CDL Hosted Archivists` Toolkit Service – User Guide
Contents
1. Use the following settings when configuring the client to connect to our server Note that you should only need to enter the connection settings one time only once the connection settings are successfully entered you should not need to re enter this data Your Connection URL Username and Password will be provided to you by the CDL e Connection URL to be supplied e Database Type MySQL e Username to be supplied e Password to be supplied at Administration Connection Settings Database Properties Connection URL jdbe mysql mysql dev cdlib org 3338 atdsc v Username O OE Password esesse000 S Database Type MySQL v Client Settings You will be prompted to enter your client username and password every time you use the AT Your Class 5 Superuser and Class 4 Repository Manager client Usernames and Passwords will be provided to you by the CDL Please change the account passwords once you ve connected to the application log in using the first account and select Setup gt Users Select your user record and select Reset Password Close the client and repeat the process for the second account Username Password Copyright 2008 by Archivists Toolkit version 1 5 9 View license agreemen t User logon 2 Repository Record Requirements for OAC Repository Settings As part of the initial setup process we will create an entry for your repository you can use2. requires the written permission of the copyright owners In addition the reproduction of some materials may be restricted by terms of gift or purchase agreements donor restrictions privacy and publicity rights licensing and trademarks Works not in the public domain cannot be commercially exploited without permission of the copyright owner Responsibility for any use rests exclusively with the user For permissions to ipublish contact the library Alternatively the rights information can be parsed into multiple Conditions Governing Use Notes where the Note Label for each field is qualified to reflect the particular rights data This requires additional data entry but results in more defined metadata For example Copyright Status Copyright Statement Copyright Date Copyright Holder Copyright Holder Contact Information itle Basic Description Names amp Subjects Notes L Type Title Content Conditions Governing Use note Copyright Status Copyrighted Conditions Governing Use note Copyright Statement Transmission or reproduction of m Conditions Governing Use note Copyright Date 1945 Conditions Governing Use note Copyright Holder Doe Jane Conditions Governing Use note Copyright Holder Contact Information For permissions to republish cont Table 6 Archivists Toolkit Label METS MODS and EAD CDL GDO Summary Conditions Governing lt mods accessCondition Copyright Status indicate if
3. the Class 4 Repository Manager account to modify the entry for the repository or add additional repositories To view the current settings select Setup gt Repositories Select your repository to view the settings You can feel free to modify the settings but data is required in the following fields in the Repository Info tab in order to meet OAC Best Practice Guidelines for Encoded Archival Description Version 2 0 OAC BPG EAD specifications Repository Short Name Agency Code Descriptive Language Repository URL NOTE Use the form of your institution s URL that appears on your institution s landing page in OAC Search OAC P Show collection descriptions 3 Resource Record Requirements for OAC The following tables list out AT data entry fields that should have data in order to meet DACS single level minimum requirements a subset of the OAC Best Practice Guidelines for Encoded Archival Description Version 2 0 OAC BPG EAD OAC Basic encoding scheme The OAC Basic encoding scheme reflects single level descriptive outputs at any level but typically for large accumulations such as collections record groups fonds or record series It can however only describe materials at one explicitly articulated level and does not support multilevel encoding of subsequent lower levels the OAC Full encoding scheme The third column in these tables references the page in which the elements and attributes guidel
4. us at oacops cdlib org e Use Add File Version to create links to content files associated with the object At minimum supply the following o URI indicate a URI for the location of the content file on a web accessible location e g a URL for an image file on your webserver o Use statement indicate the content file function For image objects at least one Image Service for an associated JPEG access image and one Image Thumbnail for an associated GIF thumbnail image must be specified If supplying a TIFF production master image specify an additional Image Master For text objects comprising scanned images see specifications above for image objects For text objects comprising PDFs use Application PDF Images e Image Service e Image Thumbnail e Image Master optional Texts Scanned images e Image Service e Image Thumbnail e Image Master optional Texts PDF e Application PDF Consult the CDL GDO Section 3 3 for information on preparing content files Table 5 Archivists Toolkit Label METS MODS and EAD CDL GDO Summary Mappings Title of the object Object Type lt mets mets gt TYPE A general indicator of the object type e g image or text Digital Object ID lt mets mets gt OBJID The ARK URL for the object To request an ARK URL or a batch of EAD lt dao gt HREF them contact us at oacops cdlib org Example of a digital object ARK URL http con
