ISLANDORA STAFF USER GUIDE. Version 1.3

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1 ISLANDORA STAFF USER GUIDE Version 1.3 July P age

2 Table of Contents Islandora Staff User Guide Chapter 1: Introduction to Islandora and the Islandora Community Page 2 Chapter 2: Introduction to Solution Packs.Page 4 Chapter 3: Adding photographs: The Large Image Solution Pack..Page 5 Chapter 4: Scholarly works and student publications: The PDF Solution Pack and Island Scholar.Page 14 Chapter 5: Creating newspapers: The Newspaper Solution Pack..Page 24 Chapter 6: Creating books, newsletters, or magazines: The Book Solution Pack..Page 35 Chapter 7: Adding streaming videos: The Video Solution Pack..Page 43 2 P age

3 Chapter One: Introduction to Islandora and the Islandora Open Source Community Islandora is an open source digital asset management system originally developed by the University of Prince Edward Island. It takes advantage of Drupal for the user interface, Fedora for the digital asset management system, and Solr for indexing. Islandora makes it possibly to manage, view, edit, and discover your digital materials. Islandora supports a number of different formats, from audio to video and pdfs to photographs and newspapers. It can be used for scholarly works like masters theses and dissertations. As open source software, Islandora can be adopted to work with additional formats that may be needed. Solution Packs provide the ideal balance between extensibility and usability. Islandora uses Solution Packs, which are collections of Drupal modules, to provide the appropriate display tools and functionality for different formats. Solution Packs are based on best practices for each format. Each Solution Pack comes with default ingest forms and unique automatic processes that occur when you add objects to your repository. You will only ever need to add one object (either pdf, tiff, video, audio, or otherwise) to your repository. By taking advantage of Drupal and using the Solution Packs Islandora will generate derivatives from the original object. These derivatives include the access and use copies, technical metadata for the object, checksums, thumbnails, and metadata records. You have total control over your repository with Islandora. Ingest forms can be customized, Solution Packs modified, and you can control the search index, facets, and search terms. It s also possible to restrict collections so the public can t view them. You ll also have the ability to restrict individual items and datastreams (derivatives). Islandora Community A major part of Islandora s success is the community behind it. There are a number of talented people willing to share their expertise and add new features and Solution Packs. Communication with the community is handled simply through two Google Groups. One for users/admins, and one for developers. Its encouraged to be part of both groups. One can ask questions and give back to the community via the Google Groups. Feel free to join both Google Groups and introduce yourself and what you are doing with Islandora. We highly recommend that before beginning any major work, to check with the community to see if anything is happening in that area. This can be done by searching the groups or by posting a question. To get updates on events such as conferences and camps and other news, a good place to go to is islandora.ca. This site is run by the Islandora Foundation. University of Prince Island and Discovery Garden are partners. Here you can find links to the Google Groups, Islandora on GitHub, access JIRA, the ticketing system, and various other things like installation examples. The heart of Islandora is the community. It can only be enriched by your presence and activity. 3 P age

4 Chapter Two: Introduction to Solution Packs Islandora takes advantage of Drupal s nature and uses Solution Packs to support the needs of different formats. Each Solution Pack has different tools used to display its supported content, default ingest forms, and automatic processes that result in the creation of various derivatives (also called datastreams). Solution Packs are essentially collections of Drupal modules that work together to provide robust, powerful features to manage digital objects of the same format. For example, in the Book Solution Pack, there are automatic processes that occur when you add pages to your book object. The Book Solution Pack is a little different from the others. First you add your book object. You ll use the ingest form at this point to describe the book object you won t be describing individual pages. After creating the book object you ll add pages to it. When you add pages to the book object, several automatic processes occur. OCR gets applied to each page, a PDF is generated along with a thumbnail, a JPEG2000, a JPEG, the Dublin Core record, the MODS metadata record, and technical metadata is also generated. Each Solution Pack will have different display tools and unique automatic processes that occur within it. 4 P age

