The unit members report the following counts biweekly to the shared and live unit Excel but also track on their own to avoid accident data loss.
| OCLC Records Created | OCLC Records Updated | UFDC Records Created | UFDC Records Updated | Alma Records Created | Alma Records Updated | Planner Name | Planner Link | Reported By | Reported On |
The Unit will report the counts whenever needed.
Created vs Updated
If an ER OCLC record is derived, it will be counted only one time in these following categories: "OCLC Records Created", "UFDC Records Updated" and "Alma Records Created". Though it is known that this record could be modified multiple times in OCLC, UFDC and Alma to finish the whole "creation" process.
If an ER OCLC record is not derived but found to be re-used, it will be counted one time in these following categories: "OCLC Reports Updated", "UFDC Records Updated" and "Alma Records Updated".
For clean-up projects, the counts should usually fall into "Updated" categories.
Please always add "Records Total" to the Planner Name if it is missing. It's a quick way to show the scale of the project.
Vids vs Bibs
When adding new records, we usually work at the bib level. So we normally track the number of bibs we worked on. For instance, a serial, though it has multiple volumes, the Metadata Unit only prepares the metadata for the whole title, the same level as the OCLC record, however, if we are adding new vids to an existing serial record in UFDC, we will need to supply new vids to each volume and in this case, we will also be the ones to make sure the YEAR and other info go along with this newly added item at the vid level. In this case, we track the number of vids we worked on in the tracking sheet.
When doing batch updates, always count the vid where we apply the changes.
A rule of thumb: always count at the level where you do the work.
Instruction Link: https://guides.uflib.ufl.edu/metadatainstruction/reports#s-lg-box-wrapper-39948149
The unit uses this Microsoft Form to gather requests. Power Automate auto converts the Microsoft Form entries to be Microsoft Planner task cards (Click Here to know how to create this automation).
Labels informs the nature of the task and the status of the task in the whole process. Labels are used to quickly inform the status of each task. Unit Members need to add or remove labels as the task progresses.
: it marks out the brand new requests. Please remove it when you start working on your task.
: this highlights the requests that need to be done within two weeks or less.
: they are used by the Planner Manager to label the nature of the tasks.
:it marks out long-term projects. Tasks with this labels are also saved in the planner column: Long Term/Ongoing. If one long-term project is the focus of the Unit at certain time, the task card can be moved to "Doing" column at the beginning of the planner.
: they indicate that the task is in progress but with other departments.
: These labels are for OCLC+UFDC batches when they need manual updates in UFDC after records are created.
: It takes time to set up an aggregation. This labels indicate this task is not progressing at this moment as it needs a new aggregation built in the UFDC first. To communicate with the contributors about the needs of the IT, use the libguide provided by the IT.
: Use , assign the task to another unit member, and also leave a comment, to alert the unit member that this task is ready for QC. When the QC is done, the unit member remove and add .
: a task may need feedback from either another unit member or the metadata contributor outside the unit. Depending on who the questions sent, use one of "feedback needed" labels. When the feedback is done, remove "feedback needed" labels and assign .
: it shows the task is not moving forward. It can be used with other labels to form a quick status overview.
For instance, , together, it means, the task is with IT, but somehow no progress, so it is on hold.
: it can be used expediate the request when errors need to be fixed as soon as possible. As well, it can indicates an error occurs in the process.
For instance, if used with , it means, IT is helping with the Error. For minor error correction or general metadata update, use .
: this is a SPOHP only label to indicate all work has been done for the SPOHP batch and when the database is ready, the batch should be added to the database.
: this is for checking UFDC results that include checking the loading results of audio and video files, or the metadata display. Most often, this label is used for SPOHP batches or other batches with audio and video files, for instance, Burning Spear batches.
For the new UFDC check is done, use this label to report the status.
: when the task is done. Assign the task to the Planner Manager and then add this label to indicate that the Planner Manager can close the card.
Doing: it lists most tasks the unit is doing.
QC Ready and Feedback: move the task card to this column if the task requires inputs from another unit member or waits for answers from requestors outside the unit.
