The DP&A's initial project is to identify our existing workflows that affect born digital acquisitions and processing, digitization, providing access to digital materials and the preservation thereof. Answering the question, “What are the intersections, gaps, redundancies and areas for improvement?”
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The following real v1 and v2 examples are based upon the aforementioned SIPOC example:
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The RACI is an important bridge to the brainwriting process. It helps us identify who needs to be in the proverbial room for the brainwriting exercise.
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Jamboard is an easy and simple tool that provides us with the ability to utilize “sticky notes” and free style drawings to create details, to build up the activities that occur within each process step of our SIPOCs. The goal is to conduct an activity that combines Brainwriting and Affinity Mapping/Diagramming. In a nutshell:
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Below is an incomplete example of what Archives began to create during their initial Brainwriting session.
Area | Unit | Workflow | SIPOC | RACI | Brainwriting |
ParticipantsNotesYes/NoNotes | Yes/No | Notes | Cross-functional | Accessibility | Michelle Henley & Kevin Bauer | Administration | Business Office | Kathryn BeachAdministration | Business Office |
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Content & Access:
| Access Services |
: GoogleBooksTony Maniaci | reached out 2020.08.26Access Services: ILS | Digitizing OSU theses/dissertations | Tony Maniaci, Brian Miller, Linda Miller & Amy McCrory | SIPOC Exercise follow-up 2020.10.14 SIPOC Exercise 2020.10.06 reached out 2020.08.26 | Yes | RACI completed 2020.10.15 | Yes | Need to create visualizationTony Maniaci, Brian Miller, Linda Miller | reached out 2020.08.26 | whole outAcquisition & Tony Maniaci, Brian Miller, Linda Miller | reached out 2020.08.26 | Due 2020.10.30Moon Kim, Dana DeRose & Morag Boyd | SIPOC Exercise 2020.06.30 Kickoff 2020.05.15 | Yes | RACI Exercise 2020.10.13 | Draft RACI Completed 2020.06.11
RACI needs review; overlap in Accountability and Consulted/InformedCate Putirskis, Ashleigh Minor & Morag Boyd | Follow-up on 2020.08.12 SIPOC Follow-up 2020.06.19 SIPOC Exercise 2020.06.01 Kickoff 2020.05.15 | RACI Completed 2020.06.02 | | | | |
Acquisition & Discovery: Bibliographic Initiatives | |
Morris Levy | SIPOC Exercise 2020.05.27 (potential related SIPOCs w/ILS and ERMT) Kickoff 2020.05.15 | Yes | Due 2020.11.06Anita Foster, Kevin Bauer & Morag Boyd | Follow-up on 2020.08.07 SIPOC Exercise 2020.06.24 Kickoff 2020.05.15 | Yes | RACI Exercise 2020.10.15 | Billy Ireland Cartoon Library & Museum | AV Project Digitization | Billy Ireland Cartoon Library & Museum | Patron on Demand | Billy Ireland Cartoon Library & Museum | Born Digital | Exhibits | Digital Exhibits | Ken Aschilman, Nena Couch & Beth Snapp | SIPOC Follow-up 2020.06.18 SIPOC Exercise 2020.06.10 | Exhibits | Potential: Digital materials in traditional exhibits | Ken Aschilman & Nena Couch | Thompson Special Collections | Project Digitization | Jolie Braun, Nena Couch, Mara Frazier, Rebecca Jewett, Eric Johnson, Pasha Johnson, Lisa Iacobellis & Beth Kattelman | SIPOC Exercise 2020.06.08 SIPOC Exercise 2020.06.02 SIPOC Exercise 2020.05.26 | Thompson Special Collections | Patron on Demand | Nena Couch, Rebecca Jewett & Lisa Iacobellis | Thompson Special Collections | Born Digital | Nena Couch, Mara Frazier & Beth Kattelman | Anna Klose, Ariel Bacon & Morag Boyd | SIPOC Exercise 2020.07.10 SIPOC Exercise 2020.06.02 Kickoff 2020.05.15 | RACI scheduled 2020.08.14 | Collection Strategy | Gene Springs | Preservation & Digitization | Classic Digitization Project | Miriam Centeno, Sarah Collier, Marcela Estevez & Amy McCrory | SIPOC Follow-up 4/8/2020 SIPOC Exercise 4/2/20102 | Follow-up on 2020.08.07 Draft RACI 2020.06.16 | Preservation & Digitization | Digitization Work | Miriam Centeno, Sarah Collier, Marcela Estevez & Amy McCrory | SIPOC submitted 4/13/2020 | Follow-up on 2020.08.07 Draft RACI 2020.06.16 | Preservation & Digitization | Project Proposal | Miriam Centeno, Sarah Collier, Marcela Estevez & Amy McCrory | SIPOC Exercise 2020.06.05 | n/a | (out of scope of this project) | Preservation & Digitization | Language Based Digitization | Miriam Centeno, Sarah Collier, Marcela Estevez & Amy McCrory | Follow-up on 2020.08.07 SIPOC Exercise TBD | Scholarly Sharing: Copyright Services | Copyright | Maria Scheid & Maureen Walsh | SIPOC Exercise 2020.06.23 | Yes | Delayed until February 2021
| Delayed until February 2021 | Scholarly Sharing: Publishing and Repository Services | Johanna Meetz, Sean Moodie & Maureen Walsh | SIPOC Follow-up 2020.07.28 SIPOC Exercise 2020.06.30 | Follow-up on 2020.08.10 | IT | Application Development & Support | Beth Snapp | Digital Initiatives & Infrastructure | Terry Reese | Digital Preservation | Dan Noonan | Research & Education | Music Library | Digitization: Paper-based Materials | Alan Green & Sean Furgeson | SIPOC Exercise 2020.11.02 SIPOC Exercise 2020.10.09 | Yes | SIPOC/RACI Exercise 2020.11.02 | Due 2020.12.01 | Music Library | Digitization: Audio-Visual Materials | Alan Green & Sean Furgeson | Due 2020.12.01 | Due 2020.12.01 | Due 2020.12.01 | Music Library | Born Digital Materials | Alan Green & Sean Furgeson | Due 2020.12.01 | Due 2020.12.01 | Due 2020.12.01 | Maps/Geology Library | Do they digitize? | Special Collections & Area Studies: | Archives: Byrd Polar Archives, Ohio Congressional Archives & University Archives | Archives Digitization | Tamar Chute, Carly Dearborn, Michelle Drobik, Kevlin Haire, Laura Kissel & Halle Mares | SIPOC Follow-up 2020.05.23
SIPOC Exercise 2020.05.18
Yes | Completed 2020.06.08; sub-divided some process steps within RACI | In progress | Follow-up Scheculed for 2020.09.01 Brainwriting exercise 2020.08.24 | Archives: Byrd Polar Archives, Ohio Congressional Archives & University Archives | Digital Access | Tamar Chute, Carly Dearborn, Michelle Drobik, Kevlin Haire, Laura Kissel & Halle Mares | Draft SIPOC 2020.06.08 | Yes | Completed 2020.06.16 | No | Scheduled 2020.08.24 | Archives: Byrd Polar Archives, Ohio Congressional Archives & University Archives | Born Digital Accessions | Tamar Chute, Carly Dearborn, Michelle Drobik, Kevlin Haire, Laura Kissel & Halle Mares | Draft SIPOC 2020.06.08 | Yes | Completed 2020.06.16 | No | Scheduled 2020.08.24 | Area Studies | Billy Ireland Cartoon Library & Museum | Project Digitization (excluding AV) | Jenny Robb, Marilyn Scott, Caitlin McGurk, Wendy Pflug, Susan Liberator & Anne Drozd | SIPOC Follow-up 2020.06.25 SIPOC Exercise 2020.06.10 | | | | | |
