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CRS Workflow

Page history last edited by PBworks 17 years, 6 months ago

CRS Workflow

Starr Hoffman

6.29.06 (updated 9.11.06)

also see:

Existing Workflow

CRS reports identified ( ~~Valerie~~ , Starr)
paper reports are scanned and saved to P:\ (DPU)
digital reports captured & renamed ( ~~Valerie~~ , Starr, Katie)
- filename format: report#_yearmonthday
- month = text, 3-letter abbreviation
- 2-digit day
- example: RS21394_2006Jun06.pdf
metadata created in spreadsheet (Katie)
- template.xls
- metadata that is assigned: report number, title, author(s), date, folder, file name, division, and subject
- including subject headings ( ~~Valerie~~ , Starr)
  - use the Legislative Indexing Vocabulary, developed by CRS
- move records that have subject headings to new file ( ~~Valerie~~ , Starr)
  - filename format: yearmonthday.xls; 20060630.xls
completed records moved into crs_data.xls (Starr)
- previous yearmonthday.xls spreadsheets deleted
DPU notified (email Kurt) of doc ready for upload (Starr)
- ~~is this done on a regular basis (for instance, weekly?)~~ once every 1 - 2 weeks
report(s) and metadata uploaded (DPU)
metadata checked and reconciled using metadata tool (Starr)

Proposed Workflow

reports identified ( ~~Valerie~~ , Starr)
reports captured & renamed (Starr, Katie)
report(s) uploaded by us (Starr, Katie)
metadata created directly in tool (Starr, Katie)
- use naming authority file for greater record integrity
- metadata that is assigned: report number, title, author(s), date, folder, file name, division, and subject
- including subject headings (Starr)
  - use the Legislative Indexing Vocabulary, developed by CRS
metadata reconciliation (Starr)
- should need this on a less frequent basis

Advantages to Taking Ownership of the Upload Process

more control over the process
more frequent
quicker
less work for DPU

Disadvantages

creating metadata within tool by two different people may leave some records accidentally unfinished
- how can we streamline the process when two different people must be in charge of creating different aspects of the metadata? (Katie, Starr)

Questions

6.30.06 update: some of these questions have been answered; will be inserting answers soon

Ask Mark:

(check list--in wiki)

how to use metadata tool for entry

what is involved in the upload process

would it be difficult for me to learn this

in metadata entry template, can subject headings be pre-filled with options including all SH's previously entered? would this create a ferociously large dropdown box?

should the date be able to be "grabbed" from the document title? or is this a bad idea, because it could lead to date errors?

Ask Mark & Valerie:

what kind of dates are we providing? possibles: creation date, (date edited by CRS?), date of capture, (date uploaded?), date of last modification to the metadata (automatically generated?) descriptive and administrative metadata

possibility for an "alternate title" field for inconsistencies (between versions of the same report) and/or typos (preserved from the original document)