5. 9 CDL California Digital Library archiv Sha TOOLKIT These instructions are intended for reference by users of our CDL Hosted Archivists Toolkit service They are also suitable for reference by repositories that are implementing a local instance of the Archivists Toolkit The following sections are relevant for these cases Section 1 see Repository Settings requirements only and Sections 2 6 1 Archivists Setup Toolkit Setup Version 2 0 0 Update 3 We will provide the following initial setup for your institution A single back end MySQL database for your institution A single user account Class 5 Superuser permission level We will provide you with a Username and a temporary Password associated with the account for use with the client see Client Settings below A single user account Class 4 Repository Manager permission level for the primary contact at your repository We will provide you with a Username anda temporary Password associated with the account for use with the client see Client Settings below An entry for your repository A Connection URL Username and Password to connect to our server see Connection Settings below Note on User Accounts The single Class 5 Superuser account should ideally be utilized by a staff member at your repository who is responsible for overall administration of the software This permission level will allow you to add or edit repositori
6. IE AD Waa SHEETS b TPERMIFTS OF VERSE B AUTHORS COLLECTION OF SALLI Tithe Cy WRITINGS OF OTHERS Atceeaon Mimie Aioria Tide i PHOTOGRAPHS Tram Comin Papers ia H Baroi Trara Combs papers T Wrap in tag H e pean Language Enelish eng a Repository Processing Hote Repository MSCL i emen F Adel k A add t F D4 aaa Mi te Dorp Feat Frevigus H xi Names amp Subjects Tab On the Names amp Subjects Tab of the Resource record indicate the personal family or corporate name s of the predominant creator s of the collection Table 2 Archivists Toolkit Label EAD Mapping OAC BPG EAD Summar Names lt name gt Indicate personal family or corporate name s as creators Subjecte Hotes Etc amp Deaccessions Finding Aid Gata 5 2 Trams Combe Magers b CORRESPONDENCE b NOTEBOOR AND WORKING SHEETS pj TRESCRUPTS OF WERE Name hime Link Pune Mame Link Creator Subject Finke be AUTHOR S COLLECTION OF SERIALS es O a a by WRITINGS OF OTHERS Combs Tram 1924 Crestor P PHOTOGRAPHS Mathachine Sonety cuinect eae wey Wih ap Gay liberator movement United fbstes Protogranrec pris Aih Century Virgen blandi af Fer riid Suia Phevise acs 1 add Subject Link Remave Subject Link f F Vi am a 0 am Epot s Add Add a Delete amp Fa Manage aoa Export Magii Daim E r EA a child Sigg ead Component samp Transfer N Locatio
7. ck Use Digital Object ID as HREF See Section 7 below for additional lat 45 My Computer ES My Network Places File name information O Desktop S Darry Folders By Home ae My Computer 2 Network Places fy Private Fe archon xml E mca147_ii_cubanc xmi El mss123 xml RenvssceccevencvsesunececnsveDtsnecctccsceovesenssccecceceesaen Suppress components and notes when marked internal only Indude DAO s in output _ Use Digital Object ID as HREF es Save Files of type xml files ry a Cancel 12 Exporting METS Files e Specify MODS encoding within the METS by checking With MODS descriptive metadata 6 Publishing EAD Files in the OAC Note on voroEAD Production Validation Our voroEAD Production ingest process supports the publication of EAD files generated from the AT Note that the system will first attempt to validate files against the EAD DTD before validating them against the EAD schema The EAD DTD specific processing errors can hence be ignored voro data oac ead submission directory filename xml 2 element ead validity error standalone ead declared in the external subset contains white spaces nodes voro data oac ead submission directory filename xml 2 element ead validity error No declaration for attribute schemaLocation of element ead voro data oac ead submission directory filename xml 2 e
8. e ni Revision Date Finding Aid Date Copyright 2005 Lon i Ce Finding Aid Mote Language of Finding Aid a Description amp in language langoode eng x i T wi i C ap Export a Ea E Add ot Oeletec a gt Manage Export Export i LEJ Data E f Le chid mE S Component a _ ae Locations i GEIS EAD Ji asit MARC bee First Previous Next Last os Save Linking from Resource Records to Digital Object Records To create and link to a digital object within the context of a resource record e From the Main Screen select Resources and choose the resource record that you want to add digital objects to e Identify the suitable location where you want to create the link to the new digital object e g file or item level component record At that level select the Add Instance button e Select Digital Object on the list of instance types and click OK e A Digital Object record window will appear See Section 3 below for instructions on creating digital objects To directly create a digital object and then subsequently add later add a link to it within the context of a resource record e From the Main Screen select Digital Objects A Digital Object record window will appear See Section 3 below for instructions on creating digital objects e After the digital object is created from the Main Screen select Resources and choose the resource record which will be subsequently linked to the digital objec
