Digital Library workshop for Parliamentary Libraries

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1 Digital Library workshop for Parliamentary Libraries Prosentient Systems Pty Ltd

2 Inter-Publish Introduction Table of Contents The Workshop Manual...1 Other Reading...1 Parameter Sheet...1 Getting Around DSpace... 2 Workflow exercise Signing into DSpace Start a New Submission Choose Collection Describe this Item Upload a File File Uploaded Successfully Verify Submission Submission Complete...17 Workflow exercise Login to Koha Koha Home page DSpace Subject Cataloguing List Subject Cataloguing Your DSpace Record in Koha...22 Web 2.0 exercise: Google Maps Getting to the DSpace Item Mapping Page DSpace Mapping Example...25 GLOSSARY (Presentation and Workshop)...27 Prosentient Systems Pty Ltd 2011 Page i

3 The Workshop Manual In this workshop, you ll be stepping through the workflow of uploading a document into DSpace, adding metadata and getting a visible output of how that data can be used. The objective of the workshop is to illustrate the role of a digital library system and potential for integration with an integrated library management system. The resources used in this work shop are: The DSpace digital library system (open source) The Koha Integrated library management system (open source) SuSE with the XEN operating system to host the operating system images for DSpace and Koha PHP open source programming language for web service integration between DSpace and Koha Other Reading https://wiki.duraspace.org/display/dsdoc/dspace+documentation Parameter Sheet Within the case studies, you may find a <<field variable>> identified by double angle brackets. On these occasions, you will be required to consult this parameter sheet for the variables that you have to type against the field names: <<Training ID>> << Password>> ifla2011 <<DSpace URL>> <<Koha URL>> Prosentient Systems Pty Ltd 2011 Page 1

4 1 Getting Around DSpace Prerequisites In order to complete this unit, you will need: To know how to get around in Microsoft Windows To know how to get around in Internet Explorer 5.0 or Netscape Navigator 5.0 Audience Parliamentary library managers Aim Exploring the DSpace environment and logging in Recommended Duration 5 minutes Materials Required None Prosentient Systems Pty Ltd 2011 Page 2

5 The role of the digital library Electronic resource management is becoming an increasingly important role for libraries. The types of documents include born digital documents, (including digital news feeds), documents for which the library has a responsibility to digitise and preserve and electronic subscriptions. For Parliamentary libraries, electronic resources typically include: 1. News items and Press releases through electronic news feeds 2. Electronic subscriptions to Journals and Electronic books 3. Research services and document delivery items in electronic form 4. Electronic databases, including consortia databases 5. Digital libraries to manage assets of the Parliament itself The increasing access to digital resources entails growing complexity in the resources management by the library, including digital libraries/collections, digital news feeds, digitisation of Parliamentary resources. This additional complexity can lead to requirements for a Federated search capability (integrating into a single portal the major information resources) and workflow management systems (to management the complex processes in electronic collection development) and single sign-on(to hide the complexity of access to multiple underlying database resources). The rapidity of technological development brings long-term difficulties in the management of intellectual and creative output in digital form. Libraries and museums have a key role in the preservation of analytical and creative endeavours over the long term. However, most libraries are ill equipped to undertake research into the preservation of new media artefact's and creations. Where the preservation of printed works is well understood, issues of obsolescence of new media technologies affect all aspects of the new media artefacts. As each new technological innovation introduces new methods of creative content delivery, our long-term horizons of archive planning appear to reduce. The widespread adoption of Information Technology as an integral part of the research process, and the speciation of software vehicles for content creation, mean that on the basis both of cost and volume of content creation the meagre budgets of most libraries simple are not sufficient to sustain the role of comprehensive collection builders. Digital library collection building has associated with it inherent risks of technological obsolescence. In addition to the systematic risks associated to critical information technology architecture, are the problems of software and hardware obsolescence. Issues of obsolescence are not inherent obstacles to the move to management of electronic resources but they are issues that need to be addressed by the institution in the management of the disparate resources that constitute an electronic collection. Information systems inevitably go through a continuous series of transformations over time, as do digital objects stored in an information system. Prosentient Systems Pty Ltd 2011 Page 3

