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Moving metadata: batch ingesting 
from Sirsi WorkFlows to the DSpace 
workspace 
Ling He, Digital Services Librarian 
York University 
OR2013, Friday July 12th, 2013. 
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Sheet Music Collection digitization 
project 
Digitization efforts are focused on the extensive sheet music 
collection (approximately 150,000 items) of the late pianist John 
Arpin (1936-2007). The collection includes examples of Canadian, 
Broadway, American Standard, Pop music, Jazz and Ragtime from 
the late nineteenth century to the present day. 
The project is a collaborative effort across different departments in 
York University library. Key members include a part time music 
cataloguing librarian, and several part time student digital project 
assistants. 
The collection is harvested by Sheet Music Consortium through 
OAI-PMH. 
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Sheet Music Collection in YorkSpace 
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Original workflow 
1. Cataloguing  -> MARC record 
created (Sirsi Workflows
2. Establish WORKFLOW 
REPORT SHEET (WRS) for 
the item 
3. Update shared spreadsheet 
with sheet music control# 
(JACxxxxxx), MARC record 
control #, digitized? 
embargo? 
4. Complete box 
1. WRS sheet digitized-Yes 
2. Scan cover and score in tiff 
-> pdf 
3. DC record (DSpace) 
- Select collection, create 
record 
- Copy MARC to DSpace 
record 
- Upload image files 
- Update shared 
spreadsheet with DSpace 
handle 
- Remove WRS 
Music cataloguing librarian 
Student digitizer 
Sheet 
music 
in box 
Cataloguing  -> MARC record 
update (Sirsi Workflows
ASC 
ASC 
Sheet 
music 
in box 
Sheet 
music 
in box 
Sheet 
music 
in box 
Pre-process 
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York Library Online Catalogue record 
example 
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YorkSpace Sheet Music Item 
Submission Form 
Issues 
Inefficient workflow 
Inconsistent DSpace record quality 
Not easy to train new student digital project 
assistants 
We wanted to reuse MARC records and batch ingest digital 
objects in Dspace! 
Challenges 
Limited access to Sirsi WorkFlows 
Problem:  Can’t integrate our tools with Sirsi 
WorkFlows 
Solution:  Use MARC Export Utility from Sirsi 
WorkFlows Client 
Workflows 
Challenges (con’t) 
Catalogue record URL not in MARC record 
Problem:  DSpace records need editing, can’t 
be ingested into DSpace archive and generate 
handles directly 
Solution:  Use SWORD v2 In-Progress HTTP 
header to enable the item to be deposited into 
DSpace workspace to add catalogue record 
URL 
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