Digitization Workflow Management System for Massive Digitization Projects Bibliotheca Alexandrina November 19, 2006 The 2 nd International Conference on Universal Digital Library 2006 (ICUDL 2006) Mohamed Yakout Noha Adly Magdy Nagi

Goals Automate, track and manage the digitization workflow. Flexibility in defining digitization workflow Phases. Support dynamic evolution and deviations with a history tracking. Flexibility integration with the LIS and Library Digital Repository. Accept external partially digitized Jobs to start in the proper Phase within the digitization workflow Simultaneous management of multiple projects with a diversity of materials (books, journals, manuscripts, audio, video, slides, … etc)

Related Work Manual workflow management using several software packages (MS Excel, MS SharePoint, MS Project) Simple tracking workflow system with limited capabilities Several integrated digitization activities (digital capturing, image processing, OCRing, …) in one software DOCWorks from CCS. BookRestorer from i2s. OUPS Limitations: Tightly coupled with certain tools and do not allow easily other tools to be integrated. No Resources Management (e.g. Workstations and users) Lack of projects and collections management. Manual files handling between the storage server and clients. Lack of handling workflow exceptions, dynamic evolution and deviations except through manual intervention.

System Data Model

The object being digitized Book for Naguib Mahfouz Photos for an event Map for Alexandria Music sheet for Omar Khayrat

System Data Model All types of materials in the system BookManuscripts MapJournals AudioVideo

System Data Model A task that should be applied within the digitization process ScanningProcessing OCRingEncoding PublishingZipping for archiving

System Data Model The system users with several roles Digital lab operators Shift operators Administrator

System Data Model Represents logical grouping for the Jobs Nasser AlexMed AMEEL

System Data Model The computer used to perform the Phase

System Architecture

System Handlers XML Phases Definition Handler Pre-Phase and Post-Phase Physical section Database section Reflection Call <Folder Name="OTIFF" Create="false" ToDestination="false" NewName="OTIFF" Mode="Restircted"> <File Name="OriginalFiles" Type="tif" Count="+" ToDestination="false" Compare=""/>. <Folder Name="TXT" Create="false" ToDestination="true" NewName="TXT" Mode="Restircted"> <File Name="" Type="frf" Count="1" ToDestination="true" Compare=""/> <File Name="" Type="art" Count="1" ToDestination="true" Compare=""/>.

System Handlers XML Phases Definition Handler Pre-Phase and Post-Phase Physical section Database section Reflection Call <Folder Name="OTIFF" Create="false" ToDestination="false" NewName="OTIFF" Mode="Restircted"> <File Name="OriginalFiles" Type="tif" Count="+" ToDestination="false" Compare=""/>. <Folder Name="TXT" Create="false" ToDestination="true" NewName="TXT" Mode="Restircted"> <File Name="" Type="frf" Count="1" ToDestination="true" Compare=""/> <File Name="" Type="art" Count="1" ToDestination="true" Compare=""/>.

System Handlers XML Phases Definition Handler Pre-Phase and Post-Phase Physical section Database section Reflection Call <Folder Name="OTIFF" Create="false" ToDestination="false" NewName="OTIFF" Mode="Restircted"> <File Name="OriginalFiles" Type="tif" Count="+" ToDestination="false" Compare=""/>. <Folder Name="TXT" Create="false" ToDestination="true" NewName="TXT" Mode="Restircted"> <File Name="" Type="frf" Count="1" ToDestination="true" Compare=""/> <File Name="" Type="art" Count="1" ToDestination="true" Compare=""/>.

System Handlers XML Phases Definition Handler Pre-Phase and Post-Phase Physical section Database section Reflection Call <Folder Name="OTIFF" Create="false" ToDestination="false" NewName="OTIFF" Mode="Restircted"> <File Name="OriginalFiles" Type="tif" Count="+" ToDestination="false" Compare=""/>. <Folder Name="TXT" Create="false" ToDestination="true" NewName="TXT" Mode="Restircted"> <File Name="" Type="frf" Count="1" ToDestination="true" Compare=""/> <File Name="" Type="art" Count="1" ToDestination="true" Compare=""/>.

System Architecture

System Modules Check-In Plug-in based for integration. Creates the Job in the system Assign the Job to any Phase Check-Out Java Reflection Call section of the XML Phases Definition Ingest the Job’s digital objects into the repository

System Architecture

System Modules Phases Manager Request a new Job Download the Jobs folders and files Submit the Job back to the system to continue other Phases Reject a Job and recommend another Phase in addition to specifying reasons. Redirect a Job from the default Phase Sequence Provide information on the files level to help solving problems

System Modules (Contd) Reporting Workflow Tracking Pending Items Late Jobs Operators rates Build Customized Report Archiving On different Medias with different size and on online storage Administration

BA Digitization Workflow

Quality Assurance Supported on two different stages Maintain QA information on the files levels while moving from a Phase to another. A QA Phase is defined in the Digitization Phase Sequence as the last Phase before the Archiving

Achieving Flexibility Using DWMS The defined Phase Sequence for a Job Type is a guide, rather than a prescription. The list of Phases can or can not be in the Phase Sequence. The operator can assign the Job to any of all of these Phases. Jobs can be Forwarded dynamically to another Phase in the Phase Sequence. Changes in the Phase Sequence affects the current and new Jobs in the system, leading to natural process evolution

Job Life Cycle

Future Work Check-out plug-in for Fedora.. Check-in plug-ins will be implemented to support various metadata standards formats MODS, DC, VAR, etc. Enhance the software interface with graphical tools to help design and follow the digitization process.

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