6 Where the Parliamentary library is responsible for the management of assets created by the Parliament, the systematic management of these assets through the workflow and digital library systems is an important role for the library. Electronic collection development The resources involved in electronic collections are complex. They can include image libraries, subscriptions to digital news feeds, subscriptions to database services, e- books (electronic books), and internally created digital documents. Because of this complexity, a systematic digital collection development policy is recommended. This will help to effectively integrate the disparate digital resources into a unified view. Typically your intranet or web site will be the portal by which clients can discover these resources. The searching of resources may be further unified through a federated search approach. The collection development process should entail a review of electronic collection requirements based on the information needs of members and staff. For parliamentary libraries, the typical focus of end user requirement is for access to Parliamentary archives, news and current affairs feeds and current awareness bulletins, dissemination of press releases and other member information, and access to born digital resources such as electronic books and e-journal resources. A survey of current and future requirements for electronic resource access will assist in categorising electronic collection requirements in two broad areas: digital library services (including digital archives) managed by the library, digital resources provided through subscription and document delivery. Library patrons can be informed about new material in both these areas through news and alerting services. The library should undertake an asset audit to determine the needs/requirements for support of digitization for preservation of assets for preservation. On-demand digitization requirements to support reference services, document delivery and alerting services (e.g. full text disseminating of news items in relation to Parliament and its members) should also be reviewed. Both of these digitisation processes will feed through to the systems for digital library management. Digital Library Systems If the Parliamentary library has responsibility for archives, then the need to build an effective document management or digital library system will be imperative. The library can also use a good digital library framework to improve access to current and historical information of relevance to parliamentary members. Some parliaments, for instance, use digital libraries to store media releases by Members over time, and to store news stories related to members (refer to the NSW Parliament case study below). Finally, the Parliamentary library can play an important role in preserving the collective memory of the parliament, and the digital library can be used to support the digitisation of historical resources held by the library for purposes of historical preservation and ease of access. These archives can form an important information resource on the parliamentary website. The selection of appropriate software for digital library management is a significant project for the library and will entail a software selection and implementation process similar to the implementation of other major core library services (refer to Evaluating Software in the first chapter). The selection process should begin with a requirements gathering process to determine the types of media and assets that the Parliamentary library will be responsible for. There are many solutions that can provide very effective management of full text and image documents. Management of video materials is Prosentient Systems Pty Ltd 2011 Page 4

7 more demanding - both in software and the data storage requirements. Broadly the classes of software that can address the requirements of storage and preservation of digital resources are: File system management and indexing tools Document management systems Digital library systems Digital asset management or Media management systems (for management of multimedia objects such as audio and video, and managing streaming services) Consider your metadata requirements early and thoroughly. The long term interoperability of your digital resources with other digital resources being developed incountry and regionally will be enhanced or impeded by the level and quality of the metadata you collect associated with your digital resources. The selection of a metadata framework should be undertaken with reference to existing projects nationally and regionally - with reference in particular to the national department responsible for archives and the National Library. The choice of metadata is significant for the long term interoperability of the resources in your digital collection. There are two classes of metadata widely in use. The first is descriptive metadata standards having their origins in Bibliographic standards - such as Dublin Core. The second is semantic metadata standards such as RDF (Resource Description Framework). This is based on a traditional name/value pair of identifiers (title = 'The history of Parliaments'). RDF underpins many projects that are realising the possibilities of the Semantic Web for purposes of stronger metadata description of documents on the web (and in archives). A semantic metadata description goes beyond the name/value descriptive pair to describe metadata in a series of statements in a subject, object and predicate statement (the title of the book is 'The history of Parliaments'). Central to the concept of RDF is the ability to unify concepts across many resources in a meaningful way. Digital library systems The digital library system is in many ways similar to the document management system, but extended to provide a public-facing web interface and an underlying archiving system. The digital library is therefore the typical choice for long term ongoing management of a digital archive for text-based digital resources (and often also for image libraries). Digital library software typically has integrated capabilities for metadata exchange with current standards. Even where in the early stages of electronic collection development interoperability may appear to be of limited relevance, such metadata can be used in many different ways. Web 2.0-based services can use metadata to feed through to alerting systems. Getting Acquainted with DSpace The URL you ll be using for this workshop is: When you open up DSpace the screen should look like this: Prosentient Systems Pty Ltd 2011 Page 5

