DSpace Administration and Use

July 23rd, 2008 Baylor University

Scott Phillips Research and Development scott@[Link]

Jay Koenig Metadata Librarian jkoenig@[Link]

Schedule
9:00 - Introduction to DSpace 9:30 - Users, Groups, and Authorizations 10:00 - Hands-on: Creating Collections 10:30 - Item Submission and Workow 11:00 - Hands-on: Submitting an Item Lunch, 11:30 - 1:00 1:00 1:30 2:00 2:30 - Metadata Registries and Templates - Administrating DSpace - Conguration Options - Batch Imports

Introduction to DSpace

What is DSpace?

Captures Digital research material in any formats Directly from creators (faculty) Large-scale, stable, managed long-term storage Describes Descriptive, technical, rights metadata Persistent identiers Distributes Via WWW, with necessary access control Preserves Bitstream guaranteed

The DSpace Community

~250 registered live sites World-wide adoption >1m digital assets and growing fast, largest sites several hundred thousand items Prole Primarily research and higher education institutions Cultural heritage organizations, state libraries/archives Some commercial users and service providers Active development community

How to get connected

[Link] Documentation NewSpace Newsletter Mailing Lists dspace-tech dspace-dev [Link] Technical guides On-going projects

DSpace Data Model

Community Community Collection Item
Bundle
Bitstream Bitstream

Metadata
(Dublin Core)

Bundle Bitstream

DSpace Data Model

Community Community Collection Collection Item
Bundle
Bitstream Bitstream

Item
Bundle
Bitstream Bitstream

Metadata
(Dublin Core)

Metadata
(Dublin Core)

Bundle Bitstream

Bundle Bitstream

What Metadata?

Descriptive Metadata Qualied Dublin Core Limited expansion to other formats Administrative Metadata Internal access control Structural Metadata Bundles & bitstreams

Handles

Persistent identier Communities Collections Items

Format:
hdl:1721.123/4567 [Link]

prex identier

Communities and Collections

Communities

Can contain sub-communities or collections

Collections

Can contain items

Items

Contains metadata and bitstreams (les)

Example

Community Sub-community

Sub-community Collection Items Collection

Items

Collection Items

Example

University (Community) College (Sub-community)

Department (Sub-community) Faculty Member (Collection) Papers (Items) Center (Collection)

Technical Reports (Items)

Historical Images (Collection) Images (Items)

Users, Groups, and Authorizations

Users and Groups

Users - individuals that have a role in the repository Groups - groups of users that share roles

Special Groups

Administrator - Group of repository administrators Anonymous - Anyone

User Authorizations

Bitstream READ - can open the le WRITE - can alter the le Bundle ADD/REMOVE - can add bitstreams to a bundle Item READ - can view the item WRITE - can modify the item ADD/REMOVE - can add or remove bitstreams Collection ADD/REMOVE - can add or remove items from the collection DEFAULT_ITEM_READ - new items receive this READ attribute DEFAULT_BITSTREAM_READ - new bitstreams receive this READ authorization COLLECTION_ADMIN - can edit or withdraw items, or map items into the collection Community ADD/REMOVE - can ad or remove collections from the community

Workow Steps

No Workow Steps

Item is made available upon submission Administrator can accept or reject a submission Administrator can edit metadata before making item available Combination of 1 and 3

Workow Step 1

Workow Step 3

Workow Step 2

Workow Steps
Edit Metadata Edit Metadata Submit Accept Accept Accept

Unnished Submission

Workow Step 1
Reject

Workow Step 2
Reject

Workow Step 3

Available in DSpace

Hands-on: Creating Collections

Submission & Approval

Submission (web-based, single item) Metadata entry File upload License agreement Approval Depends on the activated workow step Accept/Reject Accept puts the item into public view Reject sends the workow back to the submitter Edit Metadata Once metadata is edited, item goes into public view

Item Submission and workow

Hands-on: Submitting an Item

Break for Lunch

9:00 - Introduction to DSpace 9:30 - Users, Groups, and Authorizations 10:00 - Hands-on: Creating Collections 10:30 - Item Submission and Workow 11:00 - Hands-on: Submitting an Item Lunch, 11:30 - 1:00 1:00 1:30 2:00 2:30 - Metadata Registries and Templates - Administrating DSpace - Conguration Options - Batch Imports

