[bksvol-discuss] News on Files in the Volunteer Workflow the Originate from Publishers as PDF
- From: Scott Rains <scottr@xxxxxxxxxxxx>
- To: "bksvol-discuss@xxxxxxxxxxxxx" <bksvol-discuss@xxxxxxxxxxxxx>
- Date: Fri, 20 Aug 2010 11:14:39 -0700
Volunteers,
Yesterday staff from various departments met about volunteers proofing the PDF
files mentioned by Jim Fruchterman and Betsy Beaumon in their letter to the
list. Afterward Pavi Mehta, a volunteer consultant (Christine Lu), and I met to
continue data gathering and analysis for the Volunteer Department strategic
planning process. Following this Rick Costa and I touched base on the details
of converting the files and preparing documentation for you.
The first meeting established the workflow steps involved. The second meeting
reminded us how important it is to collect data as we change or develop new
processes. The third moved us from talk to action. This email is to anticipate
a few questions you may have while you wait for these files to appear in the
queue:
1) Bookshare will convert the PDF files to RTF before you receive them.
After PDF to RTF conversion Rick will do some cleanup using macros he has
written before the files are placed in the queue to be proofed. Files that
originate as PDF will be tagged in the filename for ease of identification in
the queue. Since the files will flow through the existing queue and come to you
as RTF your workflow will be similar to working with books that originated as
scans of physical books.
2) Documentation will be prepared to answer technical or workflow questions.
You will come to recognize clusters of errors that are typical of PDF to RTF
conversion. These will be slightly different than print to RTF via OCR errors.
We are developing a tip sheet to alert you to what we have learned about
typical PDF to RTF scannos. As always your further observations and solutions
will be valuable as additions to training materials. Keep in mind our new
file-sharing policy as you work out for yourselves how to take on new volunteer
tasks. Your innovations involving teaming will be of interest to us all.
3) New data gathering practices are evolving
As we roll out new ways to address the bullet points in Jim and Betsy's letter
such as this task, textbooks, BSO of Fair and Good quality books, and adding
metadata we will be asking volunteers to participate in various forms of
feedback, including inviting specific volunteers to test processes. Details
will follow as available.
4) We want to combine automation with transparency
In general we are moving toward a system where it is easier to identify who
touched a piece of work at each stage. For example, it is sometimes helpful for
a proofer to ask a question directly to a book's scanner. To help with our
transparency goal please adopt the practice of checking to see your email
address is available and including notes to the next person in the process
where appropriate. As we automate some procedures so we can break tasks down
into smaller bits or move larger volumes more quickly we are working to be
certain that automated communications are clear while real humans remain within
easy reach for unexpected situations.
5) Response time to questions on PDF files will vary
The addition into the volunteer workflow of files that originate as PDF is not
one of the automated processes. In fact, it will be a manual process falling
largely on Rick at every stage. Since you will receive RTF files but not the
PDF or a TIFF your questions referring back to the original PDF will be one
more step requiring Rick's time. We are aware that this is a design bottleneck.
As we test this workflow we may find that the best solution involves reserving
these files for a limited number of volunteers who accept them on assignment.
This option is under discussion but not decided upon yet.
6) It is too early to announce a date when converted PDF files will flow into
the queue.
A safe projection on when would be to vaguely say, "in September."
Finally, everyone on the list has noted the high volume of posts. I think
everyone appreciates the discipline it takes to try to keep up with that flow
and to limit some of the more fun posts that are part of community-building.
Thank you.
Here, to remind us why we have been so focussed lately I recap the bullet
points from the letter on seven newer volunteer-related items we are working on
simultaneously:
· Determining safe books to scan with our new PQ influx
· Proofing PDF files
· Working with new international titles, publishers, languages and new
communities of Bookshare volunteers
· Proofing textbooks
· Metadata
· Quality improvements
· Image description
Thanks for all the work you do!
Scott Rains
Benetech Fellow, Bookshare Volunteer Department
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