8 Prosentient Systems Pty Ltd 2011 Page 6

9 Take some time to explore the digital library environment. This sample database is divided into 3 x collections: E-Publications government reports and electronic publications Media an example of how news articles can be imported and presented Research electronic journal articles collected from Reference Service research Clicking on a collection opens that collection for review. You can browse the collection or search by keyword or other indexed values. DSpace can be configured to index any of the Dublin Core data. This interface is only one of the possible DSpace interface. Other styles of the DSpace interface are available. Clicking on the Advanced search opens a search page with additional options: Prosentient Systems Pty Ltd 2011 Page 7

10 2 Workflow exercise Prerequisites In order to complete this unit, you will need: To know how to get around in Internet Explorer 5.0 or Netscape Navigator 5.0 Have your DSpace login ready Audience Parliamentary library managers Aim Experiencing workflow functions for document submission Recommended Duration 10 minutes Materials Required Sample upload documents Prosentient Systems Pty Ltd 2011 Page 8

11 1. Signing into DSpace To upload a document into DSpace you must be logged into the system. Note: DSpace can be configured to use other languages - including Spanish and Portuguese. The full list of languages is available at: https://wiki.duraspace.org/display/dspace/i18nsupport You can also do your own language customisations Prosentient Systems Pty Ltd 2011 Page 9

12 On the left side of the screen there s a link that reads My DSpace Demo Digital Library (highlighted in red in the above screenshot). Click on it and you should get a screen like this: For this training exercise your address is: and your password is: ifla2011. Type those into the boxes and click the Log In button. Prosentient Systems Pty Ltd 2011 Page 10

13 2. Start a New Submission Once you are logged into DSpace you should see a screen like this: Click the Start a New Submission button to begin the uploading process. Prosentient Systems Pty Ltd 2011 Page 11

14 3. Choose Collection The first screen you see will ask you to choose a Collection to submit your item to. In DSpace every item must belong to a Collection of some sort. You find the list by clicking on the dropdown menu box. Once you have selected what kind of submission you have, click the Next button. DSpace Administrative users can add new communities and collections using the Administrative menu. Prosentient Systems Pty Ltd 2011 Page 12

15 4. Describe this Item Now you should be looking at a screen for entering metadata about your article. The screenshot below already has the information filled in. If your item has more than one author, fill in the first author s name into the fields provided then click the Add More button to the right Depending on the collection you re submitting to you may have different fields from what is pictured, including Citation and Type, but please do input something in the Location field, as we ll be using it later. Near the bottom of the screen is a dropdown menu offering the choice to Send to Koha. By default this says Yes and for this exercise it should remain so. Also, note at the top of the screen the four ovals, one that is red. These show you how far along in the process you are. When you have filled in this basic metadata, click the Next button at the bottom of the screen. These forms can be configured by your DSpace administrator to capture whatever information you want. They can be a single page or multi-page submission forms. The can be language customised. Input fields are mapped to Dublin Core or your own Metadata definition Prosentient Systems Pty Ltd 2011 Page 13

16 5. Upload a File In this step you select the file to upload. Click the Choose File button next to the text Document File. You can then select your test file to upload from your computer. Enter a brief description in the File Description field, if your file is an image, calling it something like Archive Photo might be good. When you are done that, click the Next button. Prosentient Systems Pty Ltd 2011 Page 14

