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