5 Chapter Three: Adding photographs: The Large Image Solution Pack Adding photographs to your repository is easy with Islandora. The Large Image Solution Pack is commonly used for photographs, because it can use tiff images. There is also a Basic Image Solution Pack that uses jpegs. These screen shots are from Islandora version 1.3, but the process for 1.3 is the same and there are minimal differences in the user interface. Also this content was originally created for Minnesota State University s repository, but the process is the same (though your form will be different) for you. This documentation covers the process of how you add photographs to the repository. First, you need to log into your repository with the right permissions, and go to the collection where you want to add materials. When you are logged in, a Manage tab appears under the collection name. 1. When you are at the right collection, click on Manage. NOTE: IP Embargo and Manage only appear when you are logged in. They don t appear to the regular user. 2. Next, click on Add an object to this Collection. 5 P age

6 3. Choose the content model. Here, you are basically choosing the format of the item you are adding to the repository. For photographs, select Islandora Large Image Content Model. If you select a different one, you won t have access to the right metadata entry form. Also, if you only have one format enabled for this collection, you will not need to choose a content model. 4. Then click on Next. 5. Choose the form. In this case, it is MSU large image MODS form. This is the custom form. Large image MODS form is the default form that comes with Islandora. 6 P age

7 6. Click on Next. 7. This takes you to the metadata entry form for MSU photographs. NOTE: In Islandora, you will fill out the metadata entry form before uploading the photograph and ingesting it to the repository. 8. In the form you will see fields with a red asterisk next to them. This means that this information is required, and you must enter it before completing the form. Fields without asterisks are not required. 7 P age

8 9. As you scroll down through the form you will see some fields already have text in them. This is because the information in these fields is pretty much always the same. Unless a change is needed, you can ignore these fields. 10. You will also notice certain fields that have a drop down menu. These are fields that have controlled vocabulary terms. Select the appropriate one by clicking on the black down arrow to call up a drop down menu. Then choose the appropriate term from the list. SUBJECT headings For subject headings it is VERY important to use controlled vocabulary terms. Controlled terms are available through the form. 8 P age

9 Minnesota Reflections Topic Required element. a. Only one subject heading is required for the Minnesota Reflections Topic. To choose the term that best characterizes the subject of the photograph, click on Click here to bring up a separate window that displays your choices. b. Click on your term. In this case, Education. c. The term automatically gets entered into the Minnesota Reflections Topic field. NOTE: This method is used for several other fields as well. When you see blue text, it means there is a link to a separate window for controlled vocabulary terms. 9 P age

10 Locally assigned subject headings Required element. a. This field works different than Minnesota Reflections Topic. First, you can have more than one subject term. It s still very important to use controlled vocabulary terms. They are available by clicking on Click here. b. Often for locally assigned subject headings, you will have more than one. Click on click here to pull up your options. These terms are in alphabetical order. c. After the term appears, click on the green plus sign just to the right of the text field. d. You will see the term appear underneath the text box, with a red minus sign next to it. If you want to delete the term, click on the red minus sign. Otherwise don t do anything. 10 P age

11 e. Click on click here to call up your choices again. Our second one will be College teachers. To add another, click on the plus again. Otherwise you don t need to click on anything else. Copyright information 1. Copyright status (required) select the appropriate status from the drop down menu. A 2. Publication status (not required) - select the appropriate status from the drop down menu. 3. Rights holder (required) Default text, Minnesota State University, Mankato. No changes are needed. 4. Rights statement default text, Use of this image is governed by. No changes are needed. 11 P age

12 Computer information Select the appropriate hardware, software, and system from drop down menus. When you are done entering the metadata, click on Next. Upload photo Clicking on next takes you to Upload/Ingest. Find your file by clicking on Browse. Then click on Upload. Then click on Ingest. 12 P age

13 NOTE: There is no progress bar. Click on Ingest once, and just wait. You will see a dotted line around Ingest. This means you have clicked on it already. Your photograph was successfully added to the repository! 13 P age