17 6. File Uploaded Successfully On this screen you can check to make sure the basic information about the file is correct. You can download the copy of the item you just uploaded to make sure it all worked properly by clicking the file name. You can also update the description you gave your item, and make sure the File Format is correct. If you have more files to add, you can click the Add Another File button, otherwise if everything is all right you click the Next button. Prosentient Systems Pty Ltd 2011 Page 15

18 7. Verify Submission On this screen you can go back and make changes to your submission, including the metadata you entered earlier. If you make a change to something from a previous step you will have to press the Next button a few times to get back to this verification page. If everything here is correct, click the Next button. Prosentient Systems Pty Ltd 2011 Page 16

19 8. Submission Complete Hopefully you now see this screen, telling you your submission is complete: Extra workflow steps can be added if you want to have an additional editorial step to review and add more metadata (for example subject headings) by an authorised librarian Prosentient Systems Pty Ltd 2011 Page 17

20 3 Workflow exercise Prerequisites In order to complete this unit, you will need: To know how to get around in Internet Explorer 5.0 or Netscape Navigator 5.0 Have your DSpace login ready Audience Parliamentary library managers Aim Look at a DSpace/OPAC integration example: DSpace to Koha Recommended Duration 10 minutes Materials Required Your completed DSpace submission Prosentient Systems Pty Ltd 2011 Page 18

21 Now that your item is in DSpace it should also have been pushed into Koha. 1. Login to Koha To Log into Koha to do more detailed work with your item s metadata go to Your Username is train and your password is ifla2011. Type those in and click the Login button. 2. Koha Home page Once you ve logged in you should be looking at a screen like this: This is the homepage for the Koha Staff Client. Click on the DSpace item cataloguing link (highlighted in red in the above screenshot). This is the staff management interface to Koha. The OPAC interface gives a Google style search interface to the digital resources Prosentient Systems Pty Ltd 2011 Page 19

22 3. DSpace Subject Cataloguing List On this screen you ll see a list of items that have been loaded into DSpace but haven t yet been catalogued in Koha. You should see the item you added to DSpace in the list. If you don t, click the Update from DSpace link above the list to refresh the screen. You can note it now has a biblio number in the Koha system. If you click on the [view pdf] link you can see the document to make sure it s transferred over correctly. 4. Subject Cataloguing The next step is to add the Subject headings to our item. From the list in step 3 click the Subject Cataloguing link next to your item. You will end up on the following screen: Prosentient Systems Pty Ltd 2011 Page 20

23 If you don t want to add subject headings you can click the No Cataloguing Required button at the top of the screen. In the box to the right you can add the different subjects for the item. (The Member field refers to Members of Parliament for New South Wales, for whom this loader was originally designed.) When you are done adding subject headings (you can press TAB to easily jump between fields), click the Update button above or below the list. If you ve entered subject headings that do not appear in the Authorized Subject Headings list an error message will appear. Otherwise on the left-hand side of the screen you should see your subject headings that have been added to the record. From here you can go back to the list and add subject headings to more items by clicking Loader items to catalogue, or go view the record in Koha by clicking View in Koha. Prosentient Systems Pty Ltd 2011 Page 21

24 5. Your DSpace Record in Koha When you click View in Koha you will arrive on a screen where you can edit the MARC record for your newly catalogued DSpace item: At this point you can make any fine-tuning modifications you might like, but for our purposes just click the Save button at the top of the screen. Depending on the type of record you ve created, Koha may prompt you to enter something in a couple of mandatory fields. Simply type something in the fields if asked. Koha has full authority control functions and uses MARC at its core Once you hit Save you should be looking at the Koha basic item record: Prosentient Systems Pty Ltd 2011 Page 22

25 You can see the Subject Headings you added to the right, but also note all of the information that was automatically generated based on the information you put into DSpace. The URL should bring you to the document you catalogued, making it accessible to you and your users. Prosentient Systems Pty Ltd 2011 Page 23

26 4 Web 2.0 exercise: Google Maps Prerequisites In order to complete this unit, you will need: To know how to get around in Internet Explorer 5.0 or Netscape Navigator 5.0 Have your DSpace login ready Audience Parliamentary library managers Aim Experiencing workflow functions for document submission Recommended Duration 10 minutes Materials Required Your completed DSpace upload Prosentient Systems Pty Ltd 2011 Page 24

