UF Libraries Metadata Unit Task Instructions: SPOHP After QC

1. Download or Save a copy on the one Drive the ingested Excel where the new bibids can be found together with the full metadata and append "Ingested" to the filename
2. Uploaded the ingested Excel to the planner card, using "Add attachment" function as shown. 
3. Move the planner card to the "SPOHP New UFDC and Database" column if it is not there and tag it with labels: "Check new UFDC" and "Update SPOHP Database". 
4. Assign the card to Pam/Xiaoli

Instruction Link: https://guides.uflib.ufl.edu/c.php?g=1432988&p=10815264#s-lg-box-wrapper-40037485

The following instruction is for May - September, 2025. 

Pam

1. Pam checks to see if the ingested Excel has been attached; 
2. If so, remove the previous workers from the card to avoid more auto messages are sent to them; if not, Pam or Xiaoli will ask the previous workers to add the ingested Excel so the new worker can have access to the UFDC BIBIDs; 
3. Assign the planner card to Wessam to check the final loading in the new UFDC

Wessam

Open up the new UFDC record one by one using the bibids from the "Ingested" sheet and check the following: 

1. If the media files can load fine
   1. the file can be played
   2. fast-forward to a later part of the media file, it plays fine too
2. Does the filename of the media file match the SPOHP ID? 
3. Do the metadata all look normal? 
4. Describe any issues to the planner card as "Comments"; if no issues, leave "the new UFDC loads fine" or similar in the "Comments". 
5. Remove label "Check new UFDC"
6. Add label" New UFDC Check Done"

All batches will then stay in the column "SPOHP New UFDC and Database" for further work. 

Instruction Link: https://guides.uflib.ufl.edu/c.php?g=1432988&p=10815264#s-lg-box-wrapper-40037657

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

1. 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? 
2. Gather more facts from SPOHP if needed;  
3. 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
4. Update the selected records, adding facts and changing formats. 
5. Dark archive the unwanted records, adding a note to the Comments, following this pattern: "Duplicate of AA0001234, Xiaoli, 2025/05/20."