Samuel Proctor Oral History Program (SPOHP), UF's official Oral History Program, regularly contributes Oral History recordings and related materials to the University of Florida Digital Collections. Since 2018, the Metadata Unit has worked with oral history professionals to develop an efficient workflow to collect metadata and media files from SPOHP on weekly basis by batches, collaborating with the Libraries' Digital Services.
The planner usually is a good place to start, but it does not hold the information for all SPOHP batches. In that case, please go through the following lists and then identify one or two items from each batch to do a search in the new UFDC. Search with the full Interview Title or just the interviewee's names. If the item shows up in the new UFDC, the whole batch should roughly be categorized as done.
Lists to check:
Old google form request, please note we have stopped using this route to gather requests, but it holds valuable historical data regarding batches.
SPOHP batch preparation sheet: this is the sheet used by the SPOHP folks to prepare the original metadata.
Current Metadata Request Form Backend Excel, this lists the same batch as the planner.
Due to historical workflow flaws and human errors, it's common to see duplicate records in SPOHP, that is, the same interviews have been captured twice or more times in multiple UFDC records.
Metadata of those records could look very different or similar, depending on when the records were created. Please check the SPOHP Metadata Guideline and the information made available in the records as well as the media files attached to each record to decide which record to be kept as the sole presentation of the interview in UFDC. If one record has many more media files attached than others, we usually keep that one. Then darken/dark archive the ones we decide not to keep. If more information about interviews is needed, check with SPOHP folks before making the final decision.
When dark archive the record, in UFDC "Edit Metadata" Mode's "Comments" displaying at the top of the page, please note the reason, your name, and the date for future reference, for instance, "Duplicate of AA0001234, Xiaoli, 2025/05/20." If media files need to be moved from one record to another to make sure the selected records have all the media files, usually recordings or transcripts, send an email to the Digital, usually Laura. Laura's team will download and re-load the files to make sure the archival copies of media files can be created and then remotely saved properly.
In summary, to dedupe SPOHP records, we
Compare records:
Metadata: check on the fact, see which one is more in line with the Metadata Guideline, and has rich metadata;
Media files: do we need to move media files from one to the other?
Gather more facts from SPOHP if needed;
Decide which record to keep.
please note, we usually prefer keeping the records with more media files to reduce the workload that would be on for the Digital.
Update the selected records, adding facts and changing formats.
Dark archive the unwanted records, adding a note to the Comments on top of the Edit Metadata Mode, following this pattern: "Duplicate of AA0001234, Xiaoli, 2025/05/20."
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