ETD s at the University of Florida. by Bobby Parker & Cathy Martyniak
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1 ETD s at the University of Florida by Bobby Parker & Cathy Martyniak
2 Key Points Pilot project in Fall of 1998 Mandated for all Starting Fall of 2001 Over 4,000 ETD s in system now Release Date overview
3 Responsible units Graduate School Center for Instructional & Research Computing Activities (CIRCA) Smathers Library Florida Center for Library Automation (FCLA)
4 Graduate School Editorial Office: ensure electronic theses and dissertations meet UF's standards uction.html (their introductory page) Technology Staff: responsible for online submission system cfm
5 Center for Instructional & Research Computing Activities (CIRCA) Responsible for operation of ETD Lab Primary mission is to assist graduate students with the technical challenges of formatting their theses and dissertations.
6 Smathers Library Preservation Department: Paperwork, coordinate between Graduate School, FLCA and UMI Cataloging and Metadata: Aleph updates (Polices and Procedures) (OPAC)
7 Florida Center for Library Automation Receive, create Aleph records and post files to Aleph Track release dates Shipment of dissertations to UMI by release date Florida Digital Archives
8 Campus wide workflow Student gets guidance from CIRCA and Graduate School Editorial Office re: ETD specifics Student submits ETD via EDM system UMI agreement form and UF Permission form signed and turned in Paperwork given to Preservation from Graduate Editorial Office
9 Campus wide workflow Metadata from EDM system and files transferred to FCLA from Grad School Preservation staff perform Quality Control Aleph records for theses and dissertations created from metadata Immediate worldwide release titles made available via UF catalog
10 Campus wide workflow UF Permission forms forwarded to Archives UMI Agreement form separated by release dates Immediate release Agreement Forms and PDF files sent to UMI Restricted Agreement Forms and PDF files held back till release date
11 Lessons Learned: Bad Version control of documents Vendor accuracy can be an issue Read the fine print on all forms Consistency between electronic and paper release dates
12 Lessons Learned: Good Up to date documentation is key Foster excellent working relationships campus wide Communicate, Communicate, Communicate, Communicate
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