced Intellectual Control Improved PreservationImproved AccessSupport for Open Access ContentCurrent Digital CollectionsCurrent Digital CollectionsNicole WillardDIWG MemberBeth JonesDIWG DirectorSHAREOK Partners Board RepShaye CabanDIWG MemberKirsten DavisDIWG MemberAnona EarlsDIWG MemberDIWG SecretaryShay BeezleyDIWG ChairSHAREOK Partners Board RepCurrent MembersDIWG MembershipSystems Metadata & Cataloging Archives & Special Collections1. Department director: Provides technical expertise and leadership, and may represent the Library on outside committees relating to the DIWG’s responsibilities2. Website administrator: Creates and maintains web pages relating to library’s digital collections3. Primo administrator: Provides input and expertise on display of digital collections in Central Search4. Alma administrator: Provides input and expertise on digital collections’ inclusion in Alma1. Department manager: Coordinates digital projects, provides metadata expertise and leadership, ensures metadata compliance with systems used to house digital collections, and may -represent the Library on outside committees relating to the DIWG’s responsibilities2. Metadata librarian: Provides metadata expertise, and completes or oversees completion of metadata by student workers1. University Archivist: Provides archival expertise and leadership, ensures compliance with archival standards and university and State retention policies, and may represent the Library on outside committees relating to the DIWG’s responsibilities2. Archives staff: Provides expertise on day-to-day workflows with digital objects as neededDIWG creates and implements projects and workflows relating to digitizing objects and providing long-term access to both digitized objects and born-digital objects. To facilitate these tasks, the group is comprised of library staff with one or more of the roles or responsibilities described in the following chart: DIWG MembershipDIWG MembershipFor projects with broader implications, feedback will be solicited from a wider representation of library staff, faculty, and/or other campus entities and collaboratorsParticipate in policy developmentAttend monthly DIWG meetings Review and select submissions using established rubricsParticipate in digitization projectsProvide expertise-based input to the groupMember ResponsibilitiesUpdates on DIWG activitiesDevelopment of DIWG scopeDevelopment of policy suiteDevelopment of SHAREOK collection policyCreation of new digital collectionsPlanning for the futureDevelopment of DIWG ScopeContent RepositoriesCurating and preserving digital objectsProviding access to digital objectsDetermining scope of objects preservedNew & ongoing digitization projectsDeveloping, approving, and assessing the Library’s digital collections’ policies including but not limited to:DIWG ScopeAccepting, processing, and approving digitization requests made by other library staff or campus entitiesOverseeing metadata profiles used for digital collections across all repository and software suitesOverseeing access and preservation of the Library’s digital collectionsPrioritizing and coordinating digital projects with other library staff or campus entities upon requestAssisting with access and preservation of Archives & Special Collections’ (A&SC) digital collectionsMaintaining the Library Digital Initiatives section of the library websiteMaintaining the Library Digital Initiatives policy suiteDIWG Scope (Continued)DIWG Scope (Continued)Digitization for interlibrary loan or course reserves purposesSubmission, acquisition, processing, and management of Archives & Special Collections’ digital collectionsNot in DIWG ScopeCommercial electronic resources, databases, products and/or selection of internet resources As outlined in the Library’s CollectionDevelopment Policy located athttps://library.uco.edu/policies/CollDevPolicy.pdfDIWG and A&SC work together to provide access tothe Library and the Archives’ digital collections;however, these collections are processed andmanaged by either unit based on the kinds ofmaterials that the collection represents.Development of Policy SuitePolicy SuiteDiagramThe DIWG Policy Suite consists of multiple policies that are interconnected and may be informed by outside policiesCompleted Drafts• Digital Collections Development Policy• Selection Rubric• SHAREOK Collection PolicyDigital Collections Development PolicyPreservation of rare or unique materialsDigitized or born-digital resources that support transformative learningSpecial collections or publications relating to the history of the university and regional interestsScholarly output by the Central communityDigital Collections Scope• Defines the scope of the Library’s digital collections• Defines the frameworks used for selection, evaluation, and collection intake• Defines various sub-policies, such as copyright and take-down• Defines content repositories currently utilized for the Library’s digital collectionsSelection Framework & RubricDIWG collaborates to identify, approve, andselect resources to be added to the digitalcollections. Working group membersprovide initial assessment of resourcesbased on the following criteria:1. Relevance to Digital Collections Scope2. Added Research Value3. Historical Value4. Uniqueness5. DemandIf initial assessment is successful, the following criteria then are applied to determine priority for both a time frame for digitizing collections and including digital collections in one of our repositories:1. Condition2. Completeness3. Legal Implications (Copyright, etc.)4. Existing Physical Access5. Existing Digital Access6. Cataloged in Library Service Platform7. File Type (born-digital only)8. Digitized Condition (born-digital only)Collection Intake and EvaluationSubmissions through the Collection Intake FormDIWG reviews submission and evaluates with selection frameworkCopyright & Take-Down PoliciesCopyrightNo resources may be added to any of the Library’s digital repositories without