Functional Requirements for Digital Asset Management Project version /30/2006

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1 /30/ = required; 2 = optional; 3 = not required functional requirements Discovery tools available to end-users: searching browsing syndication for end users (e.g. RSS) notification for end users (e.g. ) navigation and search available within complex objects simple query interface available simple browsing interface available query by title query by creator query all collection items query all items in data store (for administrator) query all items in data store (for end-user) 2 inventory complex object's contents as individual subsets advanced query available query by keyword query by any descriptive metadata fields query by administrative or technical metadata fields complex filtering allowed on queries fulltext searching find related items (e.g. the Amazon ability) 2 find recommended items based on user history 2 search results sorted by date original material created search results sorted by date object entered into system search results sorted by last modified date search results sorted by title search results sorted by author search results sorted by relevancy user-available documentation on search methods and available metadata ability to configure system to display only minimal metadata ability to display complete descriptive metadata ability to display complete administrative and technical metadata ability to export metadata in standard formats for later reuse sufficient metadata to make it possible to cite an item in scholarly form standard citation formats available for export or cut and paste End-User Interface:

2 /30/ personal collections user-packaged, persistent, shareable multipart objects annotation system for objects wish lists 3 ability for administrators to hide or turn off all enduser features for specific groups of users ability for administrators to hide or turn off all enduser features on a case-by-case basis ability to deliver content to an externally-provided display software personalization of interface by administrator personalization of interface by end-user 2 users can download object bit streams into local applications and systems, within limitable rights all descriptive metadata available to users for viewing all descriptive metadata of viewable to users for download administrators have ability to make any subset of metadata (descriptive, administrative, or technical) available to users for view and download content viewable via the Web (installation of client software not necessary for end-user viewing) ability to annotate content from an external source 3 management of multiple collections with different discovery methods content types: multipart objects provide persistent identifiers for each item in the repository provide persistent identifiers which will outlive the particular product being used as a backend support for audio, and video, textual, and image bitstreams as assets ability to access specific components of any multipart object and design component-specific metadata Cataloging: metadata creation for a single item via a form metadata creation via batch upload supports standard metadata schemas extensible to use other schemas as necessary

3 /30/ cataloging user interface customizable to user group needs workflow: initial input of digital asset workflow: initial input of metadata workflow: modification of asset workflow: modification of metadata workflow: deletion of asset workflow: deletion of metadata workflow: Association of asset with collections workflow: permissions associated with asset save draft copies of work in progress workflow flexible and able to be used or disabled and tuned to the university's needs management of multiple collections with different workflows configurable cataloging roles within collections configurable notification of changes to administrators catalog URLs which are remote to the system workflow: metadata review support configurable default metadata fields cataloger can add metadata fields to input form from an approved list while cataloging system-wide default values for metadata entry user-wide default values for better data entry collection-wide default values for metadata entry on-the-fly user-configurable default values for metadata entry verify metadata against a controlled vocabulary ability to select certain metadata fields from a short controlled vocabulary ability to select certain metadata fields from a long controlled vocabulary ability to use shared metadata for a single object 3 ability to copy metadata to a new object catalog or can create metadata templates for similar objects metadata templates are configurable as shareable between catalogers ability to mark certain metadata fields in all records as invisible to end-users certain metadata fields marked as required certain metadata fields marked as optional revision control for multiple users modifying same metadata or object ability for cataloger to edit metadata on assets selected from a set of search results (global change on any metadata field) macro automation (e.g. export, save, localize) customizable

4 /30/2006 spellcheck versus authority record and automatic 07 correction 08 validators for legal MARC/DC maintenance of both local and remote authority files ability to merge local authority files to remote ingest: Ingest user interface customizable to user group needs metadata import tools object import tools ingest compressed files and unzip during ingest store compressed files and unzip during display 2 ingest from URL 3 ability to automatically extract technical metadata during a batch ingest Interoperability: metadata export tools for administrators extract all metadata metadata export in standard formats object export tools for administrators object export in original/imported formats display of stored asset with a data type conversion 3 on-the-fly metadata export in batch for administrators integration with course management tools either directly or via export mechanisms Backup and sustainability: data verifiability tools database wide backup record-segmented backup version control for metadata version control for objects load testing reports available benchmarks available stability reports available Standards compliance: supports preservation standards Supports intercommunication; federation; and harvesting standards supports internationalization for storage, input and output

5 /30/ Rights Management: ability to limit display of an item based on rights 52 policies and user attributes uses an industry standard Digital Rights Expression Language which is freely available to encode DRM Defaults repository functionality and content as open to non-authenticated users or close to authenticated users only on a configurable basis as reflects the general policy of the university. ability to share user authentication systems with other Brandeis systems authenticate only at point of need ability to restrict access by username ability to restrict access by IP ability to restrict access by group ability to restrict access by groups defined in PeopleSoft Reporting: usage reporting catalog reporting browser reports for Web client access browser reports for referrer access configurable reports System requirements: Cataloging client is browser and platform agnostic ingest available through multiple platforms discovery client; ingest client; and Cataloging client must all be section 508 compliant or otherwise accessible

6 /30/ automated object retention based on administrative metadata segmented backup and restore or export and import for easy restoration of individual assets vendor, documentation, training Sufficiently open information about system to document all of our requirements and discovery questions Training in the system available Documentation available either support or an active and helpful user community available, though support need not be from the vendor. commitment from either vendor or open source development community to smooth the upgrades with backwards compatibility commitment to a patch and upgrade schedule Due diligence -- we must discover: application server requirements database requirements architectural model cost and model for available support staffing requirements cost/licensing model/open source Company profile, including history, staffing, financial status number of installations minimum hardware requirements database filesystem support web server 27 programming language used for APIs and scripting 28 reference checks 29 on-site or offsite hosting 220 Features we need to implement ourselves which 22 are not part of a product: document functions of the repository and various 222 collections 223 document copyright and fair use policies 224 document security policies 225 document privacy policies 226 document workflow policies 227 document workflow

7 /30/2006 document metadata conventions and limited 228 vocabularies used document which collections are available for remote 229 harvest inform relevant gateways and registries of the 230 collections which are available for remote harvest 23 educate end-users 232 published retention schedule for all managed assets published service-level agreement for each 233 collection abstraction layer which hides to set up every 234 mechanisms from end-users abstraction layer which hides input mechanisms 235 from catalogers and ingesters This work is licensed under a Creative Commons Attribution- 239 NonCommercial-ShareAlike 2.5 License

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