CLS Workflow State System

The California Light and Sound Repository (CLS) uses Workflow States (WFS) to track the phases an object goes through during the digitization/preservation cycle of the California Revealed (CA-R) program. To that end the data in this field is used for many purposes within the program, for example:

• WFS serves as a signal, or trigger, for CA-R staff to perform actions needed to reach the next phase in the production cycle as outlined in our procedures documentation.
• Communicates at a glance where in the process an object is within the program cycle to both program staff and Partners.
• Transitioning to certain WFS will trigger the CLS repository to perform certain actions on records, such as pushing content to CaliforniaRevealed.org or generating identifiers for the record.
• WFS are used as limiters for batch operations, such as change value, regenerating Islandora objects, or for exporting records.

There are 15 active Workflow States. Below provides a list of Workflow States in their order of progression through the project along with brief definitions and actions to be taken to progress to the next WFS.

1. Nominated: Default WFS for all new Partner records created via import, or entry in CLS.
   • Procedures related to WFS Nominated.
   • Partner Set features related to WFS Nominated.
   • Indicates that a partner has submitted an object to be reviewed for inclusion in the CA-R program.
   • CA-R staff reviews submitted object records for conformance with Metadata Guidelines according to Content Type.
   • CA-R Governing Committee along with staff make curatorial decisions.
2. Awarded: Indicates the object has been approved for CA-R digitization/preservation.
   • Procedures related to WFS Awarded.
   • Partner Set features related to WFS Awarded.
   • CA-R staff notify Partner of award.
   • Partner makes requested MD edits.
   • Partner ships awarded items to CA-R offices.
3. Declined: Indicates the object has been found to be out of scope for CA-R. This may happen during the nomination review period or after arrival at CA-R.
   • Procedures related to WFS.
   • Partner Set features related to WFS Declined.
   • CA-R staff note why object was declined in record's Administrative Notes field.
   • If object is at CA-R offices item(s) are returned to Partner.
4. Physical Received: Indicates the object has arrived at CA-R.
   • Procedures related to WFS Physical Received.
   • Partner Set features related to WFS Physical Received.
   • Staff verify that the objects received match the records that were Awarded by using the Award Letter inventory.
   • This is the WFS transition that triggers the assignment of a unique object and project identifier to records.
5. Withdrawn: Indicates the Partner has elected not to continue with CA-R digitization/preservation services for various reasons. May happen before/after shipment to CA-R offices.
   • Procedures related to WFS.
   • Partner Set features related to WFS Withdrawn.
   • Partner should note the reason for withdrawal in Partner Administrative Notes field.
   • If object is at CA-R offices item(s) are returned to Partner.
6. Physical Processed: Indicates CA-R staff has checked the metadata associated with the object, verified metadata conforms to CA-R guidelines, and enhanced metadata where possible.
   • Procedures related to WFS Physical Processed.
   • Partner Set features related to WFS Physical Processed.
7. Sent for Digitization: Indicates that CA-R staff have sent the object to the digitization vendor.
   • Procedures related to WFS Sent for Digitization.
   • Partner Set features related to WFS Sent for Digitization.
8. Not Digitized: Indicates that the object could not be digitized after reaching the vendor at this time for various reasons.
   • Procedures related to WFS Not Digitized.
   • Partner Set features related to WFS Not Digitized.
9. QC Version Received: Indicates that the vendor has completed digitization and provided files for review by CA-R staff.
   • Procedures related to WFS QC Version Received.
   • Partner Set features related to WFS QC Version Received.
   • CA-R staff verify that received files conform to Content type specific Statement of Work.
10. QC Complete: Indicates that the files have been QCed according to CA-R QC procedures, referring to the Content type specific Statement of Work.
    • Procedures related to WFS QC Complete.
    • Partner Set features related to WFS QC Complete.
11. Published: Indicates the files have been uploaded to the IA and records are pushed to californiarevaled.org from CLS.
    • Procedures related to WFS Published.
    • Partner Set features related to WFS Published.
    • Transitioning to this state will push content to CaliforniaRevealed.org - if enabled for Partner.
    • If new to the project, Partner will have to have push enabled on CLS and organization set-up on CA-R.org and IA.
12. Rework: Indicates an issue with the files delivered for an object, and that CA-R staff has asked the vendor to address the issue and resend new files.
    • Procedures related to WFS Rework.
    • Partner Set features related to WFS Rework.
    • Transitioning to this state will push content to CaliforniaRevealed.org - if enabled for Partner.
13. Darkened: Indicates that CA-R has received a request from the Partner to remove the object from public view (IA/CA-R.org). This is generally caused by unanticipated copyright issues, severe quality problems, or privacy concerns.
    • Procedures related to WFS Darkened.
    • Partner Set features related to WFS Darkened.
14. Preservation Version Requested: Indicates that CA-R staff and the Partner organization have approved of digitization/preservation work, are awaiting the return of original materials, and the vendor is preparing to send the authoritative final deliverable to CA-R.
    • Procedures related to WFS Preservation Version Requested.
    • Partner Set features related to WFS .
    • If Vendor is unable to create LTO final deliverables CA-R staff will create the tape using a HDD substitute provided by the vendor that contains all finalized files.
    • Transitioning to this state will push content to CaliforniaRevealed.org - if enabled for Partner.
15. Preservation Version Accepted: Indicates that CA-R has received and accepted an authoritative final version of the files from the vendor, and CA-R staff continue to conduct annual integrity checks on the LTO Tape.
    • Procedures related to WFS Preservation Version Accepted.
    • Partner Set features related to WFS Preservation Version Accepted.
    • Transitioning to this state will push content to CaliforniaRevealed.org - if enabled for Partner.

If you need instructions for how to do something in the Repository that is not covered by the wiki contact Megan and Pamela via Teamwork.