9. es add or edit user accounts and perform all software functions When creating new user accounts they should always be set to Class 4 or lower You can also customize the application with this account Examples of customizations include O Change the user interface label for data elements Add data elements to or remove them from the search editor Add data elements to or remove them from the module browse list Indicate the order left to right of data elements in the module browse list Modify rollover text for data elements O Configure date formats notes lookup lists and rapid data entry screens The single Class 4 Repository Manager account should be utilized by by a staff member at your repository who is responsible for day to day oversight and production use of the software This permission level will allow you to edit the repository with which the account is associated add or edit user accounts Class 4 or lower and perform most software functions Do not edit or delete the user account named atdscrw This Class 5 account is reserved for CDL administrator access to your AT instance O O Installing Client You need to download and install the latest version of the AT client preferably the version bundled with Java on your computer This is available from the AT website on the Download page Connection Settings Once the client is installed launch the application and click on the Select Server button
10. ines tables appear in the OAC BPG EAD Please refer to these pages for more detailed information Repository Information We require a minimal set of data in the Repository Info tab Setup gt Repositories consult Section 1 above for details Basic Description Tab e From the Main Screen select Resources and press the New Record button Select Level for the record Enter a Title Enter a Date Expression and or Begin Date and End Date for the materials Enter the unique Resource Identifier Enter the Extent Number and Extent Measurement cubic feet or linear feet Enter the Language Code for the language of the materials Save the record by pressing the Ok button at the bottom right corner of the window Table 1 Archivists Toolkit Label EAD Mapping OAC BPG EAD Summary Level lt archdesc gt Specify the level of description e g collection level item level lt unittitle gt Indicate the title of the collection Date Expression Indicate dates for the collection Inclusive Dates lt unitdate gt NORMAL Indicate normalized start end dates for Begin End the collection Resource Identifier Indicate the collection or call number Extent Number lt extent gt Provide a numeric value and characterization of the size or extent of the collection collection the materials in the collection Resources Record Siol 353 Tit Tram Combs Papers Resource identifier MSS 023 b C CORRESPOMOENCE e 9 AOTEDD
11. ld begin with the individual s last name followed by the first name and optional middle initial which should both be in parentheses Abel Theodore F Papers Branch Francis Z Correspondence and Papers When two individuals are responsible for a collection and they share the same last name put the last name at the beginning of the filing title Then list both names and optionally a middle initial which should both be in parentheses French Helen D and Paul M Collection When the individuals do not share the same last name list the most appropriate name first with corresponding first name following in parentheses and then the second last name with its Corresponding first name in another set of parentheses French Helen D and Hightower Paul Collection Corporate names and family names should generally be listed as in their established form or as they appear Use appropriate abbreviations such as Corp Co Inc Misc Dept etc to maintain brevity Bidwell Family Papers Crowley Maritime Corp Records oes Basic Gescription Hames amp Subjects Motes Ete B Deaccessions Finding A boikin EAD FA Unique Identifier masz emil C Spee b EO NOTED AND WORKING SHEETS E CG TERRI OF ERS EAD FA Location P DO AUTHOR S COLLECTION OF SERIALS e C WRITINGS OF OTHERS Finding Ald Tithe i Tram Combs Papers Edition Sta herbert Finding Ald Subsitie er les Finding Ahi Filing Tith
12. lement ead validity error No declaration for attribute xmlns ns2 of element ead etc If the file successfully passes the EAD schema validation you will receive a File Queued for Publication confirmation at the end of the processing results log 7 Workflow Considerations for Publishing EAD Files and Linked METS Files in OAC Calisphere We generally recommend that you initially create a Resource record in AT and export the Resource record as an EAD file for publication in OAC See Sections 2 3 above for information on creating Resource records and Section 5 above for details on exporting When creating the EAD export it should not contain any links to associated digital objects at the time of export do not select Include DAO s in oututs or Use Digital Object ID as HREF Publish the EAD file in OAC see http www cdlib org services dsc contribute submitead html Once you publish the EAD file in OAC it ll result in a URL for the finding aid that looks like this http www oac cdlib org findaid ark 1 3030 H H H Copy that URL and paste it into the EAD FA Location field on the Finding Aid Data tab in the Resource record Next create Digital Object records in the AT and generate METS exports for those records for publication in OAC Calisphere See Sections 2 and 4 above for information on creating Digital Object records and Section 5 above for details on exporting Publish the METS files in OAC Calisphere see ht
