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Workflow Overview and DAFv2 Case Study

Learn about digitization workflow, DAFv2 system, case studies, and the agenda for implementing a successful workflow. Explore the definitions, simple systems, features, modules, flexibility, and adaptation. Available in English.

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Workflow Overview and DAFv2 Case Study

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  1. Workflow Overviewand DAFv2 Case Study

  2. Agenda • Workflow, Digitization and Digitization Workflow Definitions • Simple Workflow Systems • Common Features Required in a Digitization Workflow • DAFv2 Overview • Data model • System Architecture • System Modules • Achieving Flexibility Using DWMS • Adaptation of BA workflow to AMEEL

  3. Workflow, Digitization and Digitization Workflow Definitions

  4. What is Digitization? • The conversion of data from analog to digital or binary. • Data could be object, image, document or a signal (usually an analog signal)

  5. What is a Workflow? • “It is a process and/or procedure in which tasks are completed”. (Wiktionary) • “A workflow is a reliably repeatable pattern of activity enabled by a systematic organization of resources, defined roles and mass, energy and information flows, into a work process that can be documented and learned”. (Wikipedia) • Examples?

  6. What is a Workflow?

  7. What is a Digitization Workflow? • It is not found on the internet as a concept yet. • A process and/or procedure in which tasks are completedto convert (data) to digital form for use on a computer. • How to Digitize a book?

  8. Digitization Workflow CHECK IN MODULE Books Arrival Supporting ILS1, ILS2 AMEEL & INDIAN digital books Adding Metadata to DL database Encoding Image on text generating PDF or DJVU Scanning QA-Processing OCR Processing QA-PDF Check Out & Archiving Module Offline Storage DVD Online Storage Petaboxes

  9. Simple Workflow Systems

  10. Simple Tracking Workflow Systems • Manual workflow management using several software packages • MS Excel • MS SharePoint • MS Project • Good for small digitization projects • No installation time (Startup cost) • Minimum extra hardware

  11. Drawbacks of Manual Workflow Management • No Resources Management (e.g. Workstations and Users) • Lack of projects and collections management • Manual file handling between the storage server and clients • Lack of handling workflow exceptions, dynamic evolution and deviations, except through manual intervention • Manual maintenance of the relation with the LIS systems and digital repositories

  12. Common Features Required in a Digitization Workflow

  13. Automation, Tracking and Management of the Digitization Process • Automation • Allows automatic processes without user interactions like; backup, batch image conversions, pdf creation, …etc • Automates file movements and Storage arrangement

  14. Automation, Tracking and Management of the Digitization Process • Tracking • Each Job’s current state, user, workstation and storage location • Each Job’s history, including Operator, Machine, Time and date, and Action (Start, Finish, Reject, Redirect) • User rates (per book or per page / first time or second time)

  15. Automation, Tracking and Management of the Digitization Process • Management • Defines Projects, Job Types, Phases and manage them Simultaneously • Assigns Users to specific Jobs or Projects at specific Phases (operations) • Observes the overall backlogs to be able to re-allocate resources at the different Phases/Projects

  16. Flexibility in Defining Digitization Workflow Phases • Set Flow path sequence • Phases can be added after the system is up and running.

  17. Support of Dynamic Evolution and Deviations with History Tracking • Changes the normal flow of phases • Downloads and Uploads to fix files • Accepts external partially digitized jobs to start at the proper phase within the digitization workflow • Changes the type of flow

  18. Integration with LIS and Library Digital Repository • Integration with LIS (Library Information System) • Extract digitized material Metadata in an Automated way at Job insertion (Check-In) • Support the integration with multiple LIS systems at the same time • Integration with Library Digital Repository • Automatically ingest and update the digitized material into the Repository

  19. Installation, Software and Hardware requirements • Hardware Requirements: • Storage • Scanners • PCs • Database • Software Requirements: • OCR software • Image Processing Software • Installation: • Easy and Guided

  20. DAFv2 Overview

  21. BA Digitization Workflow Management System (DAF) Overview DAF v2.0: • Can be tailored to any environment • Supports both manual and automated operations • Tracks the history of the job's life cycle • Is easy to install and configure • Is flexible in defining digitization workflow phases • Allows for defining different user’s access level • Plug-In based System

  22. Overview: System Data Model

  23. System Modules: Job Life Cycle Job life cycle

  24. System Architecture

  25. Overview: System Architecture

  26. System Modules

  27. Overview: System Architecture

  28. System Modules: Check-In Check-In Plug-in based for integration Creates the Job in the system Assign the Job to any Phase

  29. Overview: System Architecture

  30. System Modules: Phases Manager Request a new Job Download and upload the Jobs folders and files Submit the Job back to the system to continue other Phases Reject a Job and recommend another Phase in addition to specifying reasons Redirect a Job from the default Phase Sequence Provide information on the files level to help solving problems

  31. Overview: System Architecture

  32. System Modules: Administration Roles Job Types General Settings Phases Users Workstations Collections

  33. Overview: System Architecture

  34. System Modules: Reporting Reporting Workflow Tracking Pending Items Late Jobs Operators’ Rates Build Customized Report

  35. Overview: System Architecture

  36. SystemModules: Archiving Archiving On different Medias (CDs, DVDs, Tapes) with different size On online storage Confirm Media Successful reservation

  37. Overview: System Architecture

  38. System Modules: Check-Out Check-Out Java Reflection Call section of the XML Phases Definition Ingest the Job’s digital objects into the repository

  39. Quality Assurance Supported on two different stages Maintain QA information on the files levels while moving from a Phase to another A QA Phase is defined in the Digitization Phase Sequence as the last Phase before the Archiving

  40. AchievingAutomationUsingDWMS Command Line support

  41. AchievingFlexibilityUsingDWMS

  42. Achieving Flexibility Using DWMS The defined Phase Sequence for a Job Type is a guide rather than a prescription The list of Phases may or may not being the Phase Sequence. The operator can assign the Job to any of all of these Phases Jobs can be Forwarded dynamically to another Phase in the Phase Sequence Changes in the Phase Sequence affect the current and new Jobs in the system, leading to natural process evolution

  43. Adaptation of BA workflow to AMEEL

  44. Adaptation of BA workflow to AMEEL Create a Check-In Plug-in to automate the ingestion of AMEEL Books into the System Create a Publishing Reflection Call to: Create Separate text files for each image Rename them according to the original names Move them to the Deliver FTP location on the FTP server

  45. For more details about DAF please refer to http://wiki.bibalex.org/DAFWiki

  46. Thank You

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