DPMT Workflow

About

This page describes the workflow used for DPMT projects from start to completion.

What is DPMT

The Digital Project Management Team (DPMT) is a team of individuals responsible for digitizing and archiving Texas A&M special collections and making them available online. The team is made up of representatives for each operational step of the process.

Workflow Overview

Project Intake & Proposal

  1. Stakeholder submits an IDEA Document to DPMT

  2. Mark adds the project to the Pre-Project Checklist

  3. Stakeholder reviews the collection, selects items, and submits an Inventory

  4. Stakeholder submits an Access Rights Review

  5. Mark schedules an IDEA review meeting

Feasibility Review

  1. DPMT teams review submitted content

  2. Mark creates a Feasibility Review Document

  3. Mark schedules a Project Kickoff meeting

Project Planning

  1. Jeannette determines metadata requirements

  2. Mark determines repository & discovery platform

  3. John determines access restrictions

  4. Phelan determines digitization requirements

  5. Mark adds the project to the Project Snapshot spreadsheet

Metadata & Ingest

  1. Jeannette packages metadata using SAF Creator

  2. Mark ingests content into the pre-production repository

  3. DPMT performs QA review

  4. Mark ingests into the production repository

Access, Discovery, and Preservation

  1. Mark writes digital exhibit / collection page content

  2. Mark submits thumbnail & description to Bonnie

  3. Jeannette creates a catalog record (if applicable)

  4. Bonnie adds the collection to the Digital Collections website

  5. Abi ensures the collection is preserved

Flowchart

        flowchart TD

%% Intake
subgraph Intake["Project Intake"]
    A1[Stakeholder submits IDEA Document]
    A2[Mark adds project to Pre-Project Checklist]
    A3[Stakeholder submits Inventory]
    A4[Stakeholder submits Access Rights Review]
    A5[Mark schedules IDEA review meeting]
end

%% Feasibility
subgraph Feasibility["Feasibility Review"]
    B1[DPMT reviews submitted content]
    B2[Mark creates Feasibility Review Document]
    B3[Mark schedules Kickoff meeting]
end

%% Planning
subgraph Planning["Project Planning"]
    C1[Jeannette determines metadata needs]
    C2[Mark selects repository & discovery platform]
    C3[John determines access restrictions]
    C4[Phelan determines digitization needs]
    C5[Mark updates Project Snapshot spreadsheet]
end

%% Digitization
subgraph Digitization["Digitization & Processing"]
    D1[Jaq processes collection / sends to DiSC]
    D2[Phelan scans and writes to CIFS]
    D3[Kaila processes files on CIFS]
    D4[Mark generates service files]
    D5[Jeannette refines inventory from scans]
end

%% Metadata & Ingest
subgraph Ingest["Metadata & Ingest"]
    E1[Jeannette packages metadata with SAF Creator]
    E2[Mark ingests to pre-production repository]
    E3[DPMT performs QA review]
    E4[Mark ingests to production repository]
end

%% Access & Preservation
subgraph Access["Access, Discovery & Preservation"]
    F1[Mark writes collection or exhibit content]
    F2[Mark submits thumbnail & description to Bonnie]
    F3[Jeannette creates catalog record]
    F4[Bonnie adds collection to Digital Collections site]
    F5[Abi preserves the collection]
end

%% Flow
A1 --> A2 --> A3 --> A4 --> A5
A5 --> B1 --> B2 --> B3
B3 --> C1 --> C2 --> C3 --> C4 --> C5
C5 --> D1 --> D2 --> D3 --> D4 --> D5
D5 --> E1 --> E2 --> E3 --> E4
E4 --> F1 --> F2 --> F3 --> F4 --> F5

Original Description

  • Submits IDEA Document to DPMT (Stakeholder)

  • Project is added to Pre-Project Checklist spreadsheet (Mark)

  • Reviews collection, selects items appropriate for digitization, and submits inventory (Stakeholder)

  • Submits Access Rights Review Document (Stakeholder)

  • Schedules meeting to discuss IDEA document (Mark)

  • Reviews Content Submitted by Stakeholder (DPMT Teams)

  • Creates Feasibility Review Document based on DPMT Feedback (Mark)

  • Schedules Kickoff meeting with stakeholder and DPMT (Mark)

  • Determines Metadata needs (Jeannette)

  • Determines Repository and Discovery Platform (Mark)

  • Determines Access Restrictions (John)

  • Determines Digitization Needs (Phelan)

  • Adds to Project Snapshot spreadsheet (Mark)

  • Processes collection and / or sends to DiSC analog objects with completed Inventory (Jaq)

  • Scans files and writes to cifs (Phelan)

  • Processes files on cifs (Kaila)

  • Generates service files from items on cifs (Mark)

  • Refines from initial inventory using scans on cifs (Jeannette)

  • Metadata is packaged with SAF creator (Jeannette)

  • Ingests into pre-production repository and discovery platform (Mark)

  • Collection is reviewed for QA (DPMT)

  • Ingests into production repository and discovery platform (Mark)

  • Digital exhibit or digital collection page content is written (Mark)

  • Thumbnail and description is created and submitted to Bonnie (Mark)

  • Catalog record is created if applicable (Jeannette)

  • Collection is added to the Digital Collections page on the website (Bonnie)

  • Collection is preserved (Abi)