When checking work done by a trainee, every detail must be checked on every record in the area where they're being trained until the person is doing the work correctly for a few days. After that, give special attention to things that they might not have encountered.

When checking work done by someone trained to do the work, spot check, by checking one detail in each record. Don't follow the order given here, but start with something different each time. When spot checking, if you find an error, check the element in items where the error might also have occurred. If a pattern of making that same error emerges, ask the person to go through their work and fix. Otherwise, note the correction on the appropriate line on the spreadsheet. If there are 5-6 error free works in row, skip detail checking on the next two records.

For all work, first ensure that the set was handled appropriately. If it's an update, ensure only the last 2 years have been processed. If works are to have been parked, ensure that they have been and that the appropriate portion has been added. If works are attached to the Workast task, ensure that they've been appropriately processed.

Check Processing

• If works are lined out, ensure that they actually should have been lined out.
• See if the work is a fed gov doc and if it's been correctly identified as such or not on the document. Check the document for an SS indicating the work has been added to spreadsheet. If not, check for a version that should have been added. If it's on the spreadsheet, check that appropriate rights note has been selected, and that the the Creative Commons Public Domain mark has been filled into the CC license fields.
• See if the work is on a Creative Commons license and if it's been correctly identified as such or not. There should always be an SS indicating it's on the spreadsheet. Check that the CC license on the spreadsheet matches the CC license on the work.
• See if the work's publisher is included in Policies on file. If so, check that the document indicates what version we can add. Check the document for an SS indicating the item is on the spreadsheet. If not, search the item to see if there's a version available that should have been added. If it's on the spreadsheet, check that the version being added is one that the publisher allows us to add, and that all of the publisher requirements have been included.

Check Authors 

• Check that a correct authors list is included in the author column. If there are more than 20 authors, check that it's been appropriately parsed and that the full authors list and et al have been included.

Check Collections

• Check the collections and additional collections are correct and complete

Check UMBC Author Orcids

• Check the work and publisher's record for UMBC authors' orcids, and if they're not found, search orcid for them. When an orcid is found, ensure that it's included in the list of orcids, in order, and that the UMBC author's name in the author list has been changed to match the form it appears in in orcid. Also watch for the inclusion of orcids that shouldn't be included in the list–if there are many orcids it's easiest to copy them to a Word doc and hightlight or strikethrough each as you find and check, and then go back to see what's going on with any that are leftover.

Check the Formats, Versions, and Publisher

• Check that the format is correct and complete
• Check that the version matches the version of the work that we're adding.
• Check that the publisher is correct.

Check Citations

• Ensure that any citation provided by the publisher has been copied and pasted in the Word document, and if the publisher provides a Chicago option, that it's been selected.
• If the publisher hasn't supplied a citation, ensure that the citation style is appropriate for the format, that it's complete, and that all punctuation is correct.

Record Updates

• Ensure that record updates include complete information on what needs to be changed in the existing record.