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Taug february 2013 tadc

Talis
Talis

(1) Nottingham Trent University implemented the Talis Aspire document digitization system called TADC to improve its digitization workflow and access to digitized materials. (2) The previous digitization process had become fragmented and caused delays, so TADC was piloted to provide a single, seamless workflow. (3) Initial results found that TADC allowed for easier requests, validation of materials, and access directly through the university's resource list system.

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Digitisation and TADC at Nottingham Trent 1 07 February 2013
Supporting NTU Strategy with Talis Aspire Dorothy Atherton, Services Manager - Resource Acquisitions and Supply 2 07 February 2013
Agenda Digitisation at NTU Why did we need TADC? Our Pilot Whats so good about TADC? Whats still to come? 3 07 February 2013
Some background on our digitisation service Grew up in an ad-hoc way through word of mouth Used with enthusiasm by a limited number of academics, mostly in Education, Social Sciences, Arts and Humanities A well regarded, bespoke, almost personalised service Requests made to a generic mailbox. We encouraged use of a request grid Lots of contact between digitisation team and individual academics. Good open channels of communication Work ordered and prioritised according to need-by date. This allowed flexibility for processing urgent requests, and spread the workload. We delivered content via the VLE We currently use PackTracker 4 07 February 2013
Some Facts and Figures Digitised Texts at NTU 3000 2500 2000 1500 Number of Digitised Texts on VLE Number of New Requests 1000 500 0 2007/8 2008/9 2009/10 2010/11 2011/12 5 07 February 2013
Digitised Texts by School 2011/12 A&D NBS SBE EDU ACC LLR LAW SS SST ARES 6 07 February 2013
Some background on our digitisation service Grew up in an ad-hoc way through word of mouth Used with enthusiasm by a limited number of academics, mostly in Education, Social Sciences, Arts and Humanities A well regarded, bespoke, almost personalised service Requests made to a generic mailbox. We encouraged use of a request grid Lots of contact between digitisation team and individual academics. Good open channels of communication Work ordered and prioritised according to need-by date. This allowed flexibility for processing urgent requests, and spread the workload. We delivered content via the VLE We currently use PackTracker 7 07 February 2013
A single, seamless, integrated, monitored, workflow for the timely acquisition, review, creation, sourcing and delivery of all resource list materials in the most accessible and appropriate format for our students. Link Acquisitions Digitisation Checking Optimise throughput time Easy access in most appropriate format One Touch process single seamless workflow
But as digitisation became part of RLMS.. Throughput time grew longer targets missed Requests submitted later Lists queuing in acquisitions Throughput No standard request format meant missing times information No need by dates Single point of contact proved to be a frustration Easy access Digitised documents still accessed via VLE in the most Legacy documents not represented on Aspire No robust way of linking from Aspire to VLE appropriate Students had to go outside Aspire to access texts format Academics found Aspire confusing and frustrating Single for digitisation requests seamless Loop backs between teams workflow Digitisation record keeping more fragmented and difficult to maintain lots of keying! 9 07 February 2013
The quality of the digitisation service had diminished with Aspire. How could we improve it again? Mandatory fields for bib data Better quality Need by dates requests Flagging where access was needed to a particular extract Requests to reach Avoid queues Digitisation requests submitted as soon as possible the team more Digitisation requests submitted separately but still quickly within Aspire Discovery of Way of linking to VLE? digitised resources New storage/delivery solution for digitised texts directly from Aspire 10 07 February 2013
