Prepared for Anne Jarvis 03/09/2024

Vision and Summary

PUL’s IT department aspires to broaden its collaborative research and outreach opportunities by sustainably implementing, showcasing, and making available specialized photography opportunities to patrons and partners. 

Utilizing our staff’s strengths and existing bandwidths, the Library endeavors to develop a multi-phased approach for deliverables, including research and documentation on the full life cycle(s) of projects, specialized photography workflows, evolving digitization and preservation best practices, application enhancements, and outreach projects. 

Our long-term goal is to strategically align and grow with the continuously evolving needs of researchers, while balancing those needs with available resources. 

Communications and Contacts

• Monthly documented summaries at time of Kim’s 1:1 check-in with Esmé will be provided for the duration of the planning and implementation process in an effort to prepare for quarterly check-ins with project team and leads.

• Ongoing monthly check-ins with Factum Foundation and Oxford representatives.

• Quarterly check-ins will occur with members of the project team to discuss research and deliverables, review the roadmap and milestones, and address or resolve any questions or concerns. Quarterly check-ins will occur throughout the duration of the project and summaries will be shared with LSC members.

• Team communications are expected to be via e-mail and Slack.

  • Slack team communications will be within the private project slack channel.

  • A #selene channel has been integrated with the IT Special Projects - Digital Studio Airtable base, tracking requests, stakeholder communication, and project completions.

  • Automated emails to members of the project team/stakeholder(s) will be triggered at the submission of request forms, scheduling of time with the digital studio, and completion of the project with access to the deliverables. 

• IT Initiative will be project managed by Kim Leaman, and will consist of both the project schedule and the quality of the deliverables. PM will document and report the status of the project as well as any anomalies that may occur during the project to the team. She will track the progress of the project in Airtable and all delivery of digitized content. Responsibilities for specialized software training or the tracking, curation, and review of any other Figgy/DPUL collections requested for this project lie with the Primary Stakeholders requesting work. 

Targeted Photography Types, Prioritized

Roadmap: Milestones & Deliverables (see implementation strategy)

During an agile process, a project and its projected outcomes are often refined because of unanticipated difficulties or lessons learned, requests for additional work, or changes to workflows and institutional priorities. Changes will be addressed as needed by the Project Team and LSC member(s) and the Roadmap will be reviewed by the Project Team and LSC quarterly, to ensure priorities and milestones still hold. 

Phase 01 (2024)

Milestones

a. Document capture process and make content (even if we do not understand what we need to preserve long-term) available for download.

b. Develop a process for proposing and prioritizing projects and have a “brochure” DPUL site.

In Scope Deliverables

• Finalized Project Request Form, built in Airtable

• Finalized project tracking and prioritization, built in Airtable

• In production delivery options for outputs for phase 01 expectations

  • Setup and training, with documentation, for RDOS completed for Special Collections Global Mapper workstation

  • Set up drive folders and automate email communications in Airtable

• Finalized workflows for standard life cycles of research requests, published in Confluence

• Finalized Use Cases and User Stories, including examples of success, published in Confluence

• Finalized IT Digital Studio photographer training documentation and workflows for IT Digital Studio Capture Processes, published in Confluence

• Published DPUL Marketing Site for IT Digital Studio and specialized photography collaborations and capabilities

• Confirmed Selene file types for Figgy ingest and preservation

• 2.5/3D & Slider viewers (exhibit/demonstration/global Sketchfab community scale)

  • SketchFab IT Purchase Request

Out of Scope

• Ingesting Selene content into a repository and facilitate downloading from the repository

• Making all content discoverable in library applications

• Viewer fully-integrated and displayed for all items

Phase 02 (2025)

Milestones

a. Ingest Selene content into Figgy, and facilitate downloading from Figgy. Consider doing this for MSI, RTI, and Photogrammetry at the same time.

b. Content should be discoverable in the library catalog, finding aids, or other relevant discovery portals.

In Scope Deliverables

• Documented package structure for ingestion into the digital repository

• Ability for users to download files from the repository for offline work

• File validation and derivative creation within the repository

• UI will include a representative thumbnail and description of files & how they can be used

• UI will pass accessibility audits

• Viewer Research/identification of needs/documentation started/Tickets start now

Out of Scope

• Making all content discoverable in library applications

Phase 03

Milestone

Sophisticated visualization in viewers in discovery interfaces.

In Scope Deliverables

• Users should be able to manipulate layers (will also help w/ MSI)

• Users should be able to engage with 3D content (pan/zoom/rotate etc.)

Out of Scope

• Web Annotations

Research Requests Life Cycles

Current State

Future State

Supplementary Links

• Selene System Shared Drive

• Photographer Training Guides and Current Studio Scenarios

• Specialized Photography Tracking Airtable Base (password: Selene)

  • Successful use case example

  • Controlled Researcher Listing (assures reliable tracking of all requests, synced to Kim’s Project Base stakeholders)

• Project Request Form (working draft)

• Introductory Walkthrough of Specialized Photography Requests for Collaborators

• Specialized Digital Imaging & Analysis at PUL (DPUL Outreach Site)

• SketchFab IT Purchase Request (requested & pending)