WORKFLOW

What is workflow A system to manage and monitor working processes Defining and tracking the flow of work between individuals and/or departments Network of activity to accomplish something The path and systems used in the linked flow of activities

Main aim of a systematic workflow quality consistencyefficiency

Things that workflow is not (but will impact) Staff hiring/shortages Local politics Hardware and software buying and technical support Funder’s paperwork Contractors deadlines not met …

Some points to note Projects can have little to ‘show’ initially Tasks and goals need defining Tasks need working through Work will only ‘flow’ after time and fine- tuning 3yr project can take anything from 6 months 1yr to set up

Some tasks Material preparation Delivery Copyright Quality assurance Cataloguing Data capture User analysis Material selection Preservation Define deliverables Choose metadata schema Define goals

Preparation period: user User requirements underpin everything Tech specs, capture, cataloguing, searching Define users

Some AHDS Visual Arts users Students, Teachers, Researchers, Arts Practitioners, Depositors, Museum Curators, Collection Owners, Picture Researchers, Institutional Collections, Funders, Bosses, System Builders, Regular Users, Specific Searchers, Peers, Supporters, Competitors, Casual Browsers, Interested Amateurs, General Public?, Overseas?, UK only? etc…

Some AHDS Visual Arts users Students, Teachers, Researchers, Arts Practitioners, Depositors, Museum Curators, Collection Owners, Picture Researchers, Institutional Collections, Funders, Bosses, System Builders, Regular Users, Specific Searchers, Peers, Supporters, Competitors, Casual Browsers, Interested Amateurs, General Public?, Overseas?, UK only? etc… Process of prioritisation

Preparation period: Project Goals Define long term goals early Identify specific objectives within time frames Derive subordinate objectives Set realistic individual objectives

Defining Deliverables and Benchmarks Be realistic Quality better than quantity Try and stick to decided benchmarks, but be prepared for slippage Try to avoid

Developing Digital Rights Management Identify items Draw up licence/letter Contact rights holders (if possible) Wait for responses… Contact rights holders again… Keep diligence files, records of outcomes Start digitisation without rights?

Choosing a Metadata Schema What information do your users need Standards in your area Does the standard fit your needs Trial records Adapt the standard Build in controlled vocabs Draw up documentation and guidelines

Content Management System / Database Based on the cataloguing schema Off the shelf or build your own? System analysis, developing the structure Technical expertise required Data entry ‘front end’ Testing phases Technical notes, rational and documentation

Capture period: materials Prepare materials Test equipment Test capture specifications Technical info gathering Trial phases Document all results

Image materials

Archaeological materials

textual materials

Capture period: cataloguing workflow Assess numbers Assess level of research User requirements, be realistic

Establishing Progress Report Systems Have regular meetings i.e. monthy at least Minute these Have fall back plan Assess risk

Establishing QA Methodology QA against benchmarks capture cataloguing

Delivery Search and Navigation

Now refine the workflow preparation capture cataloguing quality assurance storage/ preservation delivery