Our knights in shining armour! Initial meeting with Chris Clarke Showed good understanding of Emphasis that Talis had been in Asked us the right questions issues related to digitisation discussion with CLA Workshop with five other HEIs Demonstration of a working HEI reps encouraged to try the Collecting feedback and ideas prototype application and express opinions Further visit to NTU from Talis reps Further discussion of our current workflows and processes Invitation to express interest in becoming a development partner Our pilot proposal was accepted 11 07 February 2013
Our Pilot Period of off-line testing (trying to break the product) Feedback and Consultation Selection of two pilot schools and 6 pilot modules Digitisation team make first live requests for legacy documents Liaison Librarians make live requests for new documents Request permissions rolled out to academics in pilot schools Recommendations to SMT Request permissions rolled out to all academics 12 07 February 2013
Communication with Talis Dig team Weekly phone ALT Email Academics Site visits Students Ideas Feedback Testing to Talis Changes and Talis acts developments on reported feedback Weekly bulletin TADC Homepage Weekly phone call 13 07 February 2013
So .. How does TADC work? The Concierge The Packer The Sentry The Vault TADC RLMS 14 07 February 2013
List has to reach dig team (2 days 2 months) Find and fill in missing details bibliographic details Chase academic via ALT for need by date/details? Check catalogue/supplier listings Do we have electronic access Do we stock the item in print? Do we have a later edition? Is there a later edition that we do not stock? Check CLA requirements (Judgement call?) Is it on UK excluded list? Is it on US excluded list? Is it published in a mandating territory? Check extent Already on list? Has it been used on any other list? Enter details on Pack Tracker Enter details of module: Module name, number and school Enter contact details (Use NOW to find course leader) Use NOW to find student numbers Enter full bibliographic details of request Enter statuses and CLA information 15 07 February 2013
Rollover! Concierge checks all documents List of exceptions presented for sanity checking Emails to academics with full info and usage stats Content rolled over according to academics replies 16 07 February 2013
All texts accessed directly through Aspire Academics can flag possible digitisation requests Easy, validated Validation issues raised with access in the academics at time of request most educating our users appropriate Management of authentication format More control of which texts are accessible at what times Transformation of end of year rollover 17 07 February 2013
Academic requesting still within Aspire Much easier request process for academics to manage Workflows within dig team much simpler less keying of data, only Single seamless one set of records to manage workflow Many previously manual tasks automated Another tool to help with copyright compliance Transformation of end of year rollover 18 07 February 2013
How will TADC help? Allows requests to be made independently of the rest of the list No queuing Throughput Better quality request data Times Need by dates! More automation of checking saves time for staff Less time keying in data 19 07 February 2013
Whats still missing? Information entered in TADC to carry through to Aspire More flexibility in manipulation of document in viewer Notes field Linking digitisation status to review screen Ability for two-way communication with academics More detailed suite of reports Concierge to search where an eBook is available 20 07 February 2013
Questions or comments? NTU Resource Lists http://resourcelists.ntu.ac.uk Dorothy Atherton, dorothy.atherton@ntu.ac.uk Libraries and Learning Resources, Nottingham Trent University 21 07 February 2013

