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Documenting The American South By Don Chalfant, Ingrid Pohl, and Ying Zhang April 23, 2002

Documenting The American South By Don Chalfant, Ingrid Pohl, and Ying Zhang April 23, 2002.

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Documenting The American South By Don Chalfant, Ingrid Pohl, and Ying Zhang April 23, 2002

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  1. Documenting The American South By Don Chalfant, Ingrid Pohl, and Ying Zhang April 23, 2002

  2. An Introduction to DocSouthSponsored by the Academic Affairs Library at the University of North Carolina at Chapel Hill, DocSouth digitizes and provides digital access to sources on Southern history, literature and culture from colonial period through the first decades of the 20th century. DocSouth now includes 1,140 books and manuscripts which are organized into the next six parts: • First person Narratives of the American South • Library of Southern Literature • North American Slave Narratives • The Southern Homefront, 1861-1865 • The Church in the Southern Black Community • The North Carolina Experience, Beginnings to 1940

  3. Users of DocSouth • Faculty • Librarians • Homeschoolers • Graduate Students • Undergraduates • K-12 students • Retirees • General Public

  4. Who works for DocSouth • Natalia Smith: the Digitization Librarian who heads the Digitization Section within the Collection Development Department. She supervises all the activities in DocSouth, either managerial or technical • Jill: the Digital Project Librarian who assists Natasha • Graduate Assistants: the stuff who scan pictures, encode text, do cataloging and coordinating digitization activities for DocSouth. They are the encoders, digitizers, catalogers and coordinators of DocSouth.

  5. Partners of DocSouth • NCC: the abbreviation for North Carolina Collection. Books and manuscripts to be digitized by DocSouth come from this collection. Graduate assistants need to retrieve items from this collection before they conduct digitization. • Outsourcing Companies: Key in texts (photocopies) into computer and mail the digital format back to DocSouth

  6. Basic Terminologies • Encoding: Digitizing text using XGML schema. It is done by an encoder. • Scanning: Either scanning an imprint image into a graphic file or OCR text to be ready for encoding. The task is done by a digitizer. • Photographic Cataloging: catalog the scanned images • Text Cataloging: done by the Davis Library catalogers • In-house: the digitization process done within DocSouth workshop • Outsourcing: the digitization process outsourced to an outside company • Photocopy: photocopies of the original items to be sent to outsourcing companies. It is done by a digitizer. • Batch Numbers: the number assigned to a stack of photocopies to be outsourced

  7. DocSouth Is encoding complete? Are there images to be cataloged? Is a list created for cataloging? Is encoding is done so I can take over the process? What book do I need to get from NCC? Have I added Pub to the computer file when I published the item. NCC Is the schedule for items to be copied and scanned ready? Are the copies ready for shipping? Do I need to update status reports? I need to provide DocSouth the items to be digitized and make a circulation record Jill Natasha What new titles appear on Book Title List? Go and get a title from NCC to work on! Have I added my name on the list when I finished photocopying? Is there cataloging to do? Go and retrieve the book form NCC. I need to notify Jill when cataloging is done! Coordinator I need to contact DocSouth for photocopies and then send the digital forms back to it. Digitizer I need to put my initial on the computer file on “I” drive I am working on now and add “done”the file name when I finish. Cataloger Encoder Outsourcing Company

  8. Problems Of The System • Progress reported in different tracking systems: booktitle list, computer files and status report • No place of central control to keep track of items’ status

  9. Current Tracking System - Overview • Tracking procedure is inconsistent across all processes. • 4 main steps – photocopying/scanning, encoding, publishing, cataloging photographs • NC Collection –all materials returned each day. • Outsourcing and “In house” processing

  10. Current System - Outsource • Step 1 – Photocopying and Scanning/Image Manipulation • Copies are sent to vendor for basic text entry/encoding. (rough draft) • Images are saved in file on “I” drive for later use. • Tracking system – Printed list taped to table.