14 Chapter 4: Scholarly works and student publications: The PDF Solution Pack and Island Scholar The PDF Solution Pack is a good option to use with masters theses and dissertations. Functionality can be enhanced through the use of the Island Scholar Solution Pack, which is available but still undergoing testing as of July For now, the PDF Solution Pack offers a good solution to store masters theses and dissertations. The default ingest pack can be customized as needed. To add a PDF, first find the collection. Click on Manage. Next, click on Add an object to this Collection. 14 P age

15 If necessary, choose the Content Model. This is where you are choosing your format. In effect, you are choosing the Solution Pack that you will be using. Click on Next. 15 P age

16 If you have multiple forms available, you will now be able to choose your form. We ll choose the Thesis PDF Form. This is a custom form we made. If you see the MARCXML File option, click on Next. If you have a MARCXML file for this object, you can upload it here. 16 P age

17 This takes you to the ingest form. This is where you enter the metadata you have for this object. In this case, it is a thesis. Red asterisks mean the field is required. These can be changed. So can the instructions under each field, and the labels for each field can be customized as well. After completing the metadata, click on Next at the bottom of the form. You have not actually uploaded or ingested anything at this point. Click on Choose file to browse for the file on your computer. Then click Upload, and once complete, click on Ingest. It should not take very long for any of this to process. 17 P age

18 Islandora will tell you if the ingest succeeded. 18 P age

19 To view the PDF, simply click on the image of the document. This opens it and you have all the normal functions of a PDF document available. 19 P age

20 To view the metadata for the object, click on Details. 20 P age

21 To edit, click on Manage. Click on Datastreams. Click on Edit. 21 P age

22 Choose the form you used for entering metadata. Click on Next. We ll edit the date from 2002 to After editing, go down to the bottom of the form and click on Update. 22 P age

23 Click on View. Look at the metadata under Details and you will see the date has changed from 2002 to P age

24 Chapter: Creating newspapers: The Newspaper Solution Pack When you are adding a newspaper, you are first creating an object that will describe the newspaper publication. Then you will be adding issues to that object. Lastly, you will add pages to the issue. There are three steps: Create newspaper object for newspaper publication Add issue to newspaper object Add pages to issue (batch or individually) To create a newspaper object, first go to the MSU Student Publications collection, and then the MSU School Newspapers collection. From there you will see a tab called Manage. Click on it. This brings up your Manage window. There are a number of options to choose from. For this workflow, click on Add an object to this Collection. 24 P age

25 This brings you to the MARCXML File screen. If you had a MARCXML file for this object, you could upload it here. We don t have one and for newspapers you will not have one. Click on Next to skip this screen. Clicking Next takes you to the ingest form for newspapers. In this documentation we are using the default form. If we have created a newspaper form for you, you would see it here. If you have multiple ingest forms associated with the newspaper collection then after clicking next you will get a chance to select the appropriate ingest form. A reminder, the ingest form you are looking at here describes the newspaper publication. Fill out the metadata as required. 25 P age

26 When finished, click on Ingest at the bottom of the form. We have created the newspaper object. Now we will add an issue to the newspaper object. 26 P age

27 You can see in the following screenshot that there are no issues for Among Ourselves yet. To add an issue, click on Manage. This brings up the Manage window for Among Ourselves. Click on Add Issue. This again brings up the MARCXML File screen. It can be skipped. Click on Next to do so. 27 P age

28 This brings you the ingest form for the issue you are adding to the newspaper object. We will call this one 1971 Impact. Fill out the rest of the ingest form. In this form, the Date Issued field is required. The date issued field generates the display of the date for the newspaper. This will be illustrated with a screen shot later. When finished with the metadata, click on Ingest at the bottom of the form. 28 P age

29 We have added an issue to the newspaper object. We will now need to add pages to the issue. You can add individual pages or add pages with a batch process, using a zip file. To add pages click on Manage. This brings up the Manage window for the issue. Click on Issue to batch load pages. You will first need a zip file to use the batch load. Click on Add Zipped Pages. 29 P age