13. ns Ji GEIS EAD J eis MARC j peat a wW i W y E j aa i Close have First Previous Next Last Reports Notes Etc amp Deaccessions Tab This tab provides 29 notes that can be added at the resource level or at any component level Note that you may change the default note header provided by the AT e Use one Abstract for a brief summary of collection contents and context at highest level only e Use one Conditions Governing Access note to record particular access restrictions even if the collection has no access e Use one Scope and Contents note to provide a prose statement summarizing the document types formats and topical coverage of the collection e Optionally use one or more Biographical Historical note s to encode concise essays or chronologies providing information about the creator s or collector s note that this is preferred and not mandatory required e Save the record by pressing the Ok button at the bottom right corner of the window af Archivists Toolkit 2 0 0 update 2 File Import Setup Reports Tools Help rn rN ra ra Fm Ea es Filter search recuits J 2 Resources Record 51 of 39 Title Tram Combs Papers Resource Identifier MSS 12 amp Se i Basic Description Names amp Subjects S Finding Aid Data r D CORRESPONDENCE Notes etc gt 3 NOTEBOOK AND WORKING SHEETS i gt 5 TYPESCRIPTS OF VERSE Type Ti
14. ope content of the collection and details about the document types formats and topical coverage of the collection Biographical Historical note lt bioghist gt If applicable provide a concise essay or chronology with information about the creator s or collector s Finding Aid Data Tab Use this tab to enter required information for the finding aid Table 4 Archivists EAD Mapping OAC BPG EAD Summary Toolkit Label EAD FA lt eadid gt URL Encode the ARK URL for the finding aid pg 9 if one has Location been pre assigned to the finding aid or if the finding aid is already published in the OAC To request an ARK URL contact us at oacops cdlib org If you plan to generate METS digital objects and would like them to link to an associated OAC finding aid then use this field to record the ARK URL for the associated finding aid Example of an OAC finding aid s ARK URL http www oac cdlib org findaid ark 13030 kt5b69q5bc Finding Aid lt titleproper gt Indicate the formal title of the finding aid itself e g Guide to Title the Jane Doe Papers and not the title of the collection being described Finding Aid lt titleproper gt Indicate the filing title of the finding aid Note that the filing title Filing Title TYPE FILING is a modified form of the formal title The filing title appears in browsing lists on the OAC For papers created collected or associated with an individual the filing title shou
15. so note any specific error messages This will help us track and troubleshoot the problem Revision History e August 2011 Added Repository URL to Repository Settings requirement see pp 2 3 e September 2011 o Removed Label from Digital Object Record requirement see p 9 o Removed Existence and Location of Originals Notes Tab from Digital Object Record requirement see p 9 o Added recommendations for encoding rights related information in Digital Object Record see p 10 e October 2011 Updated reference to version of client installation on p 1 use the latest version e November 2011 Reiterated repository record requirements within the context of resource and digital object records e January 2012 Provided summary descriptions of OAC BPG and CDL GDO specifications e April 2012 Updated Resource record requirements to reflect DACS single level minimum recommendations a subset of the OAC Best Practice Guidelines for Encoded Archival Description Version 2 0 OAC BPG EAD OAC Basic encoding scheme e July 2013 Added new Section 7 providing an overview of workflow considerations when publishing EAD files interlinked with METS files exported from the AT 14
16. t e From the Resource Record identify the suitable location where you want to create the link to the new digital object e g file or item level component record At that level select the Add Instance button e Select Digital Object Link on the list of instance types and click OK e Select the digital object and click Link 4 Digital Object Record Requirements for OAC Calisphere The CDL Guidelines for Digital Objects Version 2 0 CDL GDO must be followed when contributing METS digital objects to OAC and Calisphere The following tables list out AT data entry fields that should have data in order to meet the CDL GDO Enhanced Service Level Section 3 2 requirements The third column in these tables references the page in which the elements and attributes guidelines tables appear in the CDL GDO Please refer to these pages for more detailed information Repository Information We require a minimal set of data in the Repository Info tab Setup gt Repositories consult Section 1 above for details Basic Description Tab e From the Main Screen select Resources and press the Add Instance button under Instances Select Digital Object from the pull down menu Enter a Title for the object Enter a Date Expression and or Begin Date and End Date for the object Specify the type of object using Object Type Enter the ARK URL for the object in Digital Object ID To request an ARK URL ora batch of them contact
