Project Management and Workflow

Workflow for Overall Program

  1. Director and Manager hired
  2. Steering Committee formed
  3. Advisory Board formed
  4. Initial staff hired (Website Designer, Systems Administrator, Content Specialist, Photographers)
  5. Equipment purchased
  6. Website specifications drafted
  7. Operating manual drafted
  8. Website specifications reviewed and revised
  9. Operating manual reviewed and revised
  10. Website design begun
  11. Selection of primary items from two original collections begun
  12. Project (short-term) staff hired (Metadata Collectors, Photographer’s Assistants, Preparation Technicians, Encoding Technician)
  13. Metadata collection and digitization begun
  14. Supplementary item selection begins
  15. Primary item selection ends
  16. Individual projects reviewed at 25% completion
  17. Operating manual and/or workflow revised
  18. Website design completed
  19. Completed items mounted on test site
  20. Test site reviewed
  21. Test site revised
  22. Site published with at least 100 blueprints
  23. Site publicized
  24. Users begin contributing
  25. Website reviewed
  26. Website “finalized.” Website designer ends employment.
  27. Individual projects reviewed at 75% completion
  28. Operating manual and/or workflow revised
  29. Selection for supplementary items ends
  30. Site declared open for institutional contributions (Response likely to be minimal)
  31. Individual projects finish digitization. Preparations Technicians and Photographer’s Assistants end employment or transfer to other project.
  32. Individual projects finish processing. Metadata Collectors and Encoding Technicians end employment or transfer to other project.
  33. Each project makes final report. Photographers end employment.
  34. Individual projects end
  35. Program publishes final report on initial projects
  36. Operating manual and/or workflow revised
  37. Program invites applications for new projects, while keeping track of former staff for re-employment.

Workflow for each Blueprint/Plan

  1. Selected for inclusion
  2. Prepared for digitization
  3. Collect metadata on original object
  4. Digitized (using digital camera) and spot checked
  5. Collect metadata on digital object
  6. Image checked for completion and quality
  7. Image adjusted and rechecked as necessary
  8. Text encoded as necessary
  9. Text checked for completeness (including completeness of encoding)
  10. Text checked for accuracy (including accuracy of encoding)
  11. Metadata checked
  12. Image converted
  13. Metadata adapted
  14. Mounted on site
  15. User contributions (tagging, corrections, additional information)

Workflow for Supplementary Images

  1. Selected for inclusion
  2. Prepared for digitization
  3. Collect metadata on original object
  4. Digitized (ad hoc, using whatever is most convenient/efficient) and spot checked
  5. Collect metadata on digital object
  6. Image checked for completion and quality
  7. Image adjusted and rechecked as necessary
  8. Metadata checked
  9. Image converted
  10. Metadata adapted
  11. Mounted on site
  12. User contributions (tagging, corrections, additional information)

Staffing

Senior Staff

Director
Responsible for Selecting board, hiring staff, publicizing project and website, final report
Assists with Equipment purchasing, drafting website specifications, drafting operation manual, individual project reviews, revisions of operating manual, reviewing test site, blueprint/plan selection
Required Skills/Experience Project management, leadership, content familiarity
Preferred Skills/Experience Institutional familiarity, content expertise, archival experience, experience with digital resources

Manager
Responsible for Selecting board, drafting operating manual, hiring staff, individual project reviews, revisions of operating manual, publicizing project and website, final report, coordinating work, managing resources
Assists with Equipment purchasing, drafting website specifications, reviewing test site, blueprint/plan selection
Required Skills/Experience Project management, leadership, content familiarity
Preferred Skills/Experience Institutional familiarity, content expertise, archival experience, experience with digital resources

Systems Administrator
Responsible for Equipment Purchase, mounting items on website, reviewing test site, maintaining website, managing user contributions, managing long-term storage
Assists with Drafting website specifications, drafting operation manual, website design, revising test site, final report
Required Skills/Experience Website management, IT expertise
Preferred Skills/Experience Web 2.0 experience, archival experience

Content Specialist(s)
Responsible for Selection of blueprints/plans, reviewing user contributions
Assists with Drafting website specifications, drafting operation manual, revisions of operating manual, reviewing test site, publicizing project and website, final report
Required Skills/Experience Content expertise
Preferred Skills/Experience Archival experience, experience with digital resources

General Staff

Website Designer
Responsible for Drafting website specifications, website design, revising test site
Assists with Equipment purchasing, mounting items on website
Required Skills/Experience Website design, web 2.0 experience
Preferred Skills/Experience Experience working with cultural heritage projects

Digital Metadata Collector(s)
Responsible for Collecting metadata of digital object, checking original metadata
Assists with Checking text, revisions of operating manual, image checking
Required Skills/Experience Experience with metadata schema
Note: May be internship

Encoding Technician(s)
Responsible for Encoding text, checking text
Assists with Revisions of operating manual, image checking, checking metadata
Required Skills/Experience Experience with encoding schema
Note: May be internship

Individual Project Staff

Photographer
Responsible for Digitizing blueprints/plans, image checking, adjusting and rechecking images, individual project final report
Assists with Equipment purchasing, short-term staff hiring, individual project reviews, revisions of operating manual, blueprint/plan selection, digitizing supplemental images
Required Skills/Experience Extensive photography experience
Preferred Skills/Experience Digitization experience, content familiarity

Photographer's Assistant
Responsible for Image checking, adjusting and rechecking images, selecting supplemental images, digitizing supplemental images
Assists with Checking text, individual project reviews, revisions of operating manual, individual project final report, preparing items for digitization, collecting metadata of original objects, digitizing blueprints/plans, checking metadata
Required Skills/Experience Photography experience
Note: May be internship

Original Metadata Collector(s)
Responsible for Collecting metadata of original objects, checking digital metadata, selecting supplemental images
Assists with Checking text, individual project reviews, revisions of operating manual, individual project final report, image checking
Required Skills/Experience Experience with metadata schema
Note: May be internship

Preparation Technician(s)
Responsible for Preparing items for digitization, selecting supplemental images
Assists with Checking text, individual project reviews, revisions of operating manual, individual project final report, collecting metadata of original objects, digitization, image checking, checking metadata
Required Skills/Experience Conservation experience, digitization experience
Note: May be internship

Advisory Board

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