Collection Strategy |
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subtle | true |
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colour | Red |
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title | No Current Workflow to Document |
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subtle | true |
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title | No Current Workflow to Document |
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subtle | true |
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title | No Current Workflow to Document |
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Preservation & Digitization | Classic Digitization Project | | | | | |
Preservation & Digitization | Digitization Work | | | | | |
Preservation & Digitization | Project Proposal | Status |
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colour | Yellow |
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title | Out of Scope |
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title | Out of Scope |
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Preservation & Digitization | Language Based Digitization | | | | | |
Scholarly Sharing: Copyright Services | Copyright | | | | | |
Scholarly Sharing: Publishing and Repository Services | Publishing and Repository Services | | | | | |
Cross-functional | Accessibility | Accessibility | Status |
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subtle | true |
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colour | Red |
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title | No Current Workflow to Document |
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subtle | true |
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colour | Red |
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title | No Current Workflow to Document |
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title | No Current Workflow to Document |
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subtle | true |
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title | No Current Workflow to Document |
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subtle | true |
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colour | Red |
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title | No Current Workflow to Document |
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IT
| Application Development & Operations |
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colour | Yellow |
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title | Out of Scope |
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colour | Yellow |
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title | Out of Scope |
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title | Out of Scope |
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colour | Yellow |
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title | Out of Scope |
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Digital Initiatives & Infrastructure |
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subtle | true |
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colour | Red |
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title | No Current Workflow to Document |
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subtle | true |
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title | No Current Workflow to Document |
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subtle | true |
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title | No Current Workflow to Document |
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subtle | true |
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title | No Current Workflow to Document |
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subtle | true |
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title | No Current Workflow to Document |
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Digital Preservation | Born Digital Accessions | Status |
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subtle | true |
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colour | Red |
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title | No Current Workflow to Document |
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subtle | true |
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colour | Red |
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title | No Current Workflow to Document |
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subtle | true |
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title | No Current Workflow to Document |
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subtle | true |
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title | No Current Workflow to Document |
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subtle | true |
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title | No Current Workflow to Document |
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Research & Education
| Maps/Geology Library | Maps | Status |
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colour | Yellow |
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title | Out of Scope |
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colour | Yellow |
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title | Out of Scope |
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colour | Yellow |
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title | Out of Scope |
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colour | Yellow |
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title | Out of Scope |
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colour | Yellow |
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title | Out of Scope |
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Music Library | Digitization: Paper-based Materials | | | | | |
Music Library | Digitization: Audio-Visual Materials | | | | | |
Music Library | Born Digital Materials | | | | | |
Special Collections & Area Studies:
