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.
Doing
QC Ready
NEW
Long Term/Ongoing
UF Degree Projects
SPOHP
Upcoming
Post-ingestion UFDC Manual Updates
Permalink in OCLC and Alma Linking
New and Better Methods (Should this be moved to a different planner?)
Archived
Documentation/Libguide/Training ( Should this be moved to a different planner?)
New tasks are automated to assigned to the Unit's Planner Manager with the pink label: "NEW request ".
Currently, Rose Echeguren (Rose), Bilingual Metadata Specialist, handles the batches from SASC and all bilingual requests. Pamela Handley (Pam), Complex Metadata Associate, 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.), Metadata Specialist, focuses on Thesis and Dissertations and projects required for degree completion. Members QC each other's work based on established checklists.
Upon receiving them, the Unit's Planner Manager
first, categorize the tasks using labels: "UFDC only" (all SPOHP batches), "OCLC + UFDC" and "UFDC Batch Update".
secondly, assign the tasks to individual members based on the nature of the task/project and the individuals' workload at that moment.
SPOHP batches: to Pam. These batches' names usually start with "UFDC Ready" as the name.
Pam will then assign to Rose if needed to share the loads; Pam together with Rose reviews and improves 4 batches before reaching out to the Digital Services for ingestion. Using planner card "Description" to assign the 4 SPOHP batches a monthly name, for instance, "2025 June SPOHP Load". While waiting for the Digital Services finishes the load, more batches can be reviewed and improved to prepare for the next monthly load.
UFDC Serials Batch Updates: to Pam. These batches' names are usually UFDC BIB IDs.
Thesis and Dissertations, projects required for degree completion: to G.W.
SASC ones: to Rose. These batches' name usually use the Digital Services' Trello card name, also the tracking box number.
Many requests will still come through via emails. The Planner Manager makes planner cards manually using either a Project name, the Digital Services' Trello card name, or BIBID to name the card and capture the record counts. 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. Those usually require to develop new templates and need extensive training.
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