Search

As part of a larger hidden collections initiative, in 2018, Columbia University Libraries embarked on a seven year project to digitize their unique audiovisual holdings. In order to meet an ambitious target within a limited timeframe, staff across divisions and departments had to collaboratively develop shared workflows and efficiencies to maximize output while ensuring a high level of quality. Due to the unique challenges of working with analog film/video collections, this collaborative effort was truly unprecedented in the history of Columbia Libraries. This project represented an excellent opportunity to test new functionalities of our locally developed digital asset management system Hyacinth and find robust methods to improve digital curation and preservation using tools like Archivematica digital preservation system. The scope of the project required that we develop efficiencies in our cataloging and metadata enhancement workflows including task automation in OpenRefine, sync both published and unpublished metadata between systems including our Voyager ILS and Hyacinth, and plan for an exponential increase in how digital media collections would be used by both patrons and staff. This presentation will examine the development, implementation, and lessons learned of these cross-departmental workflows as they pertain to the complex landscape of large-scale digital media preservation and access within research libraries.

As part of a larger hidden collections initiative, Columbia University Libraries initiated plans in 2018 to digitize their unique audiovisual holdings over seven years. In order to meet an ambitious target within a limited timeframe, staff across divisions and departments had to collaboratively develop shared workflows and efficiencies to maximize output while ensuring a high level of quality. Due to the unique challenges of working with audio and video collections, this collaborative effort was truly unprecedented in the history of Columbia Libraries. This project represented an excellent opportunity to test new functionalities of our locally developed digital asset management system Hyacinth and find robust methods to improve digital curation and preservation using tools like Archivematica digital preservation system. The scope of the project required that we develop efficiencies in our cataloging and metadata enhancement workflows including task automation in OpenRefine, sync metadata between systems including our Voyager ILS and Hyacinth, and plan for new initiatives such as the implementation of a rights management module and integration of crosswalks to ArchivesSpace. One additional outcome of the project’s first year is a deeper analysis of project statistics and workflows using project management methods to inform the future development and planning of the project for years 2-7. This presentation will examine the development of these shared workflows across curatorial, preservation, metadata, and digital technology units, challenges overcome, and lessons learned.

This presentation, delivered at the 2019 meeting of the Digital Library Forum, highlights the work of the Hyacinth User Group at Columbia University Libraries. The group has members from many divisions of the library including Application Development, Cataloging, Digital Collections, Institutional Repository and Digital Conversion. These staff members have come together to administer Hyacinth, Columbia’s metadata and content management application. This presentation focuses on two case studies that show the value such an administrative group can bring to the shared use of software - implementing relatedness statements and managing controlled vocabularies. In the case of relatedness statements, the group navigated the varied expressions of relatedness required by different library divisions avoiding collisions and blocks to future development. Shared management of controlled vocabularies has required the group to produce robust documentation and develop clear user permissions to prevent alteration of terms as well as a remediation process for safely removing erroneous terms from the system and records. In the pursuit of these projects, we have seen the vital need for software developers and metadata practitioners to work together. Each has a unique perspective of the problems at hand. The developers have created a powerful tool to organize and publish metadata to numerous websites and digital collections. The Hyacinth User Group has developed the policies and communication flows to ensure the application’s diverse group of users can wield that tool effectively and efficiently.