Automated digitization project tracking

Purpose

1.1. Automate the tracking of digitization projects for heritage collections, enabling centralized project oversight, milestone tracking, resource allocation, progress monitoring, audit logging, and stakeholder notifications.
1.2. Automatedly aggregate data from physical-to-digital conversion, ensure all assets are catalogued, and real-time report generation for curators, conservators, and managers.
1.3. Automate notifications for project stages (initiation, scanning, metadata entry, QA, repository submission), digitized item tracking, and preservation actions scheduling.
1.4. Support compliance automation with cultural heritage standards and digital asset management best practices.

Trigger Conditions

2.1. Automated initiation via new digitization project record in collections management system.
2.2. Trigger on file upload to digital asset management platforms.
2.3. Automation on workflow status update (e.g., asset digitized, QA complete).
2.4. Schedule-based automation (e.g., end-of-week project roundup).
2.5. Manual trigger via custom dashboard button.
2.6. Automated dynamic triggers on staff authentication or role changes.

Platform Variants

3.1. Microsoft SharePoint
• Feature/Setting: Automate project list updates using Power Automate; configure “When a new list item is created” event to auto-track digitization status.
3.2. Trello
• Feature/Setting: Automate card creation with Trello API (POST /1/cards) on project start; auto-labeling for digitization stages.
3.3. Airtable
• Feature/Setting: Automate base update on file drop using Airtable Automations; use “On form submit” trigger for digitization intake.
3.4. Monday.com
• Feature/Setting: Automate item status and updates through Monday.com automations; use “Status changes” trigger.
3.5. Smartsheet
• Feature/Setting: Automate row creation/edit with webhooks; auto-generate status summary for curators.
3.6. Asana
• Feature/Setting: Automate task creation/updates via Asana API (POST /tasks); auto-assign based on metadata fields.
3.7. Notion
• Feature/Setting: Automate database entries through Notion API (POST /v1/pages); auto-link assets to collections.
3.8. Google Sheets
• Feature/Setting: Automate row insertion with Google Apps Script; auto-send summary emails.
3.9. Salesforce
• Feature/Setting: Automate record creation and update through Flow Builder; trigger notifications via Process Builder.
3.10. Jira
• Feature/Setting: Automate issue creation for digitization tasks via Jira REST API (POST /rest/api/3/issue).
3.11. Slack
• Feature/Setting: Automate channel notifications using Slack API (chat.postMessage); auto-ping on project milestones.
3.12. Microsoft Teams
• Feature/Setting: Automate chat alerts on file upload with Teams Webhooks.
3.13. Box
• Feature/Setting: Automate folder creation and metadata tagging on upload via Box API (POST /folders, POST /metadata_templates).
3.14. Dropbox
• Feature/Setting: Automation for tracking new scan uploads using Dropbox webhooks and API (files/upload endpoint).
3.15. Google Drive
• Feature/Setting: Automate asset tracking with Drive API (Files: create); auto-update project spreadsheet.
3.16. Zoho Projects
• Feature/Setting: Automate milestone triggers using Zoho Projects API (tasks/milestones endpoint).
3.17. SAP
• Feature/Setting: Automate asset inventory sync using SAP Business One Service Layer (POST /Items endpoint).
3.18. HubSpot
• Feature/Setting: Automate emails for project update using HubSpot Workflow and Email Automation API.
3.19. ServiceNow
• Feature/Setting: Automate task ticketing for at-risk assets using ServiceNow Flow Designer.
3.20. Zendesk
• Feature/Setting: Automate request forms for digitization support via Zendesk API (tickets endpoint).

Benefits

4.1. Automates progress tracking and reporting, reducing manual entry and error rates.
4.2. Automates notifications, ensuring staff remain updated on project movements and milestones.
4.3. Enables automatable resource allocation and prioritization based on real-time data.
4.4. Improves compliance by automating logging and reporting for audits.
4.5. Automates stakeholder communication, strengthening project accountability and transparency.
4.6. Facilitates automated dashboard updates and real-time decision making for heritage preservation projects.
4.7. Drives automation of risk monitoring and digital preservation scheduling for valuable assets.
4.8. Centralizes automatable data, enabling collections management teams to operate with greater efficiency and oversight.