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UF Libraries Metadata Unit Task Instructions: Irregular Projects

This instruction is mainly for internal use and will be updated frequently as the work evolves.

Biomeds

Biomeds batches hold biomedical publications produced by the UF faculty. The UFDC is the second home of these published articles. The original home is the publishers' sites. The Digital Services initiates each batch by providing the drive link to Pam. 

Pam will then do the following: 

  1. Create a Planner card and name it following this pattern: "Biomed" + Year + Month + "Records Total" + ":" + number, for instance, "Biomed 2025 05 Records Total, 14" 
  2. Copy the shared file path to the Planner Description
  3. Locate the files on the shared drive
  4. Create metadata for the batch using the Biomed Template 
  5. In the metadata, add "BMC Publications by UF Faculty" as a subject
  6. Copy the metadata of the new batch from the template to create an InReady sheet that holds only the new batch. Make sure all fields that won't be ingested use "NONE" in the headers. 
  7. Organize file folders for the load: one folder, one article, keep only the article PDF. As the second home for these articles, we don't load other media files like the data excels, diagram files etc. 
  8. In Planner, assign the InReady sheet to Rose for QC. This is the QC list for this type of requests: https://guides.uflib.ufl.edu/metadatainstruction/QClist#s-lg-box-wrapper-40490527
  9. After QC, email Laura and copy Randall, sharing the metadata and folder are both ready.
  10. After the metadata and media files are ingested, Pam will
    • copy newly available BIBIDs to the Biomed Template
    • add Serial Titles manually to UFDC for each record
  11. After all the above is done, Pam closes the planner card. 

The link to this instruction: https://guides.uflib.ufl.edu/metadatainstruction/irreProjects#s-lg-box-wrapper-40490422

Library Press @ UF

This request starts with Tracy or others from the Library Press @ UF. It could also be from someone working for dLOC. Usually, the request will be copied to Greg and a few others to make sure everyone knows about this progress.

Usually, upon receiving this request, Pam will 

  1. Create a planner card, following this pattern: "Library Press" + Year + Month + "Records Total" + ":" + number, for instance, "Library Press 2025 05 Records Total, 2" 
  2. Do a search in UFDC using available info, check if this request is about new additions of an existing series or serial in UFDC,  
    • if the request is about new additions for existing series in UFDC, check with Greg to see if he wants to create the Print OCLC records for new additions; 
      • if Greg creates the Print OCLC records, follow step 3 and onward. 
    • If the request it is about new additions for existing serials in UFDC, check if ER OCLC numbers have been included in UFDC (copy the included OCLC number and search it in OCLC Connextion, if "o" has been populated in the fixed field -- Form, it is an ER OCLC record. )
      • if yes, the ER OCLC records could have been created, we will be adding the metadata of new vids. 
        • check the next vid number can be used in SMART Tool, searching with UFDC BIBID. If SMART Tool shows that vid "00006" has been used, then the VID included in the template should be "00007".
        • use Library Press Vid New Addition template to prepare the metadata of this new addition.
          • Add both BIBID and VID to the template. To know about this practice, read more at FAQ. 
          • Please note, the metadata will only apply to the new content. For instance, TITLE should be the title of the new issue and SERIAL TITLE should be the serial title. Other info about the new content should be provided by the requestor, for instance Subject Keywords. UFDC specific fields like AGGREGATION CODES, HOLDING and SOURCE INSTITUTION, RIGHTS etc. should be copied from existing UFDC records. 
          • SUBJECT KEYWORD entries provided by the requestor may need advice from us. Go though the content to see if the Subjects are good ones for the content, if not, provide some suggestions to the requestor, using FAST terms. Our Subject list could have some good terms to use. Feel free to suggest some from this list. 
      • if no, email Nathan so he can create Print OCLC records or improve the existing Print OCLC records and then derive ER OCLC records (this is not common). When Nathan finishes his work, move to step 5 and onward. 
    • if the request is about brand new publications with no record in UFDC
      • Check with Greg to see who to create Print OCLC records, could be Greg, could be Nathan
        • if it is Greg, move to step 3 and onward
        • if it is Nathan, keep in touch with Nathan, when the ER OCLC records are ready, get the ER OCLC numbers, move to step 5 and onward. Nathan creates both the Print and ER OCLC records for serials. 
  3. Keep in touch with Greg to get the newly created Print OCLC record numbers. 
  4. When the Print OCLC records are ready, derive the ER OCLC records
  5. Export ER OCLC records.dat file and go through the process that uses MarcEdit, OpenRefine and Excel to prepare the InReady sheet. The instruction of this process is here. 
  6. Upon InReady sheet is ready, assign it to Rose in planner for QC. Rose uses the Spreadsheet Batch Checklist to QC. 
  7. After the InReady sheet passes QC, email Laura for ingestion. Please remember to include the link to article/book PDFs in the email to Laura. 
  8. After the ingestion is done, Laura will email the requestor sharing the news that the records are ready.
  9. Pam, if applicable, please collect the newly available BIBIDs to the planner card for future reference. Close the planner card. 

Also please note, a rare case could happen. That is, the requestor asks for new BIBIDs from Laura to expedite other publishing related processes,  usually for one or two titles/items. In this case, our process stays the same. The challenge is on Laura, who will copy and paste the metadata, instead of importing, to the UFDC records. If this happens, she should provide you with BIBIDs before you start the work. As well, in this case, if noticing the request is about new additions of existing UFDC Titles, please alert Laura as she may need to provide new VIDs, not BIBIDs. 

The link to this instruction: https://guides.uflib.ufl.edu/metadatainstruction/irreProjects#s-lg-box-wrapper-40493318

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