VU e-Archive Application Profile Project Team
February 23, 2007 (rev.3)
Project Summary/Abstract:
The VU e-Archive Application Profile Project Team will develop an application profile, which is a detailed description of data elements, defined for the VU e-Archive. The project outcome will be a document explaining how the Dublin Core metadata scheme is to be applied within the VU e-Archive. The Project Team will take into consideration the various types of content currently or potentially being added to collections within the e-Archive, and determine which metadata fields, content, and taxonomies are appropriate for the various collections for inclusion in either the brief or full display, as well as what standards should be observed for the format of these fields. It will be very important to develop general, scalable guidelines that can apply to potential future collections in the e-Archive. The final document will probably describe both a standard set of elements for all submissions and certain specialized fields and content appropriate for specific types of collections.
Examples of a few metadata-related considerations that have already surfaced include: whether to use Library of Congress subject headings or other taxonomies for key words; standards for using the “format.extent” field to describes the duration of a media file; when to include abstracts or other descriptive information; what fields should display in the simple and full item records; when to establish a series, e.g. for working papers, newsletters, etc.; and the format of multiple authors names. Many other areas for standardization are likely to be identified during the project. The objective is to develop simple, generalizable guidelines, not to create comprehensive, detailed requirements that will be impossible to follow or maintain.
In carrying out this project, the Project Team will identify key stakeholders and consult widely throughout the library. As current VU e-Archive Project Leader, Roberta Winjum will be an important contact. In addition to the Project Team members, others who have already been involved in adding documents and completing metadata in the e-Archive should be consulted. Dale Poulter and Jody Combs have been involved in development/modification of the DSpace software for the VU e-Archive application, and should be involved in any considerations regarding customization of the e-Archive. The project team may want to consult with collection administrators or other stakeholders outside the library, such as Heidi Welch in the History Department. The group should also study the metadata conventions of other successful institutional repositories, and may wish to contact other repository managers. Others in the library involved in projects that include metadata creation may also be sought out for information.
Documentation about the VU e-Archive, at http://www.library.vanderbilt.edu/dspace/ should be consulted to ensure consistency with decisions already in place. In particular, there may be decisions from the faculty Institutional Repository Policy Committee that need to be taken into account. It should be noted that several of these documents are still in draft form.
One further note: Although the DSpace submission process is designed for authors to create their own metadata as part of the submission process, in practice this has not been fruitful for the VU e-Archive. Therefore, considerations and requirements for metadata fields and content can be determined by the Project Team without great concern for whether authors/submitters will be able to create the metadata themselves. It is anticipated that the libraries will continue to have a major role in editing, completing, and standardizing metadata in the VU e-Archive submissions. Thus, the requirements should be simple enough to keep this new responsibility from overwhelming library staff.
Timeline:
- Draft profile to Metadata Committee by July 1, 2007
- Solicit final feedback during July
- Implementation in Aug. 2007
Statement of Need:
VU e-Archive content has grown to over 100 documents from various Vanderbilt departments including History, Comparative Literature, Economics, Biomedical Informatics, the News Service, and others. A number of other departments have expressed interest in participating, and library follow-up will bring additional content. As the e-Archive grows, the metadata that is needed varies slightly from collection to collection, and decisions about metadata are currently being made by the individuals who create it. As these decisions proliferate, they could have lasting impact on the overall consistency and usefulness of the e-Archive, yet they are undocumented. Before the e-Archive gets too much larger, it is desirable to review and document the conventions that are already being determined, as well as develop and recommend standards and guidelines to govern future metadata content.
For further information about application profiles, see the article in Ariadne, issue 25, Sept, 2000, at http://www.ariadne.ac.uk/issue25/app-profiles/.
Project Champion/owner:
The project owner in this case is the Metadata Committee, with possible involvement of the Digital Library Steering Committee and the Collections Committee. The Metadata Committee will coordinate with other committees as needed.
Project leader/coordinator:
Susan Bell will chair the Project Team
Documentation and Reporting:
The project leader will report project activities to the Metadata Committee on a monthly basis for the duration of the project. A draft version of a recommended application profile will be presented to the Metadata Committee, and shared with the Strategy and Planning Council, the Digital Library Steering Committee, and others as appropriate for their feedback. The final report will be disseminated, implemented, and made accessible via the VU e-Archive’s web documentation.
Other Personnel involved/required:
Project Team members will include:
- Nancy Boggess-Korekach
- Jodie Gambill
- Mary Charles Lasater
- Steven Nordstrom
Related Project(s):
There are no related projects at this time, however other digital projects administered by the library could also benefit from the development of their own application profiles.
Budget:
No additional budget is required.
Assessment:
This project is meant to develop an application profile for the VU e-Archive. A thorough and workable profile will be the measure of the project team’s success.
Active participation in project teams is critical to the success of the library’s strategic plan. All project team leaders will be asked to complete an assessment form for project team members at the completion of the project. This will be given to the project team members’ supervisor for use in annual performance evaluation. The form will rate several facets of team member participation in the project.