30 Find your file, and then click on Upload. Once it has uploaded, click on Add files. 30 P age

31 This will ingest all the pages of the zip file. Depending on the number of pages, the time it takes to ingest will vary. It first adds the pages, and then creates the derivatives (in reverse order, from the last page to the first). Once complete, you will see the following screen. Click on Among Ourselves to see the newspaper. 31 P age

32 You will see the issue that you added 1971 and the pages that you added to the issue. The Date Issued metadata field in the ingest form gives you the issue date Without entering it, this date would default to the current date. To view the pages of this issue, click on the blue June 20, You will be able to view the pages as a book. 32 P age

33 To view individual pages, click on the Pages tab. Click on the page you want to view: 33 P age

34 From here you can zoom in or out, use the Clip Image tool, and download the page. Clip image works by first zooming in on a section of the newspaper you want. Then you click on Clip Image and it opens another page, where you can download or print the clipped image. 34 P age

35 Chapter: Creating newsletters, magazines, catalogs, student publications: The Book Solution Pack The Book Solution Pack provides an ideal set of tools and functionality to display material such as newsletters, magazines, catalogs, and student publications. Southwest Minnesota State University used the Book Solution Pack to display their alumni newsletter. The display tools allow you to flip through the object like you would be reading it. There are a number of other tools available that we will discuss later on. Creating a book object is a bit different than the other solution packs. When using the Book Solution Pack, you first create a book object. This is what you will describe with metadata. Then you will add pages to the book object you won t be describing each page with any metadata. To add a book object, first click on Manage. Click on Add an object to this collection. Choose your content model. For the Book Solution Pack, it is Islandora Internet Archive Book Content Model. Then click on Next. 35 P age

36 Click on Next at the MARCXML upload screen. This brings up the ingest form. In this example, it is the default for the Solution Pack. Enter your metadata. Then click Ingest at the bottom of the form. We will add one of SMSU s newsletters from 2005, with minimal metadata. We have now created the book object. No pages have been added yet. 36 P age

37 The display tool will be a gray box at this point since we have not added any pages. This is normal. To add pages, click on Manage, not Pages. Clicking on Pages would let you see the individual pages if we had added some. There are two options to add pages to a book. You can add pages one at a time to the book object, but this can be time consuming. There is also an option to upload a zipped file. This is considered a batch load. All you need to do before hand is to create a zip file of the pages you want to upload. Clik on Manage, and then on Book. 37 P age

38 Click on Add Zipped Pages. Next, you will upload your file, and then add pages (files) to the book object. 38 P age

39 Click on Add files to add the pages to your book object. The pages will get added. Then the derivatives are added. This goes in reverse page order. The time it takes to add pages will vary based on the number of pages and original file size. 39 P age

40 When complete, you will see this screen. Click on the name of the repository you added the object too to find it. This is the object: 40 P age

41 Book Solution Pack Display Tools Interface This is how the Book Solution Pack displays online. 1. Click on Full Screen to view the book as full screen. Icons in upper right: Search inside searches inside the single book object. Type in your search and click Go. = Play to flip through the book. = Information. Click to see the metadata. = Full text. Click to see the full text OCR view. = Exit out of full screen. = Create link to share object. 41 P age

42 Icons in the lower right corner: = Single page view. = Double page view. = Thumbnail view. = Zoom in or out. = Navigation through pages. = Click on to return to book object (exit out of full screen book display view). In upper left hand corner. 42 P age

43 Chapter Streaming Videos in Islandora: The Video Solution Pack Islandora supports streaming video using the Video Solution Pack. Adding videos works in much the same way as the Large Image Solution Pack and the PDF Solution Pack. Navigate to the appropriate collection you are using for videos. Click on Manage. Next, click on Add an object to this Collection. 43 P age

44 Skip the MARCXML File screen by clicking on Next. This brings you to the form, or if you have more than one, you will be able to select the correct form. This form shown here is the default form with the Video Solution Pack. Fill in your metadata and then scroll down to the bottom and click Next. 44 P age

45 Next, upload your video. You can see the acceptable formats. After it s uploaded click on Ingest. Depending on the size of the video it may take some time. Remember it is creating several derivatives as it gets ingested to the repository. 45 P age

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