Digitization Huddle (2/6/23)

• Lean Management Training (Two full days in Feb.)

• New hire target date end of next week.

1. Location space

2. More personnel

3. Sustainability/funding

Files Digitized

1. Are the numbers correct and make sense?

2. Are there any anomalies in past and current?

1. Base Issue

2. Training/Workflow Issue

3. Productivity Issue

4. Job Well Done!

We will have a working meeting to go through all of these stats for accuracy.

• See if we can make “Primary Equipment” a required field in Tech interface
• When “No Digitization Needed” is selected, add “Previously Digitized” to Primary Equipment
• Update manual scan totals per equipment on Snapshot

Completed Projects

1. Are the numbers correct and make sense?

2. How many late deadlines?

1. Base Issue

2. Training/Workflow Issue

3. Productivity Issue

4. Job Well Done!

• On Weekly Snapshots under “Completed Projects”, separate completed projects and scans by department

Deadlines

1. Are the numbers correct and make sense?

2. How are we meeting our deadlines? What adjustments need to be made this week?

3. How can we show that late deadlines are mostly LIT?

1. Base Issue

2. Training/Workflow Issue

3. Productivity Issue

4. Job Well Done!

• Lengthen due dates on backlog theses and dissertations (30 days after creation)
• Once QC is done, deadlines should look better (IF workflow is altered with longer deadlines for backlog theses/dissertations)
• Actual Due Date vs. Preferred Due Date - eliminate preferred due dates?
• In Snapshot view, change overdue projects to exclude “No Digitization Needed”

Current Projects

1. Are the numbers correct and make sense?

2. How are projects being selected to work on? Is the tech interface working? Are students using it the way we assume?

3. How do we reduce current departmental projects?

1. Base Issue

2. Training/Workflow Issue

3. Productivity Issue

4. Job Well Done!

Deliverables

1. Are the numbers correct and make sense?

2. Are the interfaces displaying correct info?

3. Are the deliverables in a good proportion? If not, what adjustments need to be made this week?

1. Base Issue

2. Training/Workflow Issue

3. Productivity Issue

4. Job Well Done!

New hire should be trained on QC to help us catch up with QC backlog.

When we do cleanup, make sure to turn off communication emails!

• Ensure curators are looking for Box link for completed projects, rather than a message from Branson
• Eliminate Final QC requirement
• Move Delivery tasks to Tech Interface for QC person to check off. If the Box link is missing, have them write a note tagging Branson
• Change Tech Interface to Digitization Interface and add a QC Interface with access to delivery
• “No Digitization Needed” projects remain in delivery queue

Branson

1. Final QC - CP-RAR (1st priority)

2. Working Meeting for stats numbers

3. Hiring

Branson Roskelley Send a naming convention for scanners (use asset tag)

Branson Roskelley Final QC - CP-RAR (1st priority)

Katriana

1. Final QC - CP-RAR (1st priority)

2. Working Meeting for stats numbers (look for laptop)

3.

LaLine

Margaret

1. Produce good stats for Exec by March 1st (accurate and reflects our story)

2. Rename scanner labels on Trends and Weekly Snapshots Interfaces (Target Audience: Exec) - Legend?

• Margaret Winward Invite Todd once a month to digitization huddle 1st week in March.
• Margaret Winward Create Katriana Confluence license.
• Margaret Winward Is there a way to use two lines on a line graph (i.e. high speed scanners vs roboscan vs flatbed vs camera)
• Margaret Winward Move snapshots and trends interface to Managerial Interface

Part-time employees (Malori, Ella, Talyn)

Margaret

Malori and Ella (very satisfied with their work)

Talyn (work in process - working with Clint’s projects) Must work at least 2 hours blocks. Talyn is exception because he was hired by Clint. Branson now has a schedule from him. Since things are improving, Branson is okay. If that improvement does not continue, Branson will give one warning and then possibly part ways. Evaluate progress on a monthly basis.

Branson Roskelley Follow up progress report on Talyn 05 Mar 2024