dLab aims to improve workflow in terms of digitisation, archiving and online availability of digital objects through:
- help employees to execute assigned tasks,
- easier flow of tasks among employees.
Moreover dLab makes it easy to manage digitisation workflow by:
- possibility to define specific workflow related to digitisation – who, what and in what order has to do,
- assignment of employees to certain activities in scope of the digitisation workflow.
Dodatkowo system dLab pozwala na monitorowanie postępów prac przy wykorzystaniu systemu raportowania. Dostępne są:
- raporty związane z postępem prac w ramach poszczególnych zadań,
- raporty dotyczące zadań nieukończonych,
- raporty wydajności poszczególnych etapów przepływu prac.
In dLab there are several important elements that users work with:
Task – the basic element in dLab system. Task is composed of activities to be executed in the scope of digitization process related to particular object (e.g. book, newspaper issue, audio or video recording). The object is understood as an element, which after digitization becomes a digital object. The progress of task completion is monitored by the dLab system. Particular activities in the scope of a task are executed by assigned users or automated tools, e.g. preparation of master files is executed by a user and archiving of master files is executed by the automated tool which stores them in the dArceo system. Because activities can be constrained in terms of execution order, the execution of the whole task needs to be done in stages, e.g. first master files are prepared/created, then master files can be stored in the dArceo.
Activity – part of the task, which identifies certain action/operation to be executed in scope of the whole digitization task. The activity can be executed by authorized dLab user (human) or automated tool (piece of software). An example of the activity executed by a user is preparation/creation of master files. It has to be done by the user, because it is he/she who configures digitization equipment (e.g. scanner), and then stores the results in the dLab system. An example of the activity executed by the automated tool is preparation/creation of presentation version. The tool can automatically convert master files to presentation version with the use of certain conversion profile pointed by the user while defining task. Automated tool users for this purpose an external tools, such as FineReader in order to create PDF file (together with the text layer if applicable) or DocumentExpress in order to create DjVu file (also with the text layer if applicable).
- Tasks group – is dedicated to group tasks. which during the execution of certain activities should be treated as a whole. For example sending several dozens of tasks (e.g. books) to digitisation center should be done for all tasks at once – it is a waste of time to execute such an activity for each task separately. This is why it is possible to create a group of tasks, which we plan to send in a transportation to digitization center and then handle the related activity on a group level. Because groups of tasks have sense only in the context of some activities, each group is assigned to certain activities’ types. In the default configuration of the dLab system there are two types of groups specific to cultural heritage institutions and library resources:
- block – represents so called bound periodical or bound books. It can contain several books/newspapers issues in one binding. When working with dLab it is possible to create a task for each particular element from block (book or newspaper issue). and then group them in a block. Such a group (block) is in default configuration assigned to the activity called preparation of master files. Therefore the block is digitized as s whole (e.g. scanned), and after digitization particular pages can be moved to certain tasks in a block.
- shipping list – it is a group of tasks, which needs to be transported from the institution to digitization center, and then back from the digitization center to the institution. In the default configuration there are four activities related to the shipping list: send the objects to the digitization center, receive the objects in the digitization center, return the objects from digitisation center to the institution and receive the returned objects. Four activities has been identified in order to fully control the flow of the objects between institution and digitization center.
dLab working space – the storage place for all files created during the digitization workflow of particular objects. These can be master files, their optimized or presentation versions. It is the working space where all files produced by the users and automated tools are stored. The working space is also used by the users in order to verify if the send data follow the rules and requirements (e.g. related to the digitization quality). The user does not directly see the working space, but can use it indirectly by sending the files to dLab system or downloading them from the system. All such operation are done with the use of the working space. In practice the working space can be hard drive or disk array.