All You Wanted To Know About the Management of Digital Resources in Alma

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1 All You Wanted To Know About the Management of Digital Resources in Alma

2 CONFIDENTIAL INFORMATION The information herein is the property of Ex Libris Ltd. or its affiliates and any misuse or abuse will result in economic loss. DO NOT COPY UNLESS YOU HAVE BEEN GIVEN SPECIFIC WRITTEN AUTHORIZATION FROM EX LIBRIS LTD. This document is provided for limited and restricted purposes in accordance with a binding contract with Ex Libris Ltd. or an affiliate. The information herein includes trade secrets and is confidential. DISCLAIMER The information in this document will be subject to periodic change and updating. Please confirm that you have the most current documentation. There are no warranties of any kind, express or implied, provided in this documentation, other than those expressly agreed upon in the applicable Ex Libris contract. This information is provided AS IS. Unless otherwise agreed, Ex Libris shall not be liable for any damages for use of this document, including, without limitation, consequential, punitive, indirect or direct damages. Any references in this document to third-party material (including third-party Web sites) are provided for convenience only and do not in any manner serve as an endorsement of that third-party material or those Web sites. The third-party materials are not part of the materials for this Ex Libris product and Ex Libris has no liability for such materials. TRADEMARKS "Ex Libris," the Ex Libris bridge, Primo, Aleph, Alephino, Voyager, SFX, MetaLib, Verde, DigiTool, Preservation, URM, Voyager, ENCompass, Endeavor ezconnect, WebVoyáge, Citation Server, LinkFinder and LinkFinder Plus, and other marks are trademarks or registered trademarks of Ex Libris Ltd. or its affiliates. The absence of a name or logo in this list does not constitute a waiver of any and all intellectual property rights that Ex Libris Ltd. or its affiliates have established in any of its products, features, or service names or logos. Trademarks of various third-party products, which may include the following, are referenced in this documentation. Ex Libris does not claim any rights in these trademarks. Use of these marks does not imply endorsement by Ex Libris of these third-party products, or endorsement by these third parties of Ex Libris products. Oracle is a registered trademark of Oracle Corporation. UNIX is a registered trademark in the United States and other countries, licensed exclusively through X/Open Company Ltd. Microsoft, the Microsoft logo, MS, MS-DOS, Microsoft PowerPoint, Visual Basic, Visual C++, Win32, Microsoft Windows, the Windows logo, Microsoft Notepad, Microsoft Windows Explorer, Microsoft Internet Explorer, and Windows NT are registered trademarks and ActiveX is a trademark of the Microsoft Corporation in the United States and/or other countries. Unicode and the Unicode logo are registered trademarks of Unicode, Inc. Google is a registered trademark of Google, Inc. Copyright Ex Libris Limited, All rights reserved. Web address: All you wanted to know about the Management of Digital Resources in Alma Page 2

3 Table of Contents Overview... 4 Integrating Remote Digital Asset Management Systems... 4 Managing Digital Resources in Alma... 5 Introduction... 5 Cloud Storage... 5 Architecture... 6 Special Collections... 6 Access Rights... 7 Add Digital Representation... 8 Institutional Repository... 8 Integrated Workflows... 8 Analytics... 9 Current and Planned All you wanted to know about the Management of Digital Resources in Alma Page 3

4 Overview As a unified solution, Alma is designed to manage a broad range of digital collections, in addition to electronic and print resources. Digital content managed in Alma utilizes the same unified workflows as other resource types, leveraging the same consistent user interface while providing extended functionality to accommodate the special needs of digital collections. Digital resources in Alma can be managed in two ways: Alma can integrate with remote digital repositories, where the metadata is managed in Alma while the files are managed in another system Digital resources can be managed completely in Alma, including both metadata management and file storage Integrating Remote Digital Asset Management Systems Institutions that have been curating digital collections for some time will typically have one - or more - digital repository software solutions in place. In certain cases it may be desirable to leave these solutions in place. Nevertheless, the library may wish to include the digital assets among the library's Alma inventory and allow end users to access them via Primo, while leaving the images, documents and other files exactly where they are. This integration is already supported and includes the ability to integrate with digital repositories such as: Fedora, DSpace, Rosetta, DigiTool and CONTENTdm using standard OAI-PMH functionality. How does it work? 1. Alma harvests records published by the digital repository (via file or HTTP) 2. Alma creates a digital representation when a matching bib record is found; otherwise, a new bib record (having a digital representation) is created (using matching and normalization rules) 3. Alma publishes to Primo; View It is available for remote digital items All you wanted to know about the Management of Digital Resources in Alma Page 4

