Suggested DCS workflow status flags

The DLESE Collection System (DCS) uses the concept of workflow status flags to monitor the status of a metadata record from creation to cataloging in progress to quality control to accessioning into a collection (or library). The following is a list of suggested workflow status flags from collection builders using a DLESE Collection System (DCS) hosted at the DLESE Program Center (DPC).

The DCS has two types of workflow status flags, tool defined and collection builder defined. Both are detailed here. The DCS allows each collection within the tool to have its own set of workflow status flags. So if one collection is cataloging uach collection within the tool to have its own set of workflow status flags. So if one collection is cataloging using the ADN metadata framework, it can have different ach collection within the tool to have its own set of workflow status flags. So if one collection is cataloging using the ADN metadata framework, it can have different workflow statuses than another collection that is cataloging using the annotation metadata framework or even the ADN framework.

Tool defined workflow status flags

These workflow status flags are built into and are a permanent part of the tool.

• Unknown - the record has not been assigned a status. [this is the status given to records that are loaded into a DCS collection by indexing metadata records directly from a file system]
• Imported - the record was created through programmatic means. [means the record is put into a collection from a form, web service, or moving a record between collections]
• New - the initial status upon creation of a metadata record
• Final - the resource and metadata record are complete and ready to be part of the collection [collection builders may choose the label for the Final status]
• DCS Special - the record is a record that is used to control how the DCS operates [do not work with this record in any way]

Collection builder defined workflow status flags

These workflow status flags are defined by the collection builder for each collection being cataloged. Common flags that have been used are:

• Final - the resource and metadata record are complete and ready to be part of the collection [collection builders may choose the label for the Final status]
• Declined - the resource is being rejected for further cataloging. [the resource has never been in the collection and is deemed not appropriate for the collection; the reason for the rejection can be put in the workflow status note field]
• In Progress - the resource is being actively cataloged
• Needs QA - the resource needs to have metadata quality assurance performed.
• Done - the resource and the metadata record are complete and ready to be part of the collection [this is an example of a Final status]
• Holding - the resource has a broken URL but might come back online if a new URL can be determined
• Deaccessioned - the resource meets deaccessioning criteria like an unfixable primary URL, out of scope, changed, inaccurate or inappropriate content or many linked internal URLs are broken
• Pending - either the resource or the metadata have issues such that a decision needs to be made about whether the resource or metadata should be in the collection
• Needs Review - the resource (not metadata) is awaiting or is undergoing a review process

Special notes regarding the Unknown workflow status

• When changing records from the Unknown status to a collection's final status (e.g. Done), no fields within the metadata record are changed or populated.
• When changing records from any collection status, other than Unknown, to a collection's final status, fields within the metadata record are changed and populated (capability not implemented in the DCS yet). Which fields are affected depends on the metadata framework of the collection.

Last updated: 2005-12-01
Maintained by: Katy Ginger (support@dlese.org), DLESE Metadata

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