using contentdm to build digital collections tool kit

Using CONTENTdm to Build Digital Collections

Adam NorthamDigital Collections Librarian

Texas A&M University-CommerceAdam_Northam@TAMU-Commerce.edu

903.468.8738

Using CONTENTdm to Build Digital Collections

This training will provide the following:

• An Overview of CONTENTdm• Definitions/discussion of terms and concepts

encountered when using CONTENTdm• Step by step examples of how various tasks

are accomplished in CONTENTdm

What is CONTENTdm?

• CONTENTdm is a digital collection builder and management system--Files stored on a server--Collections built locally sent to server via Acquisition Station--Collections accessible via the Web

What is CONTENTdm? (cont.)

CONTENTdm SERVER

(Collections Stored Here & Served out

to Web)

Acquisition Station

Acquisition Station

Acquisition Station

What is CONTENTdm? (cont.)

• CONTENTdm provides structure that makes digital collections searchable via a Web browser

--Every item in a collection has an item record associated with it--An Item record contains information about a given object; that information is called metadata—Metadata can be indexed (made searchable)--More on metadata later

What You Need

• CONTENTdm Server (Provided by TAMU-C)

• Acquisition Station Software (Provided by TAMU-C)

• A workstation to run Acquisition Station Software

System Requirements for Acquisition Station

• Microsoft® Windows 2000 Professional or Windows XP • 32-bit x86 processor (Intel® Pentium® 4 class

compatible processor or higher) • Microsoft® Internet Explorer® 6.0 or later • Minimum 256MB RAM • 100MB of available hard-disk space for installation • Minimum display resolution of 1024 × 768 • 128Kbps or faster connection • Acrobat Reader® 7.0 or later

Definitions Related to CONTENTdm and Digital Collections

• Collection-A group of objects that share the same metadata scheme, and live on the same server; Many separate collections can existCollections can consist of a variety of file/media types

--Images (JPEG, TIFF, PNG etc.)--Video (MPEG, WMV, AVI etc)--Documents (MS Word, PDF, etc)

--Audio (MP3, WAV, WMA, etc)

Definitions (Cont.)

• Project-A template, profile or workspace within Acquisition Station

--Items are imported into projects--Live on local machine until uploaded to server--Projects populate collections

Collections & Projects

Collection Project 2

Project 3

Project 1

What the Heck is Metadata, Anyway?

• Term literally means data about data

• It is specifically structured information that describes any information object; print or digital

example—the information recorded on a traditional catalog card is metadata

Metadata (Cont.)

• CONTENTdm supports 2 metadata templates:

– 1. Dublin Core

– 2. Visual Resources Association Core

We use Dublin CoreDublin Core will be discussed here

Dublin Core

• Dublin Core was designed to be a relatively simple system that can succinctly describe a wide range of objects

• Made up of 15 elements

Dublin Core Elements

Dublin Core Elements (Cont.)

• Elements can be qualified to allow for more precise searches:

• In addition to DC.Title you may also havea DC.Title.alternative field

Other fields may be qualified if necessary

DC imposes some consistency within collections

Dublin Core in CONTENTdm

• DC Simple is default metadata scheme

• Fields can be added, removed, repeated as needed

• Fields can be renamed, reordered, indexed (made searchable), or hidden

Dublin Core in CONTENTdm (Cont.)

• Dublin Core is an accepted standard among libraries, museums, information institutions

• Different CONTENTdm collections are interoperable

• Also makes it easy to migrate data to other systems if necessary

Dublin Core in CONTENTdm (Cont.)

More information about Dublin Core can be found here:

http://dublincore.org/

Download CONTENTdm

• The first step to building a collection is to download and install the CONTENTdm Acquisition Station software

• Partner organizations will be given access to the User Support Center; has downloads, tutorials, help postings etc.

Administrative Functions of CONTENTdm

• Parameters of collections can be set before built

• Done by CONTENTdm Administrator

Administrative module accessed via Acquisition Station

Administrative Functions of CONTENTdm

Click Administration at the top of the screen to access the administrative functions of CONTENTdm

Administrative Functions of CONTENTdm

• Users can choose administrative options for:

• Servers

• Collections

• Items

Administrative Functions of CONTENTdm

This is a view of the collections administration page

Administrative Functions of CONTENTdm

Field properties allows customization of metadata fields, names, display order, etc.

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

Administrative Functions of CONTENTdm

This is a screen that allows an administrator to edit attributes of individual fields

Item Administration

• From the Item Admin Page:• CDM administrator gives final approval for

objects to go into collections• Collection can be indexed to make changes

take effect• Items can be added to a collection• Item metadata can be edited

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

Building a Collection

• To start a new collection or project you first need:

1.URL of server where the collection will be stored

2.Username3.Password

*All provided for partners by TAMU-C

Building a Collection (cont.)

Click on Start menu—All Programs—Acquisition Station

Building a Collection (cont.)

Click New

Building a Collection (cont.)

•The New Project window opens•Click Next to continue

Building a Collection (cont.)

Enter a name for your project—Click next

Building a Collection (cont.)

Enter the URL of the server where the collection is/will be stored

Building a Collection (cont.)

Enter your user name and passwordServer location, user name, & password assigned by TAMU-Commerce Technology Services Department

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

Building a Collection (cont.)

Choose how objects will be uploaded to server—Choose FTP to server

Building a Collection (cont.)

• Your project space is now configured

• You can now import items to prepare them to go into a collection

• The items should be stored on a drive that is accessible to your computer

Building a Collection (cont.)

Click Import

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

Building a Collection (cont.)

Now browse to where your items are stored on your computer/drive and click open

Building a Collection (cont.)

This brings up the picture along with the Media Editor

Building a Collection (cont.)

The media editor allows metadata for each object to be created

Building a Collection (cont.)

• 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

• Title is the only field REQUIRED on each record

• Other fields may be ignored on records if desired

Building a Collection (cont.)

•The item is now ready to be sent to the server

•If Metadata needs to be edited, click on the thumbnail to open the Media Editor

Building a Collection (cont.)

Click UploadThe 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

Building a Collection (cont.)

• If you are not administrator for a collection that was the final step

• The item is now in the pending queue

• Accessed via CONTENTdm Administration

Approve Items(Administrators Only)

2 items are waiting for approval; metadata can be edited as needed at this point

Approve Items

• Administrators have the option of approving all items together or individually

• 1 more step after approving items

• Collection must be indexed so that newly approved items are included

Index Collection

Click Start Index—Items are now viewable via the Web

More Help

• More Help and step-by-step tutorials can be found in the CONTENTdm User Support Center

• www.contentdm.com/usc

• Registration is required—if you don’t have it, get institution ID from CONTENTdm Administrator