5 After the import, you should be able to see your digital objects by searching Alma. Alma will then publish your objects to Primo (unless you have suppressed your objects). In Primo's View It tab users can access the object directly from the remote repository. Managing Digital Resources in Alma Introduction While Alma manages the metadata and workflows related to print and electronic resources, digital resources are unique in that the objects themselves are stored in Alma. Alma provides library staff with the ability to manage digital workflows and objects through its user interface, hiding the complexity of cloud storage, and offers integrated resource delivery to patrons via Primo. Cloud Storage Alma uses the Amazon Web Services (AWS) Simple Storage Solution (S3) cloud storage service as the backend for digital resources stored in Alma. AWS is a best-of-breed cloud service, and S3 offers a reliable, durable storage solution. S3 is deeply integrated into Alma workflows, so there s no need to interact with it directly from the Alma user interface. Those institutions that require access to the files stored in Alma have the option of using third party tools to communicate directly with the S3 service. Digital resources in Alma are stored in the relevant AWS region, depending on the location of the Alma data center. All you wanted to know about the Management of Digital Resources in Alma Page 5

6 Architecture In a similar manner to how Physical and Electronic resources are managed in Alma, Each digital entity in the inventory is associated with descriptive metadata from Alma s Metadata Management System (MMS) and contains one or more representations, which are themselves made up of one or more files. This provide Alma with a flexible inventory that can manage a wide spectrum of digital objects. Alma also supports robust and sophisticated collection management functionality. This allows institutions to organize their resources (digital and others) in a hierarchical, structured manner. In order to align Alma s management of digital resources with common best practices, all digital resource workflows and process are organized around collections meaning that all digital objects in Alma exist within the context of a collection In addition, all digital content can be assigned access rights that can range from full public access to restricted delivery. Actual access rights for digital content can be maintained separately from discovery publishing solutions. Alma s flexible access right controls can be defined for each item. Special Collections As part of Alma s development effort in 2015 an extensive set of functionality and workflow support for Special Collections was released. Figure 1 - Collection Management as viewed in Primo All you wanted to know about the Management of Digital Resources in Alma Page 6

7 As part of this, Alma is able to support large scale staff ingest scenarios. Figure 2 - Bulk ingest The mechanism for bulk deposit (ingest) supports different formats such as Marc based files as well as CSV. This will be extended to also support Dublin Core during Access Rights Alma s Access Rights functionality allows for defining rules related to accessing digital objects. An example can be seen following where viewing a patron is blocked from viewing a high resolution image Figure 3 - An example of limiting access to an object All you wanted to know about the Management of Digital Resources in Alma Page 7

8 Add Digital Representation Alma also provides easy to use wizards and upload utilities for staff to be able to create individual resources (e.g. quick catalog a new representation), and manage content that has already been uploaded by other means. Institutional Repository Figure 4 - Adding a digital representation Alma s roadmap plans for 2016 include, among other things, a focus on Institutional Repository workflows and processes. As part of this, Alma will be able to support enduser deposit scenarios, either using a built-in deposit interface, or by leveraging APIs for the creation of customized applications by institutions. Alma will be able to support the ability to define workflows for various deposit processes (theses submissions, the submission of faculty papers, research data, etc.). The deposit workflow will be based on rules and can accommodate different scenarios based on material type and other factors. Authorized staff will be able to view deposited materials that are waiting to be approved and processed and can move them to the next step in the workflow, assign them to another user, or reject them. Integrated Workflows Alma supports library initiated as well as patron digitization on demand workflows that coordinate the activities of staff across library organization units. Digitization requests trigger a workflow that can include, but is not limited to a pick slip for the physical item, transfer of it to a specific digitization location, optional steps where staff members can perform copyright clearance and approval checks, and for patron-initiated request, an notification and delivery of the digitize content. All you wanted to know about the Management of Digital Resources in Alma Page 8

9 Figure 5 - Processing the digital request The full process is shown in the image below: Analytics Alma Analytic will also be extended to support the advanced reporting and analysis of digital inventory. Delivery statistics (done via Alma s Link resolver) will be tracked and also made available so institutions will be able to evaluate the effectiveness and use of their digital collections. All you wanted to know about the Management of Digital Resources in Alma Page 9

10 Current and Planned Phase 1 Phase 2 Phase 3 Integration with Remote DAM Systems Special Collections Workflows Institutional Repository Workflows Harvest metadata Digital inventory Link from Primo to remote system Staff deposit Cloud storage in Amazon Viewer, delivery from Primo Ingest, bulk loaders End user deposit Maintenance jobs APIs/SWORD Analytics Integrates with DAM systems (Rosetta, DigiTool, Fedora, ContentDM) Replacing 3 rd party digital repositories and support for cloud storage Replacements of institutional repositories including extended workflows coverage EOY 2014 EOY 2015 EOY 2016 All you wanted to know about the Management of Digital Resources in Alma Page 10

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