Using ContentDM To Build Digital Collections Tool Kit


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Using ContentDM To Build Digital Collections Tool Kit

  1. 1. Using CONTENTdm to Build Digital Collections Adam Northam Digital Collections Librarian Texas A&M University-Commerce [email_address] 903.468.8738
  2. 2. Using CONTENTdm to Build Digital Collections <ul><li>This training will provide the following: </li></ul><ul><li>An Overview of CONTENTdm </li></ul><ul><li>Definitions/discussion of terms and concepts encountered when using CONTENTdm </li></ul><ul><li>Step by step examples of how various tasks are accomplished in CONTENTdm </li></ul>
  3. 3. What is CONTENTdm? <ul><li>CONTENTdm is a digital collection builder and management system </li></ul><ul><li>--Files stored on a server </li></ul><ul><li>--Collections built locally sent to server via Acquisition Station </li></ul><ul><li>--Collections accessible via the Web </li></ul>
  4. 4. What is CONTENTdm? (cont.) <ul><li>Acquisition Station </li></ul>CONTENTdm SERVER (Collections Stored Here & Served out to Web) Acquisition Station Acquisition Station
  5. 5. What is CONTENTdm? (cont.) <ul><li>CONTENTdm provides structure that makes digital collections searchable via a Web browser </li></ul><ul><li>--Every item in a collection has an item record associated with it </li></ul><ul><li>--An Item record contains information about a given object; that information is called metadata—Metadata can be indexed (made searchable) </li></ul><ul><li>--More on metadata later </li></ul>
  6. 6. What You Need <ul><li>CONTENTdm Server (Provided by TAMU-C) </li></ul><ul><li>Acquisition Station Software (Provided by TAMU-C) </li></ul><ul><li>A workstation to run Acquisition Station Software </li></ul>
  7. 7. System Requirements for Acquisition Station <ul><li>Microsoft® Windows 2000 Professional or Windows XP </li></ul><ul><li>32-bit x86 processor (Intel® Pentium® 4 class compatible processor or higher) </li></ul><ul><li>Microsoft® Internet Explorer® 6.0 or later </li></ul><ul><li>Minimum 256MB RAM </li></ul><ul><li>100MB of available hard-disk space for installation </li></ul><ul><li>Minimum display resolution of 1024 × 768 </li></ul><ul><li>128Kbps or faster connection </li></ul><ul><li>Acrobat Reader® 7.0 or later </li></ul>
  8. 8. Definitions Related to CONTENTdm and Digital Collections <ul><li>Collection-A group of objects that share the same metadata scheme, and live on the same server; Many separate collections can exist </li></ul><ul><li>Collections can consist of a variety of file/media types </li></ul><ul><li>--Images (JPEG, TIFF, PNG etc.) </li></ul><ul><li>--Video (MPEG, WMV, AVI etc) </li></ul><ul><li>--Documents (MS Word, PDF, etc) </li></ul><ul><li>--Audio (MP3, WAV, WMA, etc) </li></ul>
  9. 9. Definitions (Cont.) <ul><li>Project-A template, profile or workspace within Acquisition Station </li></ul><ul><li>--Items are imported into projects </li></ul><ul><li>--Live on local machine until uploaded to server </li></ul><ul><li>--Projects populate collections </li></ul>
  10. 10. Collections & Projects Collection Project 2 Project 3 Project 1
  11. 11. What the Heck is Metadata, Anyway? <ul><li>Term literally means data about data </li></ul><ul><li>It is specifically structured information that describes any information object; print or digital </li></ul><ul><li>example—the information recorded on a traditional catalog card is metadata </li></ul>
  12. 12. Metadata (Cont.) <ul><li>CONTENTdm supports 2 metadata templates: </li></ul><ul><ul><li>1. Dublin Core </li></ul></ul><ul><ul><li>2. Visual Resources Association Core </li></ul></ul><ul><ul><li>We use Dublin Core </li></ul></ul><ul><ul><li>Dublin Core will be discussed here </li></ul></ul>
  13. 13. Dublin Core <ul><li>Dublin Core was designed to be a relatively simple system that can succinctly describe a wide range of objects </li></ul><ul><li>Made up of 15 elements </li></ul>
  14. 14. Dublin Core Elements
  15. 15. Dublin Core Elements (Cont.) <ul><li>Elements can be qualified to allow for more precise searches: </li></ul><ul><li>In addition to DC.Title you may also have </li></ul><ul><li>a DC.Title.alternative field </li></ul><ul><li>Other fields may be qualified if necessary </li></ul><ul><li>DC imposes some consistency within collections </li></ul>
  16. 16. Dublin Core in CONTENTdm <ul><li>DC Simple is default metadata scheme </li></ul><ul><li>Fields can be added, removed, repeated as needed </li></ul><ul><li>Fields can be renamed, reordered, indexed (made searchable), or hidden </li></ul>
  17. 17. Dublin Core in CONTENTdm (Cont.) <ul><li>Dublin Core is an accepted standard among libraries, museums, information institutions </li></ul><ul><li>Different CONTENTdm collections are interoperable </li></ul><ul><li>Also makes it easy to migrate data to other systems if necessary </li></ul>
  18. 18. Dublin Core in CONTENTdm (Cont.) <ul><li>More information about Dublin Core can be found here: </li></ul><ul><li> </li></ul>
  19. 19. Download CONTENTdm <ul><li>The first step to building a collection is to download and install the CONTENTdm Acquisition Station software </li></ul><ul><li>Partner organizations will be given access to the User Support Center; has downloads, tutorials, help postings etc. </li></ul>
  20. 20. Administrative Functions of CONTENTdm <ul><li>Parameters of collections can be set before built </li></ul><ul><li>Done by CONTENTdm Administrator </li></ul><ul><li>Administrative module accessed via Acquisition Station </li></ul>
  21. 21. Administrative Functions of CONTENTdm Click Administration at the top of the screen to access the administrative functions of CONTENTdm
  22. 22. Administrative Functions of CONTENTdm <ul><li>Users can choose administrative options for: </li></ul><ul><li>Servers </li></ul><ul><li>Collections </li></ul><ul><li>Items </li></ul>
  23. 23. Administrative Functions of CONTENTdm This is a view of the collections administration page
  24. 24. Administrative Functions of CONTENTdm Field properties allows customization of metadata fields, names, display order, etc.