NEW: unassigned tasks.
Long Term/Ongoing: lower priority tasks. If some tasks need to be done as soon as possible, move them to the "Doing" column.
UF Degree Projects: the dedicated zone for degree related projects.
Waiting/On Hold: this column holds the tasks that have been waiting for answers for a long time and cannot progress for other reasons.
SPOHP Monthly: a space to list out most recent SPOHP batches and to group them as loads of about a hundred records to send to the Digital.
SPOHP in New UFDC and Database: this column lists SPOHP batches that have been reviewed by the Metadata Unit and then loaded to UFDC by the Digital. A new worker will be assigned to check the loading results in the new UFDC with the label . After that is done, the batch will stay in this column with the two labels
Permalink in OCLC and Alma Linking: it holds all OCLC + UFDC tasks that require adding permalinks in OCLC and then use "Import Profile" to send to Alma. Tasks in this column usually have this label:
Post-ingestion UFDC Manual Updates: this is for some OCLC+ UFDC tasks too where fields can only be updated manually after the records are created. Tasks in this column should have some or all of these labels:
UFDC Serials Updates: hold all requests from the the Serial Cataloging that have not started yet.
Upcoming: a place to draw down notes for upcoming projects.
New and Better Methods (outdated, keep it for future reference)
Archived
Documentation/Libguide/Training ( outdated, keep it for future reference)
Usually the Metadata Librarian acts as the Planner Manager. When the Librarian is away, Rose Echeguren (Rose) assigns tasks as the Planner Manager.
Unit Members all have their expertise areas.
Rose handles the batches from SASC and all bilingual requests.
Pamela Handley (Pam) takes care of batches from SPOHP, Library Press@UF, Graduate Internship Program, Biomeds UF Faculty Publications and UFDC Serials Batch Updates.
G.W. Swicord (G.W.) focuses on Thesis and Dissertations and projects required for degree completion.
Wessam M. Samir Badawy (Wessam) learns about all practices while concentrating on updating OCLC and UFDC records.
Members QC each other's work based on established checklists.
New tasks are automated to assigned to the Unit's Planner Manager with the pink label: "NEW request " . Upon receiving them, the Unit's Planner Manager
first, categorizes the tasks using labels:
"UFDC only"
All SPOHP batches, some requests from SASC,
"OCLC + UFDC"
Some requests from the SASC, all Serials;
These requests will all need permalinks added, use "Import Profile" to send to Alma.
Sometimes, they require manual updates in UFDC.
"UFDC Update"
All update requests from the Serials Cataloging Unit.
All manual update tasks to standardize the format, correct the errors etc.
Secondly, based on the nature of the task/project and the individuals' workload at that moment, assigns the tasks to individual members or add them to the dedicated columns of the planner for further work, .
SPOHP batches (These batches' names usually start with "UFDC Ready" as the name.):
UFDC Serials Batch Updates:
Move to "UFDC Serials Updates". These batches' names usually start with UFDC BIB IDs. We will pause this type of requests May to August, 2025, and discuss workflows in after August, 2025.
Thesis and Dissertations, projects required for degree completion:
Assign them to G.W. These batches can be identified by checking the Trello card.
SASC Requests
Assign them to Rose. These batches' name usually use the Digital Services' Trello card name, also the tracking box number.
Requests can still come through via emails. In those cases, the Planner Manager and Unit Members make planner cards manually.
Planner card names: when naming the planner card title, use either a Project name, the Digital Services' Trello card name/Tracking Box, or BIBID and capture the record counts. In other words, the planner card name should follow this pattern: Project Name/Trello card name/BIBID + "Records Total" + Number.
Description: gather as much information to the planner's Description section.
For new requests that have never been handled, please defer it to the Metadata Librarian. When the Librarian is away, please reach out to the Chair of the Resource Description Services. Those usually require to develop new templates and need extensive training.
Link for this instruction: https://guides.uflib.ufl.edu/metadatainstruction/reports#s-lg-box-wrapper-40338865
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