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Library Technology Services: New UFDC - New Aggregations

Resources from Library Technology Services, for library employees

Migration Notes

After July 16, 2021, if you edit an aggregation page, email for updates to go to the new system. 

At project start, there wer 944 aggregations (647 active). As of the Nov. 29 migration, there are 461 active. Based on available information for current contexts, expected ideal aggregations for usability is between 160-400. 

Draft Process for New Aggregations in New UFDC

New UFDC has separate patron and production systems. In the past, collections were used to workaround insufficient supports (for web presence and metadata). Now, those workarounds are not needed, and so collections should follow usability and user needs.

New Collections (Draft Process)

New collections should be designed for users, including being of enduring relevance. For project-specific and timely content, the recommended systems are LibGuides, the website, or UFLib Domains. Please contact LTS for assistance.

To ensure optimal usability for UFDC users, new collections should meet this criteria:

  • Follow compassionate communication standards: true, kind, and necessary
    • A collection is true if it accurately represents (and can do so ongoing) a section of materials in UFDC, and is of enduring relevance
    • Kind is in the radical candor sense. A collection is kind when it is designed for the designated user community first and for users overall.
    • A collection is necessary when it benefits users by taking advantage of the search and browse features for the selected subset of materials, instead of relying on external searches, catalogs, and UFDC's general search. Note: there are many collections which are currently necessary because of how the current UFDC functions. This will be handled after migration.
  • Designed for enduring relevance
  • No less than 10 items present for the collection (or at least 1 for an external partner aggregations)

To Create a New Collection

Please contact LTS if an exception or special handling is needed: After review of the criteria to ensure the new collection adheres and after digitization of at least the minimum number of items is in queue or complete (tracked in production within DSS), a Grover should be submitted (which will be routed to Cliff) with the following:

  • Aggregation code:
    • Should be short, simple to type, and alphanumeric (should not include punctuation, e.g., no underscores or dashes)
  • Aggregation name
    • Starts with letters/numbers, no punctuation
    • Should be descriptive, for usability
    • If a partner collection, should start with the partner name or acronym, then a colon, then the collection name
  • 250 word text for the landing page 
    • Written for enduring relevance (not timely or project based)
    • No images
    • Limited number of links and no special formatting
  • Image:
  • Contacts
    • Name and email of Curator, in case contact/questions, and name of Chair
    • Note if this collection should be part of dLOC
    • If part of dLOC, share partner and technical contact information and ensure dLOC site documentation is updated and the contacts are included in the email lists, etc.
  • List of BIBIDs that will be in the collection (for validation/checking to ensure all items are properly included)
  • Note if something special or an exception is needed (LTS routes requests for exceptions to the Dean for confirmation/changes)
  • See the review process below for next steps, which include Chair consultation and approval

Review Process

Review Process and Ongoing

  • The information above will first be routed to the Chair for confirmation (and the Dean, if applicable for special cases).
  • Then, it will have a technical review for completeness, and may be routed to the Web Team for review for usability, from a user-focused perspective. Questions that LTS may need to discuss with the Curator and Chair: Does this aid in findability? Ensuring that this is not a project-only collection, which will be handled with production supports, but is an ongoing collection. Is this collection finite or will it grow, and is it described appropriately? As a collection, does any new information need to be shared with AskA? And so on.
  • If this is not ideal for a collection, other supports (e.g., LibGuides, Website, UFLIB domains, Wikipedia, annual report based on BIBIDs) will be recommended as appropriate to ensure the Curator is supported.
  • If the new collection is created: LTS will add on a regular cycle (expected is quarterly or less frequent, based on data available), with collections queued until those dates
  • Once the new aggregation is created, the collection will be shared at the User Discovery Committee meeting, in case of any questions/needs, to ensure optimal usability and support for users.
  • Ongoing review:
    • LTS will conduct an annual review, to check for content ROT (redundant, obsolete, and trivial), and will collaborate for corrections as needed. As part of this, LTS may recommend other content and structural changes to support users, from a user-first perspective.
    • As with creating new collections, changes will be queued and done with new collections (TBD; may be quarterly).
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