  11. Current System (con’t.) • Step 2 - Encoding • Computer files return from outsource vendor. • Files are copied to “I” drive. • Tracking System - Employees add initials to filename.

  12. Current System (con’t.) King.ae Hospital.ae Smith-mk.ae Bartram-done.ae Lawson-pub.ae Asylum.ae Geography-dc.ae

  13. Current System (con’t.) • Step 3 – Publishing • Encoded files are given final check. • Files are published on website. • Tracking system – DocSouth Librarian adds “–pub” to file name.

  14. Current System (con’t.) • Step 4 - Photo cataloging (wildcard) • Can be done at any stage of operation • Text file is copied to employee’s folder on “I” drive. • Tracking system – Verbal. Employee notifies Digital Project Librarian when finished.

  15. Current System (con’t.) • Final Procedure – • Catalogers – Davis library • Status Report

  16. Information does not flow Cataloging List --provide a list of images to be cataloged Digital Project Librarian --supervise encoding --create a list of images To be cataloged Digital texts Outsourcing Companies --key in texts into computer --send back the digital file Book Title List --provide a list of titles to be outsourced - batch number --requests signature of stuff concerned --requests progress report of outsourcing Image information Progress Photographic Cataloger --retrieve item from NCC --catalog scanned images Batches of photocopies Information does not flow Coordinator --update the status report --schedule stuff to be digitized --schedule shipping for outsourcing Titles Progress Librarian at NCC --prepare items to be digitized --supervise item circulation Between DocSouth and NCC Digitizer --retrieve item from NCC --photocopy --scan images -- retrieve books from NCC --submit end product Book or Manuscript updates Filled Circulation Forms Status Report --keep record of the process of each item Items to be published Information does not flow Encoder --retrieve books from NCC --encode text using XGML Progress Digital Librarian --select titles to be digitized --prepare encoding computer files --retrieve items from NCC --publish final product Progress report Titles Text to be cataloged Text Cataloger (Davis) --catalog texts Progress Computer File I Drive --provide a list of titles to be encoded --request progress report Of encoding Information does not flow

  17. Proposed System • Staff know if a book is being used • Comprehensive tracking system of project • All staff members can view the status report • Staff members update their own progress • Eliminates intermediate tracking steps • Reduces the number of tracking items

  18. North Carolinians and the Great War Released and Upcoming Titles Status Report The production chart below provides information on the status of each electronic text in the digitization process. A solid red block indicates that the phase has been completed; a partial red block indicates that the work on this phase has begun. The chart is updated on a continual basis.

  19. Text Photocopier & Image Scanner DAS Status Report DAS Progress Update Form Find next title Submit image status Text Photocopier & Image Scanner Submit text status Book Image Files Photocopies Outsource Company Image File Folder North Carolina Collection

  20. Image Cataloguer DAS Status Report Check if book is in use DAS Progress Update Form Submit status Image Cataloguer Cataloging Database Book North Carolina Collection

  21. Text Encoder Text File Change file name to “DONE” Encode text document Text Encoder DAS Status Report Check if book is in use Submit encoding status and statistics Book DAS Progress Update Form North Carolina Collection

  22. Web Server Digitization Librarian Text File “DONE” File Publish to Web DAS Status Report DAS Digitization Librarian Monitor project status daily DAS Progress Update Form Submit WWW status

  23. Web Server Text File Change file name to “DONE” Encode text document “DONE” File Publish to Web DAS Status Report Text Encoder Check if book is in use Monitor project status daily DAS Digitization Librarian Submit encoding status Update Report Submit WWW status DAS Progress Update Form Check if book is in use Book Find next title Submit status Submit text status Text Photocopier & Image Scanner Image Cataloguer Submit image status Cataloging DB Book Image Files Photocopies Book Outsource Company Image File Folder North Carolina Collection

  24. Conclusions • Extended status report provides better tracking of materials • Solution will require limited resources to create • Implementation can be done through training • Management will need to enforce use of report.

  25. Suggestions • Locate files for encoding on status report. • Fully incorporate cataloging into digitization process.

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