  25. 25. Administrative Functions of CONTENTdm Change display order of fields on this screen using drop down menus Clicking edit allows individual field properties to be changed
  26. 26. Administrative Functions of CONTENTdm This is a screen that allows an administrator to edit attributes of individual fields
  27. 27. Item Administration <ul><li>From the Item Admin Page: </li></ul><ul><li>CDM administrator gives final approval for objects to go into collections </li></ul><ul><li>Collection can be indexed to make changes take effect </li></ul><ul><li>Items can be added to a collection </li></ul><ul><li>Item metadata can be edited </li></ul>
  28. 28. Administrative Functions of CONTENTdm This is the Item Administration page Item administration is very important once items have been prepared to go into a collection
  29. 29. Building a Collection <ul><li>To start a new collection or project you first need: </li></ul><ul><li>URL of server where the collection will be stored </li></ul><ul><li>Username </li></ul><ul><li>Password </li></ul><ul><li>*All provided for partners by TAMU-C </li></ul>
  30. 30. Building a Collection (cont.) Click on Start menu—All Programs—Acquisition Station
  31. 31. Building a Collection (cont.) Click New
  32. 32. Building a Collection (cont.) <ul><li>The New Project window opens </li></ul><ul><li>Click Next to continue </li></ul>
  33. 33. Building a Collection (cont.) Enter a name for your project—Click next
  34. 34. Building a Collection (cont.) Enter the URL of the server where the collection is/will be stored
  35. 35. Building a Collection (cont.) Enter your user name and password Server location, user name, & password assigned by TAMU-Commerce Technology Services Department
  36. 36. Building a Collection (cont.) Choose which collection you would like the project to be associated with ** The collection space will have been set up by TAMU-Commerce Technology Services Department
  37. 37. Building a Collection (cont.) Choose how objects will be uploaded to server—Choose FTP to server
  38. 38. Building a Collection (cont.) <ul><li>Your project space is now configured </li></ul><ul><li>You can now import items to prepare them to go into a collection </li></ul><ul><li>The items should be stored on a drive that is accessible to your computer </li></ul>
  39. 39. Building a Collection (cont.) Click Import
  40. 40. Building a Collection (cont.) File Imports 1 item at a time Compound object refers to several items that are associated by sequential file names and displayed together within a collection as 1 object; example-pages of a book Multiple files allows you to import several individual objects at once
  41. 41. Building a Collection (cont.) Now browse to where your items are stored on your computer/drive and click open
  42. 42. Building a Collection (cont.) This brings up the picture along with the Media Editor
  43. 43. Building a Collection (cont.) The media editor allows metadata for each object to be created
  44. 44. Building a Collection (cont.) <ul><li>The fields listed in the Media Editor by default are Simple Dublin Core, but can be deleted, added to, renamed, as needed, depending on the nature of the collection </li></ul><ul><li>Title is the only field REQUIRED on each record </li></ul><ul><li>Other fields may be ignored on records if desired </li></ul>
  45. 45. Building a Collection (cont.) <ul><li>The item is now ready to be sent to the server </li></ul><ul><li>If Metadata needs to be edited, click on the thumbnail to open the Media Editor </li></ul>
  46. 46. Building a Collection (cont.) Click Upload The Item is sent to the server, and goes to the queue to await final approval The Item is no longer accessible via the Acquisition Station
  47. 47. Building a Collection (cont.) <ul><li>If you are not administrator for a collection that was the final step </li></ul><ul><li>The item is now in the pending queue </li></ul><ul><li>Accessed via CONTENTdm Administration </li></ul>
  48. 48. Approve Items (Administrators Only) 2 items are waiting for approval; metadata can be edited as needed at this point
  49. 49. Approve Items <ul><li>Administrators have the option of approving all items together or individually </li></ul><ul><li>1 more step after approving items </li></ul><ul><li>Collection must be indexed so that newly approved items are included </li></ul>
  50. 50. Index Collection Click Start Index—Items are now viewable via the Web
  51. 51. More Help <ul><li>More Help and step-by-step tutorials can be found in the CONTENTdm User Support Center </li></ul><ul><li> </li></ul><ul><li>Registration is required—if you don’t have it, get institution ID from CONTENTdm Administrator </li></ul>