Wellcome Library

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Institutional context
Institution type (eg. Library, Archive)
Library and archive
Storage and access
Where are collection masters stored (media, number of copies, backup, preservation system)?
Very soon, all digital content (incl. born digital) will be stored in a repository called Safety Deposit Box (SDB), which will manage long-term preservation and storage on RAID5 servers. All content is also copied to a WORM back-up held off site. If a file is accidently deleted or curropted on the main server, it will be automatically replaced by a copy of the WORM'ed version. Storage is provided by Pillar Storage Systems.
Where is access to the collection provided from?
Current, there is no permanent access solution. During 2012, a digital delivery system, which will include an image server to create on-the-fly dissimination formats from JP2 will be implemented. At the present time, images are uploaded to our picture library (Wellcome Imagess) or made available as PDFs directly from catalogue records (multipage items).
What technical protocol is used to access files? Local file systems? Windows shares? (SMB/CIFS)
SDB has an API that allows third party systems to access the content through the firewall.
Describe your existing content workflow (in words, or with a diagram http://vue.tufts.edu).
Different workflows for different types of content. Diagrams showing two workflows (internal digitisation and born digital ingest) are attached below, but these are not necessarily reflecting the workflow we will have when we implement all our systems. New diagrams will be uploaded when they are updated.

WTS and MNS are now one and the same system (WTS, or workflow tracking system). The DAM in the diagrams is SDB.

In-house digitisation workflow
Born digital ingest workflow
What tools are part of the existing workflow?
Various capture software, Adobe Lightroom, Photoshop, LuraWave Command Line Tool, workflow system (tbd), SDB
What technologies underly the existing workflow?
Commercial software for Mac (imaging), or PC (everything else). Windows servers (virtual where possible). Microsoft SQL server (SDB). MySQL (workflow). Linux servers (workflow).
What challenges are present in the existing workflow? (technology, organisational, staffing)
We do no programming in-house, and Windows environment only is supported in-house, so all development work is outsourced, including managing/maintaining non-Windows servers or databases. This reduces risk to the organisation, because the suppliers bear some of the risk - but it means we are less nimble and resposive to new requirements.
Does the workflow include manual steps?
Yes. Preparing items for digitisation can be time-consuming for fragile materials. QA is partly manual.
Where in this content workflow would the prototype solution be deployed? For JPEG 2000 validation and error tracing, this would occur after capture, but before OCR or ingest to SDB.
What is the process for changing or enhancing the workflow? What obstacles to change are present?
The workflow is in the process of change, as we are about to start implementing a workflow system. This will impact on several areas of the workflow. Regarding the bulk of the workflow, this is continually monitored, reviewed and refined. Where change becomes complicated is when systems development is required, and we have to work with external suppliers - simply because of the costs that may be incurred, and the more complicated level of approvals and communication required.
Who executes the existing workflow?
Many people. Different people have different responsibilities depending on their role within the workflow.
Who adminsters the existing workflow?
Fewer people, but different people are responsible for administering different portions of the workflow.
What system rights do the workflow executors have? Can they install software? Can they use the web?
Everyone can use the web. Only the IT department or external suppliers where maintenance is outsourced can install or upgrade software. Admin rights to the Library systems rest largely within the Library Systems Administration team.
Who is the collection owner or curator? (section/department/team)
All special collections fall within the Research and Scholarship Department, archives and western manuscripts with the Archives and Manuscripts team, and Arabic manuscripts with the Asian Collections Librarian. Post 1850 books are managed within the collection development team in Operations and Collections Development department.
Is there a workflow champion, who is it?
The closest thing to a central workflow champion would be the Wellcome Digital Library Programme Manager - but there are in practice several champions depending on activity in the workflow.

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