CRS & Other Training

with Valerie Glenn

6.19.06

To Do:

• I need to start looking at reports that need subjects this week (begin adding subjects as soon as I feel comfortable)
• check metadata for duplicate records and eliminate these
• need to document the metadata entry (provide a style guide, standardize entry)
• before Sept. 1, check that all reports we have are in the database (uploaded; check with Kurt & Mark)
• Sept. 1, we will review and consider changes to the CRS workflow
• move to template from spreadsheet (way of entering data for upload)
• HTML CRS's need to be checked (eventually) to be sure all graphics/links are working and captured

To ask/discuss with Mark:

• different way to present captured CC data; talk to him about his UNT harvest and how it works/looks
• contact Mark for CRS stats at the first of each month (these are the only stats kept at DPU; the rest are kept by Garret)
• ask about Valerie's experience with only being able to view first 500 CRS records; has this bug already been fixed in the metadata analysis tool?
• ask if we track (or can track) referral stats from the Gammel's site to the Portal
• is there a way to use the metadata tool to confirm that all reports we have captured are in the database?
• we will be changing how we upload CRS reports; when will we change this process? (and how will it change?)

CRS-speak:

• IB = info brief
• RL = long report
• RS = short report

CRS workflow documents are in the dpu (digital projects unit) wiki

CRS General

• keyword/full-text search
• subjects are for browsing (in addition to searching)
• specific topics often easier to find in search (not browse)

CRS Workflow

• currently, 2-person operation
• Katy is:
  • downloading reports
  • uploading template spreadsheet
• we will continue this workflow until Sept. 1, when we will review and consider changes (possibly me doing both of these tasks, etc.)
• 370+ reports are waiting for subjects to be assigned
• I need to start looking at reports that need subjects this week (begin adding subjects as soon as I feel comfortable)
• typically, Valerie has uploaded one batch a week
  • email Kurt and cc Mark, telling them a new batch is ready
  • give them the filename for that batch

Pennyhill Press

• they provide CRS reports, which they watermark, for a fee
• we have in the past had these reports forwarded to us (their origins unbeknownst to us)
• we sometimes get emails from them letting us know when we have mistakenly uploaded one of their watermarked reports
• so now Katy checks each report we receive for that watermark

Need to Document Metadata Entry

(provide a style guide, standardize entry)

• "&" vs "and"
• not all have a specific publication date
• some are marked only "May 2006" -- we enter "May 1, 2006" for these
• leave division titles as they appear on the title page of the report (don't change when those division names change)
• currently, no way to browse by division or to link division names

CRS (all digiGovDocs?) are accessible through:

• Portal to Texas History (Keystone?)
• Digital Library
• GovDocs site

*because there are three areas with this data, there is sometimes a lag between the metadata edits/additions on the Portal and that on the Digital Library and GovDocs sites

Assigning Subjects to CRS

• IBs, RLs, and RSs are updated frequently
• for these, check previous entry and copy subjects
  • (from crs_data = master file)
• titles also provide descriptive clues
• older ones are easier to index using the Legislative Indexing book (purple)
  • "civil defense" works for a 1980s or older document
  • newer doc would need both "civil defense" and "homeland security"
  • LI is also available online (but not updated since 1998)
• can also check our catalog & WorldCat for how LC has indexed these
• metadata tool provides tag cloud of subjects
  • good way to become familiar with most frequent topics

folder: crs_scanned

Web Usage Statistics

• (everything except CRS; those kept by DigiLab)
• located at: http://www.library.unt.edu/reports/stats/
• located at: G:/--Statistics--/spreadsheet/website stats.xls
• soon we'll switch to new software for this (instead of webtrends)
• it calculates hits, instead of visits, downloads, or length of time

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