| Archives: Byrd Polar Archives, Ohio Congressional Archives & University Archives | Archives Digitization | | | | | |
Archives: Byrd Polar Archives, Ohio Congressional Archives & University Archives | Digital Access | | | | | |
Archives: Byrd Polar Archives, Ohio Congressional Archives & University Archives | Born Digital Accessions | | | | | |
Area Studies |
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subtle | true |
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colour | Red |
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title | No Current Workflow to Document |
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subtle | true |
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colour | Red |
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title | No Current Workflow to Document |
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subtle | true |
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title | No Current Workflow to Document |
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subtle | true |
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title | No Current Workflow to Document |
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subtle | true |
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title | No Current Workflow to Document |
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Billy Ireland Cartoon Library & Museum | Project Digitization (excluding AV) | | | | | |
Billy Ireland Cartoon Library & Museum | Project Digitization - AV | Status |
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subtle | true |
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colour | Red |
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title | Suspended |
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subtle | true |
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colour | Red |
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title | Suspended |
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subtle | true |
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title | Suspended |
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subtle | true |
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colour | Red |
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title | Suspended |
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subtle | true |
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colour | Red |
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title | Suspended |
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Billy Ireland Cartoon Library & Museum | Patron Digitization (excluding AV) | | | | | |
Billy Ireland Cartoon Library & Museum | Patron Digitization - AV | Status |
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subtle | true |
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colour | Red |
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title | Suspended |
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subtle | true |
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colour | Red |
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title | Suspended |
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subtle | true |
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colour | Red |
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title | Suspended |
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subtle | true |
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colour | Red |
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title | Suspended |
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subtle | true |
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colour | Red |
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title | Suspended |
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Billy Ireland Cartoon Library & Museum | Born Digital Accessions | | | | | |
Exhibits | Digital Exhibits | | | | | |
Exhibits | Potential: Digital materials in traditional exhibits | Status |
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subtle | true |
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colour | Red |
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title | Suspended |
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subtle | true |
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colour | Red |
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title | Suspended |
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subtle | true |
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colour | Red |
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title | Suspended |
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subtle | true |
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colour | Red |
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title | Suspended |
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subtle | true |
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colour | Red |
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title | Suspended |
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Thompson Special Collections | Project Digitization | | | | | |
Thompson Special Collections | Patron on Demand | | | | | |
Thompson Special Collections | Born Digital | Status |
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subtle | true |
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colour | Red |
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title | No Current Workflow to Document |
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subtle | true |
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colour | Red |
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title | No Current Workflow to Document |
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subtle | true |
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colour | Red |
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title | No Current Workflow to Document |
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subtle | true |
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colour | Red |
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title | No Current Workflow to Document |
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subtle | true |
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colour | Red |
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title | No Current Workflow to Document |
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