27 Using DSpace in Web 2.0 ways One of the interesting elements of digital repositories is how the information in them can be pulled out and reused. 1. Getting to the DSpace Item Mapping Page Within Koha you can return to the home page by clicking on the Koha logo next to the Search bar. That should bring you back to this screen: To see an example of how DSpace can work in a social media environment click the DSpace item mapping link as highlighted above. 2. DSpace Mapping Example On this page you can see a Google Map with markers for each of the countries you entered in the DSpace upload: Prosentient Systems Pty Ltd 2011 Page 25

28 Currently each of those pushpins displays how many documents each country has. This is a simple illustration of Google maps using PHP. An alternative approach for a regional search might libraries by region with search matches, showing the hits, and hyperlinking through to specific search results. Prosentient Systems Pty Ltd 2011 Page 26

29 GLOSSARY (Presentation and Workshop) Book: An analogue device for random access to printed multimedia content. An information storage device which is portable, requires no power supply, and has minimal issues of obsolescence. Browser: software for navigating the Web, retrieving documents and other files, commonly in HTML mark-up format. CMS - Content Management System: - software for managing intranets, extranets and public websites (sometimes also Customer Management Systems). CRM - Customer Relationship Management - software for tracking customer preferences, interests and requirements. CSS - Cascading Style Sheet: The CSS defines rule-based presentational instructions for HTML content mark-up. The Style Sheet has the merit of gaining a greater freedom from the specific encoding of procedural mark-up within the text itself (with the <font> tag and others). DAM- Digital Asset Management: A class of software for managing multi-media resources, from capture through to retrieval and presentation. DCMI - Dublin Core Metadata Initiative: A standard for consistent meta-identification of website publications. Digital (content): Information that is encoded in binary (discontinuous) form particularly and mediated by computers. Document Delivery: The workflow process for managing Inter-Library Loans (ILL s). DOM - Document Object Model: The strictly hierarchical specification for the ontological structure or organisation of a document. HTML is an example of a DOM. DTD - Document Type Definition: The specific set of rules defining what elements and attributes may be used in SGML and XML. Facebook: An example of a Web 2.0 social networking platform that allows members to load their profile of interests, hobbies and to communicate and inter-network with other members. Host: Any computer that is the central point of connection to run an application or obtain information (e.g. a Web server). In the Internet a Client Web Browser connects to a Host Web Server to exchange HTML and other information. HTML - Hypertext Mark-up Language: A set of mark-up instructions for creating documents for use on the World Wide Web. The HTML standard is defined and controlled by the World Wide Web Consortium (W3C). An SGML-compliant DTD for HTML (XHTML) has been published by W3C. ILL - Inter-Library Loan: Provision of an article or book by another library for use by your library on a loan basis. Internet: An internet is a group of networks of computers that are connected by a common protocol. The Internet refers to the global connection of computers using the TCP/IP protocol. Prosentient Systems Pty Ltd 2011 Page 27

