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Doris Duke UFDC Records Update Workflow: Home


This LibGuide provides a general overview, as well as step by step instructions for updating the Doris Duke Native American Oral History Collection in the UF Digital Collections. [a couple sentences about the UFDC, Doris Duke] [a few sentences about the importance of accurate metadata

This guide will cover: 

  • Quality Control for Audio Recordings and Transcripts
  • Choosing appropriate keywords and subject authorities.
  • Updating existing UFDC record metadata
  • Creating new UFDC records
  • Preparing files for batched uploads to the UFDC



  1. Keywords

    Collection inventories include a set of keywords developed by transcription team, and are also listed on the abstract pages of the transcript. This step is like a keyword QC - determining whether the listed keywords are the best description of article contents, and translating keywords from searchFAST and LC terms to Indigenous Subject terms.

    1. create a new sheet in the inventory excel file titled keywords
      1. Quality Control

        This step is critical because it helps us catch any potential errors prior to upload and metadata changes, while also familiarizing yourself with the content of the interviews prior to the keywords step

        1. review each audio file to make sure that it matches the transcript (scrubbing to three random places in audio)
        2. compare interview info on transcript and filenames with original project logs and index cards - referring any discrepancies to Ginessa
        3. verify all information in inventory (title, spohpid, duration, etc.) are consistent across audio, transcript, and archival metadata
    2. copy all keyword columns from the inventory into a single column in the “keywords” sheet
    3. Use Data > Remove Duplicates to yield final list of unique keywords from the collection
    4. Add the following column headings - “KEYWORD” “TYPE” “AUTHORITY” “PREVIOUS TERM” “PREVIOUS AUTHORITY”
    5. Workflow based on term type
      1. TRIBE/NATION - all names of tribes and nations are local authority
      2. PERSON OF SIGNIFICANCE - all names of important individuals discussed in the interviews are local authority
      3. LOCATION - location names should be verified using searchFast. typically formatted as the “State — County” or “State of interview — Location mentioned”
      4. SUBJECT - subject terms should be cross-referenced with the Indigenous Subject Terms List (link) to find the best match. If there are no suitable matches - default to searchFAST and LCH if applicable. Evaluate whether term accurately reflects the content of the interview. If no suitable term is available on Indigenous Subject Terms list, searchFAST, LCH, subject terms can be assigned as local.
    6. For all replaced terms, list the original term and subject authority on the same row
  2. Updating Metadata

    Once quality control verifies record information and the keywords are updated, all metadata can be updated via the UFDC

    1. Following the UFDC updated guidelines (link), update each of listed metadata fields
  3. Batch Update Preparation and Audit

    File preparation for uploading retranscribed pdfs and redigitized audio files

    1. Verify that filenames for audio files and pdfs reflect the record title
    2. Create file folder titled “UFDC Ready Batch [#]” in “UFDC Ready” folder
    3. Create a separate folder for each record to be uploaded titled with the BibID (e.g. UF0000XXXX_0001)
    4. Copy the pdf and the audio files to their respective folders, replacing spaces in the title with underscores (e.g. MISS_CHOC_002_Jasper_Henry_1973-12-03)
    5. After files have been uploaded, re-check each UFDC record to verify thumbnails have been updated, new files have been uploaded, and individual text files have been deleted. Record status of each UFDC record in Batch Audit spreadsheet (link)

Metadata Resources

University of Florida Home Page

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