Digital Archive Islandora Ingest and Administration training outline

Collection creation

• Metadata form review

  • Same form for collections or objects

    • Fields fulfilled will likely be different between collections versus individual objects e.g. a collection will not need a specific form

  • Highlighting necessary form fields for collection

  • Required fields are denoted in the form

    • Title

    • Resource type Collection

    • Model type Collection

    • Member of collection setting

      • Only existing nodes are available options

• Editing options after collection creation

  • Collections cannot be deleted by normal library users, deletion requests must be submitted to Marmot staff

• Subcollections can be created to nest under parent collection if necessary

Entity taxonomy term searching and creation

• It’s best practice to confirm if the entities that will be linked in the ingested objects are currently part of the appropriate taxonomy.

  • May need to review the entities that are returned in searches to confirm if existing taxonomy entities correspond with the new ingest items

• Adding a taxonomy entity terms

  • Basic form to fulfill with as much information as is relevant to the taxonomy entity

  • Taxonomy entities can be linked to one another e.g. person to an event or organization

  • Topical subjects can be added and reference a unique taxonomy

    • Reference best practices documents created by the committee and encourage staff to follow best practices despite the fact that legacy data might not meet current best practices

    • Try to utilize existing subject headings from the taxonomy when possible

  • PIDs are from legacy Islandora and should typically be ignored

  • Owner ID should be entered as the username for the user creating the taxonomy entity

  • Taxonomies do not go through the same derivative generation because they don’t have media attached in the same way

    • Thumbnails for display have to be added manually

    • Follow the dimension thresholds noted for the thumbnails

      • May need to have a unique, smaller file for thumbnails

Ingesting objects

• Using existing or newly created collections

• Objects are added as children to parent collection with appropriate resource types

• Metadata form fulfillment

  • Objects will have more detailed metadata forms than collections

    • Marmot recommends that library staff have all the data points that they will need to add to the object collected, specifically entities

  • Choosing both resource types and model type options

  • Format

    • Not required, but does influence display in the catalog

    • Choose something consistent

  • Pika display type

    • More robust controlled vocabulary

  • Contributors link to person entity taxonomy

  • Marmot shared section

    • Includes other entity linking that archive staff are already familiar with

  • Site specific

    • Boulder and Marmot options in the parent menu

    • This should always be opened and fulfilled the best of the library’s ability

  • Pika options

    • Similar to legacy format, should have same display outcomes

  • Other fields are more nuanced or specific

  • System section

    • Member of setting auto populates and can be modified to create relationships between multiple collections

      • Can use text searching or enter specific node IDs

  • Access control

    • Specific to Boulder

• Adding Media

  • Added in the Media tab after creating the stub/parent record

  • Review the media options

    • Most popular/used Image, Video, Audio, Document

  • Choose the appropriate file for the object using the

  • Media use type

    • Typically the Original File option

  • After upload, the derivatives are generated and the user is redirected to the media tab for the object, with all derivatives listed

  • Sometimes media uploads may be part of a larger queue which can take some time to process

  • Users can delete media and files if the original file was loaded in error

    • Users should delete the file and all its derivatives before uploading again