30 ISO ILL: An international standard for Inter-Library Loans workflow management. Used by Document Delivery Systems. Java: a high-level, object oriented programming language developed by Sun Microsystems. A "p-code" language, it is designed to be portable across most operating platforms through the use of a small "virtual engine" specific to each operating system. That portability and its objectoriented design has been a factor in its popularity. JavaScript: A popular scripting language developed originally by Netscape Communications in order to animate HTML pages. It is only loosely based on Java. KM - Knowledge Management: The class of software and domain of research concerned with the encoding and discovery of knowledge as a resource. LAN - Local Area Network: A group of computer connected together for high-bandwidth file and application sharing. Library 2.0: A term describing library systems that are enabled for collaboration and interaction in a Web 2.0 style and the use of Web 2.0 functions by the library. MARC - Machine Readable Cataloguing: A metadata ontology for exchange of bibliographic information note also MARC XML. Multimedia: Any combination of text, audio animation and video content in a digital form. NewsML - News Mark-up Language: A content exchange framework specifically designed for XML interchange and syndication of news items. Open Source: The Open Source & Free Software Foundation is a trust-based means of developing high quality software. Distribution of the source code is free, and redistribution on this same basis is mandated through a licensing agreement. The economic argument for such an approach depends on the "reputation value" of the product leading to income through services and as a means of ensuring that a particular software product remains and develops in the open community of developers. PHP - PHP Hypertext Processor: (yes, the definition is self-referential, or recursive). Perl - Practical Extraction and Report Language: A scripting language with strengths in text parsing and processing. Perl is an interpretive language. Persistence: Establishing a reliable and long-term (rather than transient or anonymous) presence that can last beyond a particular interaction. URL persistence concerns the availability of a web page over the long term at a known location. Session state persistence relates to the use of Cookies to maintain a specific information relationship over time between a browser and a web server. Protocol: The formal set of rules for communication between network devices or applications. Protocols are generally managed and published by international standards organisations. RDF - Resource Description Framework: The RDF specification aims to provide a formal model using directed graphs to describe the semantics of metadata and of cataloguing web-based resources. SLA: Service Level Agreement Script: a loosely timed, often interpretive, computer programme. Often embedded within an application framework to add user control or dynamic functionality to an application. Prosentient Systems Pty Ltd 2011 Page 28

31 Search Engine: a means of cataloguing, classifying and searching based on ranking rules for content on the Web. SOAP - Simple Object Access Protocol: A protocol, now integral to Web Services, for process interaction with a Web site over standard HTTP communication channels. TCP/IP - Transmission Control Protocol/Internet Protocol: The protocol-level for communication on an Internet. Defines the addresses to be used, the routing rules for traversal of the network and the protocols for file and data interchange. TEI - Text Encoding Initiative: A key text mark-up standard for SGML mark-up of texts in the Humanities. Twitter: A Web 2.0 social networking function allowing very short messages to be sent out from multiple devices and subscribed to by an interested audience. UNIMARC A variation of MARC sponsored by IFLA - the IFLA Universal Bibliographic Control and International MARC Core Programme (http://archive.ifla.org/vi/3/p1996-1/sectn1.htm) UNIX: An operating system developed in the 1960's and a popular platform for Internet applications. Linux is closely modelled on Unix. URI - Uniform Resource Identifier: A generalised format for resource identification. A URL is a specific implementation of a URI. URL - Uniform Resource Locator: The address of a document or other Internet resource. A particular instance of a URN for purposes of web-based addressing. W3C - The World Wide Web consortium: Responsible for publishing the WWW standards. Web 2.0: The class of web-based services that deliver social networking and collaborative services on the web. This embraces a broad range of platforms such as Facebook, Twitter, mash-ups using Web services. Web Services: That set of protocols called "Web Services" which enable the discovery and integration of business functions (for use by applications) and accessible through the internet. WYSIWYG - What You See is What You Get: Multimedia content is edited on-screen with the mark-up hidden and presented as it would be finally published. XEN an open source virtualisation platform that allows suitable hardware to act as a virtualisation host for multiple different operating system clients or guests. For instance, a single XEN server could be used to host A Linux server used to host Koha A Linux server used to host DSpace A Windows 2008 server as a proxy through to Koha and DSpace A Windows 2008 server running MYSQL as a database server XSL: A set of standards for transforming XML into some final form. XSL defines a scripting language for style sheets (XSLT) that can transform an XML mark-up format to another format based on transformational rules, with the source XML and XSLT style sheets defined by XPATH (the workflow language of XSL). Prosentient Systems Pty Ltd 2011 Page 29

32 XML Extensible Mark-up Language: A popular implementation of SGML used for information exchange. Z39.50: A network-aware OSI-based search engine used to share Digital Library collections. It defines query language properties and methods for persistence of searches. Prosentient Systems Pty Ltd 2011 Page 30

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