Metadata Registries and Templates

Metadata Registry and Templates

Metadata Registry

Denes metadata elds Add new elds

Item template

Set default values for metadata elds Affects all new submissions, does not change metadata for existing items

Item Mapper

Items can appear in multiple collections Must be mapped from the destination collection Mapped items appear in the second collection but do not exist in the second collection

Administrating DSpace

Removing Items

Withdraw

Removes item from view Does not show up in search results Recoverable

Permanently Delete

Unrecoverable Handle is not reused Can only be done by a repository administrator

External Linking

Repository item

Handle [Link]

Bitstream

Handle + Bitstream Name [Link]

System-wide Alert

Accessed through the Control Panel menu item Can be used to notify users of downtime or other maintenance Timer can be added to note expiration Other possible uses

Conguration Options

Conguration Locations

File: [Link] General DSpace parameters Catch all location File: [Link] Where themes are installed Interface plugins, known as aspects Files: [Link] Congure the submission questions

[Link]: Email Options

# From address for mail [Link] = dspace-noreply@[Link] # Currently limited to one recipient! [Link] = dspace-help@[Link] # General site administration (Webmaster) e-mail [Link] = dspace-help@[Link] # Recipient for server errors and alerts # [Link] = email-address-here # Recipient for new user registration emails # [Link] = email-address-here

[Link]: Search & Index

[Link].1 = author:[Link].* [Link].2 = author:[Link].* [Link].3 = title:[Link].* [Link].4 = keyword:[Link].* [Link].5 = abstract:[Link] [Link].6 = author:[Link] [Link].7 = series:[Link] [Link].8 = abstract:[Link] [Link].9 = mime:[Link] [Link].10 = sponsor:[Link] [Link].11 = identifier:[Link].* [Link].12 = language:[Link]

[Link]: Authentication

Password (default) Users signup for an account with the repository LDAP Access one universitys local account management system Shibboleth Access multiple universities account management systems

[Link]: Browse Indexes

Browse Metadata: Name Metadata elds Data type (title, text, date) Browse Items Name Sorting option Sorting Options Name Metadata eld Data type (title, text date)

[Link]: Browse Indexes

# Browse Configuration [Link].1 = dateissued:item:dateissued [Link].2 = author:metadata:[Link].*:text [Link].3 = title:item:title [Link].4 = subject:metadata:[Link].*:text #[Link].5 = dateaccessioned:item:dateaccessioned # Sorting Options [Link]-option.1 = title:[Link]:title [Link]-option.2 = dateissued:[Link]:date [Link]-option.3 = dateaccessioned:[Link]:date

[Link]: Themes & Aspects

Install Manakin themes For the whole repository For specic communities For specic collections For a specic page Install Manakin Aspects: For the whole repository

[Link]: Metadata elds

Dene the questions asked during an items submission

Create forms that can be attached to particular collections which:

How many pages or steps are there to describe an item What metadata elds are presented on each page

Batch Import

Ingest Process
DSpace Ingest Process
External SIP Batch Importer In Progress Submission Web-based Submission Item Installer Item in DSpace

Workow

Batch Import

Command line import

Directory structure

contents le dublin_core.xml le handle le bitstreams les

Simple Contents File

Format:
<filename> or <filename> <tab> bundle:<bundle name>

Examples:
[Link] [Link] [Link] bundle:METADATA bundle:LICENSE

Dublin Core Metadata

Example:
<?xml version="1.0" encoding="UTF-8"?> <dublin_core> <dcvalue element="contributor" qualifier="author">John</dcvalue> <dcvalue element="language" qualifier="iso">en</dcvalue> <dcvalue element="subject" qualifier="none">Technology</dcvalue> <dcvalue element="title" qualifier="none">Sample Title</dcvalue> </dublin_core>

Import Command
./dsrun [Link] -a -c -e -m -s Add new items to DSpace Which collection to add them to Existing user who is adding these items Create a log file for this import Location of the import files

<coll> <email> <path> <path>

-t -h

Do not run, just test the import for validity Print command line options and their description

Import Command (example)

Examples ./dsrun [Link] -a -c 123456789/5 -e scott@[Link] -m /path/to/[Link] -s /path/to/import

-a -c -e -m -s

<coll> <email> <path> <path>

Add new items to DSpace Which collection to add them to Existing user who is adding these items Create a log file for this import Location of the import files

Contact Information
Scott Phillips Research and Development scott@[Link] Jay Koenig Metadata Librarian jkoenig@[Link]