17. tent cdlib org ark 13030 kt4h4nc5h8 Resources Digital Object Digtal Object Title Test Resource ID 1 Title Test Dates Date Expression n Date Begin End Basic Description Names amp Subjects Notes C Restrictions Apply Object Type Digital Object ID Resource Linked to this Digital Object EAD Dao Acutate Resource Identifier Resource Title 1 Test al EAD Dao Show v Language Code Achinese ace Repository CDL AT Change Repository File Versions Lise Statement a Add File Version Remove File Version Add Add Delete a Export FA Export FS Export Export g Child D Sibling Node ware METS Mais MARC uss MODS Dublin Core ai at rme rE ema fom FP Notes Tab e Recommended use the Conditions Governing Use Note to indicate rights information for the digital object Note that rights information can be expressed in the form of a single Conditions Governing Use Note This results in less data entry however the metadata is not parsed 10 Basic Description Names amp Subjects Notes _ Type Title Content Conditions Governing Use note Rights Copyrighted 1945 by Jane Doe T Digital Objects C internal Onty Persistent 1D Type Conditions Governing Use note l Note Label Rights Note Content copyrighted 1945 by Jane Doe Transmission or reproduction of materials protected by copyright beyond that allowed by fair use
18. the Use tyoe useAndReproduction gt material is in public domain copyrighted or if copyright status is unknown Copyright Statement a note indicating copyright restrictions if any applying to the resource See the CDL GDO Appendix B for suggested boilerplate Copyright Date The year the resource was copyrighted If applicable Copyright Holder The name s of the rights holder of the resource 11 Copyright Holder Contact Information Indication of who users should contact for permissions to a copyrighted resource Linking from Digital Object Records to Resource Records If you plan to generate METS digital objects and would like them to link to an associated finding aid then use the EAD FA Location field on the Finding Aid Data tab of the Resources data entry screen to record the URL for the associated finding aid If the finding aid will be published in the OAC use the ARK URL for the finding aid Example of an OAC finding aid s ARK URL http www oac cdlib org findaid ark 13030 kt5b69q5bc Consult Table 4 above for more information 5 Exporting Exporting EAD Files If you described subordinate components lt dsc gt the OAC EAD BPG requires numbered component tags in the output Check Number component levels lf the finding aid has associated digital objects that you ve created in the AT and have already been published in OAC Calisphere check Include DAO s in outputs Also che
19. tle Content gt AUTHOR S COLLECTION OF SERIALS Abstract Abstract Papers of Tram Combs writer and bookseller 4 gt 3 WRITINGS OF OTHERS Scope and Contents note Scope and Content of Collection Dating from the late 1940s through 1964 th gt 9 PHOTOGRAPHS Biographical Historical note Biography Elisha Trammel Tram Combs Jr was born 2 Conditions Governing Use note Publication Rights Publication rights are held by the creator of t Preferred Citation note Preferred Citation Tram Combs Papers MSS 0123 Mandeville S Immediate Source of Acquisition note Acquisition Information Not Available Conditions Governing Access note Access Collection is open for research Add note etc E Remove Note etc Deaccessions Deaccession Date Extent Extent Measurement z 5 x y Add Deaccession Remove Deaccession s Add Add Delete Manage Export Export ee g 3 spud Rapid Data E F BB transter ae I ES A H Cont Child _ Sibling Component us Locations J aiis MARC MARC Labels iC bt 305 D G0 a sa O d aap First Previous Next Last Reports Save Table 3 scope content of the collection Conditions Governing Access note lt accessrestrict gt Note particular access restrictions even if the collection has no access restrictions In the latter case use the text Collection open for research or a similar statement Scope and Contents note lt scopecontent gt Provide a prose statement summarizing the sc
20. tp www cdlib org services dsc contribute submitmets html During this time you can also begin the process of linking your Digital Object records in the Archivists Toolkit to their associated Resource record at the appropriate levels of description in the Resource record See Sections 3 4 above for details on linking Once the METS files are published in OAC Calisphere re generate the EAD file for the collection When creating the EAD export this time it should contain the links to the associated digital objects at the time of export select Include DAO s in oututs and Use Digital Object ID as HREF Re publish the EAD file in OAC see http www cdlib org services dsc contribute submitead html 13 8 Questions Problems Who to Contact for Assistance The Archivists Toolkit User Manual Version 2 0 can be found at http archiviststoolkit org node 310 We maintain an online forum for the CDL Hosted Archivists Toolkit Service at http www getsatisfaction com dsc products dsc_cdl hosted archivists toolkit Feel free to join discussions with other users ask questions report problems or request support Alternatively you can report problems or send requests for support to our helpdesk system via email at oacops cdlib org indicate Archivists Toolkit in your subject line When reporting technical issues with the applications please note specific steps that you took before encountered the error and please al
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