providing documentation of one of the following:1. Written permission from the creator(s) (preferred);2. Written confirmation that resource is in public domain or uses an appropriate Creative Commons license; or 3. Detailed evidence of due diligence made in good faith to identify copyright owner without success.Take Down PolicyChambers Library endeavors to ensure all digital resources ingested and madeaccessible have the appropriate copyright permissions. Individuals ororganizations who feel that their copyright may be infringed can contactdiwg@uco.edu for resolution.Content RepositoriesRepository Description Purpose ContentArcaSearch A commercial platform used to search important university publications. Access is available to anyone. Access Archival CollectionShareDrive Files may be stored on UCO-Lib with access limited to university employees.Preservation Restricted CollectionsLibrary Website Specific collections from Archives & Special Collections are available to the general public, but access may be limited or restricted for some resources.Access Open Access or RestrictedSHAREOK An open-access joint institutional repository between Oklahoma academic libraries. Access is available to anyone.Preservation/AccessOpen Access CollectionsKaltura (Streaming)A task force for determining a replacement is underway. Access may be limited to members of the Central community for some resources.Access Open Access or RestrictedDevelopment of SHAREOK Collection Policy SHAREOK: Scope• Materials are submitted by UCO-affiliated creators and are of a scholarly, creative, and/or research-related nature. • All UCO-affiliated creators’ works produced before, during, and after their time at UCO will be accepted, with a preference given to works unavailable in other repositories. Faculty, staff, retired faculty or staff, emeritus faculty, graduate students, undergraduate students, academic departments, campus organizations, campus shared governance bodies, etc. UCO-affiliated creators are… All submissions to SHAREOK must be accompanied by a signed copy (/copies if multiple creators) of the Author/Copyright Owner Agreement for Inclusion of Materials in UCO Chambers Library’s Online Repositories. This document can be found at https://libguides.uco.edu/diwg/licenseSHAREOK: License AgreementThis document has been approved by UCO’s General Counsel.SHAREOK: Collection ContentContent Examples Contributors File TypesIntellectual output that is educational or research-oriented in naturePre- and post-publication papers, technical reports, white papers, theses and dissertations, books and book chapters, lectures and presentations, conference or research fair posters, open educational resources (OER), and datasetsUCO faculty (current or retired), staff, graduate and undergraduate students .pdf, .doc; .docx; .ppt; .pptx, .jpeg and .png (recommended for images), .zip files (recommended for video, audio, or research data)Archival valuecontent produced or sponsored by administrative offices, academic units, and student groupsDigital departmental newsletters, administrative reports, compilations of University data, meeting agendas and minutes, and University publicationsArchives & Special CollectionsResearch and/or teaching valueDatasets, electronic books and multimedia, presentations given at UCO events, and digitized research materialsUCO faculty (current or retired), staff, graduate and undergraduate studentsSHAREOK Submission ProcessSubmitter fills out collection intake formCompleted copy is sent to diwg@uco.eduDIWG reviews request and contacts submitter with decisionDIWG works with submitter to gather metadata and content for new collectionEstablishing a New CollectionSubmitting to an Existing CollectionDIWG creates ongoing submission form for the collectionSubmitter fills out form when new content is availableDIWG reviews/enhances metadata and contentDIWG adds content to SHAREOKCreation of New Digital CollectionsNew Collections in SHAREOKDesign Annual ArchiveUCO Graduate ThesesUCO Faculty & Staff WorksOklahoma Fashion Museum CollectionWorks by UCO affiliatesCampus collectionCampus publicationNew Collections in SHAREOKRecent Updates Added branded banners on all pages within the UCO community (graphics courtesy of Olivia!) Re-organized the sub-communities and collections to improve the user experience Increased number of total items from 480 to 1103 All existing links for UCO theses have been replaced with SHAREOK links in both Alma and WorldCat Added SHAREOK to Resource RecommenderPlanning for the FutureDigital Preservation PolicyStreaming Service Collection PolicyDigitization PolicyThis policy will define the technicalspecifications for digitization ofresources performed under thepurview of the Digital InitiativesWorking Group.This policy will define the priorities ofpreserving UCO Chambers Library’sdigital collections and the methods bywhich the Library will ensure long-term access to these resources for theCentral community and beyond.This policy will define the technicalspecifications, processes, and filetypes for including digitalitems/collection in Kaltura or otherstreaming platforms.Policies in DevelopmentWe have discussed including undergraduateresearch with OHIP and DIWG will present with Dr.Springer at the Deans Council to encourage facultyparticipation with working with their studentresearchers to upload content.Collections in DevelopmentFaculty & Staff PublicationsUndergraduate ResearchThis collection consists of papers, presentations,posters, etc. created by UCO faculty and staff.Library staff have submitted content. We areexpanding awareness of this collection throughpromotion to Faculty and Staff Senates andreaching out directly to faculty.Questions?

Digital Initiatives Working Group Progress Report : March 23, 2021.

https://shareok.org/bitstream/11244/329085/1/diwg%20progress%20report.pdf

Digital Initiatives Working Group Progress Report : March 23, 2021.

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