Using ContentDM To Build Digital Collections Tool Kit

Using CONTENTdm to Build Digital Collections Adam Northam Digital Collections Librarian Texas A&M University-Commerce [email_address] 903.468.8738

Using CONTENTdm to Build Digital Collections This training will provide the following: An Overview of CONTENTdm Definitions/discussion of terms and concepts encountered when using CONTENTdm Step by step examples of how various tasks are accomplished in CONTENTdm

What is CONTENTdm? CONTENTdm is a digital collection builder and management system --Files stored on a server --Collections built locally sent to server via Acquisition Station --Collections accessible via the Web

What is CONTENTdm? (cont.) Acquisition Station CONTENTdm SERVER (Collections Stored Here & Served out to Web) Acquisition Station Acquisition Station

What is CONTENTdm? (cont.) CONTENTdm provides structure that makes digital collections searchable via a Web browser --Every item in a collection has an item record associated with it --An Item record contains information about a given object; that information is called metadata—Metadata can be indexed (made searchable) --More on metadata later

What You Need CONTENTdm Server (Provided by TAMU-C) Acquisition Station Software (Provided by TAMU-C) A workstation to run Acquisition Station Software

System Requirements for Acquisition Station Microsoft® Windows 2000 Professional or Windows XP 32-bit x86 processor (Intel® Pentium® 4 class compatible processor or higher) Microsoft® Internet Explorer® 6.0 or later Minimum 256MB RAM 100MB of available hard-disk space for installation Minimum display resolution of 1024 × 768 128Kbps or faster connection Acrobat Reader® 7.0 or later

Definitions Related to CONTENTdm and Digital Collections Collection-A group of objects that share the same metadata scheme, and live on the same server; Many separate collections can exist Collections can consist of a variety of file/media types --Images (JPEG, TIFF, PNG etc.) --Video (MPEG, WMV, AVI etc) --Documents (MS Word, PDF, etc) --Audio (MP3, WAV, WMA, etc)

Definitions (Cont.) Project-A template, profile or workspace within Acquisition Station --Items are imported into projects --Live on local machine until uploaded to server --Projects populate collections

Collections & Projects Collection Project 2 Project 3 Project 1

What the Heck is Metadata, Anyway? Term literally means data about data It is specifically structured information that describes any information object; print or digital example—the information recorded on a traditional catalog card is metadata

Metadata (Cont.) CONTENTdm supports 2 metadata templates: 1. Dublin Core 2. Visual Resources Association Core We use Dublin Core Dublin Core will be discussed here

Dublin Core Dublin Core was designed to be a relatively simple system that can succinctly describe a wide range of objects Made up of 15 elements

Dublin Core Elements (Cont.) Elements can be qualified to allow for more precise searches: In addition to DC.Title you may also have a DC.Title.alternative field Other fields may be qualified if necessary DC imposes some consistency within collections

Dublin Core in CONTENTdm DC Simple is default metadata scheme Fields can be added, removed, repeated as needed Fields can be renamed, reordered, indexed (made searchable), or hidden

Dublin Core in CONTENTdm (Cont.) Dublin Core is an accepted standard among libraries, museums, information institutions Different CONTENTdm collections are interoperable Also makes it easy to migrate data to other systems if necessary

Dublin Core in CONTENTdm (Cont.) More information about Dublin Core can be found here: http://dublincore.org/

Download CONTENTdm The first step to building a collection is to download and install the CONTENTdm Acquisition Station software Partner organizations will be given access to the User Support Center; has downloads, tutorials, help postings etc.

Administrative Functions of CONTENTdm Parameters of collections can be set before built Done by CONTENTdm Administrator Administrative module accessed via Acquisition Station

Administrative Functions of CONTENTdm Click Administration at the top of the screen to access the administrative functions of CONTENTdm

Administrative Functions of CONTENTdm Users can choose administrative options for: Servers Collections Items

Administrative Functions of CONTENTdm This is a view of the collections administration page

Administrative Functions of CONTENTdm Field properties allows customization of metadata fields, names, display order, etc.

Administrative Functions of CONTENTdm Change display order of fields on this screen using drop down menus Clicking edit allows individual field properties to be changed

Administrative Functions of CONTENTdm This is a screen that allows an administrator to edit attributes of individual fields

Item Administration From the Item Admin Page: CDM administrator gives final approval for objects to go into collections Collection can be indexed to make changes take effect Items can be added to a collection Item metadata can be edited

Administrative Functions of CONTENTdm This is the Item Administration page Item administration is very important once items have been prepared to go into a collection

Building a Collection To start a new collection or project you first need: URL of server where the collection will be stored Username Password *All provided for partners by TAMU-C

Building a Collection (cont.) Click on Start menu—All Programs—Acquisition Station

Building a Collection (cont.) Click New

Building a Collection (cont.) The New Project window opens Click Next to continue

Building a Collection (cont.) Enter a name for your project—Click next

Building a Collection (cont.) Enter the URL of the server where the collection is/will be stored

Building a Collection (cont.) Enter your user name and password Server location, user name, & password assigned by TAMU-Commerce Technology Services Department

Building a Collection (cont.) Choose which collection you would like the project to be associated with ** The collection space will have been set up by TAMU-Commerce Technology Services Department

Building a Collection (cont.) Choose how objects will be uploaded to server—Choose FTP to server

Building a Collection (cont.) Your project space is now configured You can now import items to prepare them to go into a collection The items should be stored on a drive that is accessible to your computer

Building a Collection (cont.) Click Import

Building a Collection (cont.) File Imports 1 item at a time Compound object refers to several items that are associated by sequential file names and displayed together within a collection as 1 object; example-pages of a book Multiple files allows you to import several individual objects at once

Building a Collection (cont.) Now browse to where your items are stored on your computer/drive and click open

Building a Collection (cont.) This brings up the picture along with the Media Editor

Building a Collection (cont.) The media editor allows metadata for each object to be created

Building a Collection (cont.) The fields listed in the Media Editor by default are Simple Dublin Core, but can be deleted, added to, renamed, as needed, depending on the nature of the collection Title is the only field REQUIRED on each record Other fields may be ignored on records if desired

Building a Collection (cont.) The item is now ready to be sent to the server If Metadata needs to be edited, click on the thumbnail to open the Media Editor

Building a Collection (cont.) Click Upload The Item is sent to the server, and goes to the queue to await final approval The Item is no longer accessible via the Acquisition Station

Building a Collection (cont.) If you are not administrator for a collection that was the final step The item is now in the pending queue Accessed via CONTENTdm Administration

Approve Items (Administrators Only) 2 items are waiting for approval; metadata can be edited as needed at this point

Approve Items Administrators have the option of approving all items together or individually 1 more step after approving items Collection must be indexed so that newly approved items are included

Index Collection Click Start Index—Items are now viewable via the Web

More Help More Help and step-by-step tutorials can be found in the CONTENTdm User Support Center www.contentdm.com/usc Registration is required—if you don’t have it, get institution ID from CONTENTdm Administrator

Using ContentDM To Build Digital Collections Tool Kit

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