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Taug february 2013 tadc

  • 1. Digitisation and TADC at Nottingham Trent 1 07 February 2013
  • 2. Supporting NTU Strategy with Talis Aspire Dorothy Atherton, Services Manager - Resource Acquisitions and Supply 2 07 February 2013
  • 3. Agenda Digitisation at NTU Why did we need TADC? Our Pilot Whats so good about TADC? Whats still to come? 3 07 February 2013
  • 4. Some background on our digitisation service Grew up in an ad-hoc way through word of mouth Used with enthusiasm by a limited number of academics, mostly in Education, Social Sciences, Arts and Humanities A well regarded, bespoke, almost personalised service Requests made to a generic mailbox. We encouraged use of a request grid Lots of contact between digitisation team and individual academics. Good open channels of communication Work ordered and prioritised according to need-by date. This allowed flexibility for processing urgent requests, and spread the workload. We delivered content via the VLE We currently use PackTracker 4 07 February 2013
  • 5. Some Facts and Figures Digitised Texts at NTU 3000 2500 2000 1500 Number of Digitised Texts on VLE Number of New Requests 1000 500 0 2007/8 2008/9 2009/10 2010/11 2011/12 5 07 February 2013
  • 6. Digitised Texts by School 2011/12 A&D NBS SBE EDU ACC LLR LAW SS SST ARES 6 07 February 2013
  • 7. Some background on our digitisation service Grew up in an ad-hoc way through word of mouth Used with enthusiasm by a limited number of academics, mostly in Education, Social Sciences, Arts and Humanities A well regarded, bespoke, almost personalised service Requests made to a generic mailbox. We encouraged use of a request grid Lots of contact between digitisation team and individual academics. Good open channels of communication Work ordered and prioritised according to need-by date. This allowed flexibility for processing urgent requests, and spread the workload. We delivered content via the VLE We currently use PackTracker 7 07 February 2013
  • 8. A single, seamless, integrated, monitored, workflow for the timely acquisition, review, creation, sourcing and delivery of all resource list materials in the most accessible and appropriate format for our students. Link Acquisitions Digitisation Checking Optimise throughput time Easy access in most appropriate format One Touch process single seamless workflow
  • 9. But as digitisation became part of RLMS.. Throughput time grew longer targets missed Requests submitted later Lists queuing in acquisitions Throughput No standard request format meant missing times information No need by dates Single point of contact proved to be a frustration Easy access Digitised documents still accessed via VLE in the most Legacy documents not represented on Aspire No robust way of linking from Aspire to VLE appropriate Students had to go outside Aspire to access texts format Academics found Aspire confusing and frustrating Single for digitisation requests seamless Loop backs between teams workflow Digitisation record keeping more fragmented and difficult to maintain lots of keying! 9 07 February 2013
  • 10. The quality of the digitisation service had diminished with Aspire. How could we improve it again? Mandatory fields for bib data Better quality Need by dates requests Flagging where access was needed to a particular extract Requests to reach Avoid queues Digitisation requests submitted as soon as possible the team more Digitisation requests submitted separately but still quickly within Aspire Discovery of Way of linking to VLE? digitised resources New storage/delivery solution for digitised texts directly from Aspire 10 07 February 2013
  • 11. Our knights in shining armour! Initial meeting with Chris Clarke Showed good understanding of Emphasis that Talis had been in Asked us the right questions issues related to digitisation discussion with CLA Workshop with five other HEIs Demonstration of a working HEI reps encouraged to try the Collecting feedback and ideas prototype application and express opinions Further visit to NTU from Talis reps Further discussion of our current workflows and processes Invitation to express interest in becoming a development partner Our pilot proposal was accepted 11 07 February 2013
  • 12. Our Pilot Period of off-line testing (trying to break the product) Feedback and Consultation Selection of two pilot schools and 6 pilot modules Digitisation team make first live requests for legacy documents Liaison Librarians make live requests for new documents Request permissions rolled out to academics in pilot schools Recommendations to SMT Request permissions rolled out to all academics 12 07 February 2013
  • 13. Communication with Talis Dig team Weekly phone ALT Email Academics Site visits Students Ideas Feedback Testing to Talis Changes and Talis acts developments on reported feedback Weekly bulletin TADC Homepage Weekly phone call 13 07 February 2013
  • 14. So .. How does TADC work? The Concierge The Packer The Sentry The Vault TADC RLMS 14 07 February 2013
  • 15. List has to reach dig team (2 days 2 months) Find and fill in missing details bibliographic details Chase academic via ALT for need by date/details? Check catalogue/supplier listings Do we have electronic access Do we stock the item in print? Do we have a later edition? Is there a later edition that we do not stock? Check CLA requirements (Judgement call?) Is it on UK excluded list? Is it on US excluded list? Is it published in a mandating territory? Check extent Already on list? Has it been used on any other list? Enter details on Pack Tracker Enter details of module: Module name, number and school Enter contact details (Use NOW to find course leader) Use NOW to find student numbers Enter full bibliographic details of request Enter statuses and CLA information 15 07 February 2013
  • 16. Rollover! Concierge checks all documents List of exceptions presented for sanity checking Emails to academics with full info and usage stats Content rolled over according to academics replies 16 07 February 2013
  • 17. All texts accessed directly through Aspire Academics can flag possible digitisation requests Easy, validated Validation issues raised with access in the academics at time of request most educating our users appropriate Management of authentication format More control of which texts are accessible at what times Transformation of end of year rollover 17 07 February 2013
  • 18. Academic requesting still within Aspire Much easier request process for academics to manage Workflows within dig team much simpler less keying of data, only Single seamless one set of records to manage workflow Many previously manual tasks automated Another tool to help with copyright compliance Transformation of end of year rollover 18 07 February 2013
  • 19. How will TADC help? Allows requests to be made independently of the rest of the list No queuing Throughput Better quality request data Times Need by dates! More automation of checking saves time for staff Less time keying in data 19 07 February 2013
  • 20. Whats still missing? Information entered in TADC to carry through to Aspire More flexibility in manipulation of document in viewer Notes field Linking digitisation status to review screen Ability for two-way communication with academics More detailed suite of reports Concierge to search where an eBook is available 20 07 February 2013
  • 21. Questions or comments? NTU Resource Lists http://resourcelists.ntu.ac.uk Dorothy Atherton, dorothy.atherton@ntu.ac.uk Libraries and Learning Resources, Nottingham Trent University 21 07 February 2013