Stanford Statistics Spreadsheet version 3

SearchWorks (materials discoverable / available in library catalog).

In order to better do this we have created the following additional data points:

This new version also allows us to better document the processing lifecycle of our born-digital collections. New data points have been included to better track specific types of born-digital content like email. Stanford Statistics Spreadsheet version 2įor our brand new version of work tracking we have decided to continue to use a spreadsheet but have migrated our data to Google Drive to better facilitate updates and versioning of our documentation. It was time to again improve how we documented our work. As our born-digital program has grown and matured, we discovered we were missing key data points that documented important processing decisions in our workflows. This was a simple solution that was easy to edit and update, and it worked well for four years until we realized we needed more data for our fiscal year-end reports. Our digital archivist and hourly lab employees were responsible for updating this spreadsheet when they had finished working with a collection. We decided to simplify and replaced the database with a spreadsheet stored with our collection data. Our staff found the database too time consuming and cumbersome to modify. After a single year of using the database we decided that we needed to modify the data structure and the data entry templates significantly. In this initial iteration we were focused on tracking media counts and media failure rates.

Initially we documented our statistics using a library-hosted FileMaker Pro database. This is our third iteration of how we track our born-digital work in six years and is a collaborative effort between Digital Library Systems and Services, our Digital Archivist Peter Chan, and Glynn Edwards, who manages our Born-Digital Program and is the Director of the ePADD project. Stanford University Libraries is in the process of changing how it documents its digital processing activities and records lab statistics.

This post is the third in our Spring 2016 series on processing digital materials.

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