Conceptual Description of Repository Workflow

I. Preliminary Resource Selection

1. Selection information gathering process by faculty, selector, and/or eCenters(s).
2. Evaluate the resource for appropriateness in the Library’s collection if not already approved by a selector.
3. Create or receive a proposal for a new digital resource to be included in the Library’s collection, including any special delivery functional requirements or requests for special media file processing.
4. Prepare a high level assessment of the costs associated with collecting the resource, processing costs, and technical difficulties it may bring.

II. Resource Assessment

1. Obtain a sample of the media and metadata for review, if possible
2. Determine if the resource fits into an existing collection or class of resources, based on type and format of the files included and needs for delivery and management.
3. For a new type of resource, perform a feasibility study to determine the amount of work that mounting it will take, any technical problems that it raises, and who will do it.
4. Decide on new formats or standards, if necessary.
5. Determine the time frame, operating system, system resources, specialized software, licensing requirements, and how much disk will be needed for mounting the resource.
6. Determine the access policies that must be enforced and human resources necessary to use and manage the resource.
7. Inform the selector about ongoing support and preservation requirements and costs.
8. If the resource is determined to be problematic, make a recommendation back to the selector.
9. If the resource is deemed OK, then approve and prioritize.

III.  Final Resource Acquisition and Prioritization

1. Identifying funding source for processing costs
2. Complete purchase or negotiation for resource.
3. Make arrangements for the acquisition of the files and associated data.
4. Add project into prioritized processing queue.

IV. Content Preparation

1. Prepare the infrastructure for the processing of the files, including workspace, cenrepo storage space, and potential higher-level volume and processor management.
2. Prepare delivery versions of files, if appropriate. For example, create delivery resolutions of image files
3. Convert file names to our standards.
4. Create objects that describe the resource as a collection, if appropriate.
5. For resources that encode metadata into the content, such as in the TEI header, ascertain that the minimally required metadata is available.
6. Put all files in the appropriate place Cenrepo file system.
7. Initiate archiving with the creation of archival master files, if appropriate.

V. Metadata Preparation

1. Identify the metadata supplied by the vendor, creator, or selector.
2. Map new metadata structures to descmeta.
3. For resources with metadata contained in the content, prepare the extraction process; for example, with a TEI file, make sure that an existing XSL stylesheet will work or create a new one.
4. For resources with no metadata or for which only partial metadata is available,  identify the appropriate metadata standard and cataloging tool, assign cataloging resources, and create the metadata.Organize the metadata into the form required by the batch creation process and put it in the appropriate place in the Cenrepo file system.
5. Ensure that any policy requirements are reflected appropriately in the metadata for the whole batch.

VI. Delivery Preparation

1. For new classes of resources, create the behavior objects needed.
2. If the new resource needs a new search or browse system, create it.
3. Have the selector review the delivery prototype.

VII. Quality Assurance for resources

1. Check to make sure that standards and practices have been followed for content and metadata.
2. Check to make sure that files are all in their places
3. Determine that policies are appropriately registered in the metadata

VIII. Repository Installation

1. Confirm that server and system resource infrastructure is in place.
2. Create the batch template for the child objects in the resource.
3. Add that batch to the repository .
4. Use the PID list returned from the batch to update the IDs in the parent objects with the PID for the appropriate child objects.
5. Create the batch template for the parent objects.
6. Add that batch to the repository. Note that they may be complex batches where the first parents are child objects to other parents.
7. Use the PID list returned from the batch to update the parent pointer in the child objects, if appropriate.
8. Update the appropriate search and browse index(es).
9. Add any hard links to the web site, as appropriate.

IX.  Quality assurance for delivery

1. Make sure that the disseminators work appropriately.
2. Make sure that the search and browse functions work appropriately.
3. Ensure that policies associated with delivery are enforced.
4. Have the selector review the delivery application.

X. Quality assurance for management

1. Ensure that policies associated with the management of the resource have been enforced.
2. Ensure that the resource has been properly archived, if appropriate.