ISLANDORA by PALS Detailed FAQ March 2014 This document is ...

Islandora by PALS: Detailed FAQ, March 2014

ISLANDORA by PALS

Detailed FAQ

March 2014

This document is intended to serve as a resource to answer common questions that

prospective customers may have regarding Islandora and PALS services.

It is based on Islandora Version 7.x-1.2.


Table of Contents

Item/Format……………………………………………………………………………….Page 3

Tech Support……………………………………………………………………………..Page 14

Metadata…………………………………………………………………………………..Page 17

System Compatibility / Discoverability…………………………………………………Page 25

Search engine/Interface Customization….……………………………………………Page 21

Rights / Licensing…………….………………………………………………………….Page 26

End user…………………………………………………………………………………..Page 28

Back office/Administrative client……………………………………………………….Page 38

Additional functional training documentation…………………………………………Page 44


ITEM / FORMAT

1) Are there limits on size and number of objects added?

No.

a. If there is a limit on the size capacity for objects, can we obtain more space?

We will need an estimate of the amount of space you will need, at least for the initial

phase of the implementation. As your space needs grow, more space can be provided.

b. What would the cost be in obtaining more space?

The cost would be incorporated into your annual fees. See fee schedule included in the

answer to number 39.

c. If we have a high number of objects in the repository, does this slow down the speed for

objects to appear or be downloaded or does that depend on end-user equipment?

The number of objects in the repository will not impact the speed of retrieval or display.

2) What types of formats are supported?

Islandora supports various formats through Solution Packs, which are Drupal modules based

on best practices for each format.

Solution Packs supported in Islandora 7.x 1-2 are:

- Audio Solution Pack

o WAV, MP3

- Video Solution Pack

o File types: ogg, mp4, mov, QuickTime, m4v, avi

- Basic Image Solution Pack

o File types: GIF, PNG, JPG/JPEG

- Islandora Paged Content

o Shared by Book Solution Pack and Newspaper Solution Pack

o File types: TIFF

Islandora by PALS: Detailed FAQ, December 2013

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- Large Image Solution Pack

o File types: TIF, TIFF

- Newspaper Solution Pack

o TIFF

- PDF Solution Pack

o PDF

- Compound Solution Pack

o Uses other Solution Packs to create compound objects of various formats

o File types: WAV, MP3, ogg, mp4, mov, QuickTime, m4v, avi, GIF, PNG, JPG/JPEG,

TIF, TIFF, PDF

a. How are video objects handled – can you add streaming videos or do you have to

download videos to view them?

Video objects are handled through streaming. You do not need to download videos to

view them. JWPlayer plays MP4 formatted files in main play window. It is also possible

to download the video.

b. Do you have any recommendations on format types?

Each Solution Pack supports different format types. Format types supported by each

Solution Pack are listed below.

Audio Solution Pack: WAV or MP3

Video Solution Pack: ogg, mp4, mov, QuickTime, m4v, avi

Large Image Solution Pack: TIF, TIFF

Basic Image Solution Pack: JPG or JPEG

Newspaper Solution Pack: TIFF

PDF Solution Pack: PDF

Compound Solution Pack: WAV, MP3, ogg, mp4, mov, QuickTime, m4v, avi, GIF,

PNG, JPG/JPEG, TIF, TIFF, PDF

General practice is to ingest the highest quality format available and then let Islandora

create the appropriate derivatives.

c. Do you have a process in place to handle format migration in the future?


PALS does not currently have a process in place to handle format migration. However,

there are plans to integrate Archivematica into Islandora, which will provide a system to

enable this. From the Archivematica web site:

Archivematica is a free and open-source digital preservation system that is designed to maintain standards-based, long-term access to collections of digital objects.

Archivematica uses a micro-services design pattern to provide an integrated suite of software tools that allows users to process digital objects from ingest to access in compliance with the ISO-OAIS functional model. Users monitor and control the micro- services via a web-based dashboard. Archivematica uses METS, PREMIS, Dublin Core and other best practice metadata standards. Archivematica implements format policies based on an analysis of the significant characteristics of file formats.

3) Can you get thumbnail previews of photos? Are thumbnails auto-generated or do we have to

create multiple sized versions?

Thumbnails are automatically generated when you add an object to the repository. You can

also download the thumbnails and use them as desired.

4) Can you watermark or band an image?

According to information from the Islandora community, other Islandora sites have successfully

added watermarks to images after ingesting them into Islandora. We are using djatoka to serve

up images, and it comes with a watermark plugin. Another option is to use Imagemagick to

overlay watermarks on images.

5) Can you pan/zoom in on objects/specific parts of a page?

Yes, you can zoom in on objects and specific parts of the page. Each Solution Pack display

tool has the ability to zoom (except audio and video). This is an example of the zoom function

for a page in the Book Solution Pack.


6) Can you limit access to a specific collection or even individual items based on IP range or by

using EZProxy?

There are two levels of permissions that are applied within Islandora. The first uses the Drupal

Administration module to set permissions that apply to your entire repository. For example, you

can give an anonymous user permission to view your repository but not add items. Or, you can

allow a student login to add metadata but not create collections. There is an Islandora module

called IP embargo which allows administrators to restrict access to an administrator defined

set of IP addresses. This could be applied to your entire repository, a specific collection or a

specific item. In addition, this restricted access can have an expiration date so that the

collection or item will be embargoed for a limited time.

The second level of permissions uses XACML policies at the Fedora level. XACML provides

access restrictions at a more fine-grained level than Drupal (for instance, blocking access to a

single collection, object, or datastream instead of an entire content type). Islandora provides an

administrative interface to the XACML policies so you can easily make changes. For more

information about the XACML editor, click on the following link.

https://wiki.duraspace.org/display/ISLANDORA712/Using+the+XACML+Editor

We have tested accessing Islandora via EZProxy and confirmed that it works.

7) Can you embargo items and if so, what is the process for embargoing items? When items

reach the end of the embargo period, what needs to be done?

There is an Islandora module called IP embargo which allows administrators to restrict access to an administrator defined set of IP addresses. This could be applied to your entire repository, a specific collection or a specific item. In addition, this restricted access can have an expiration date so that the collection or item will be embargoed for a limited time. The embargo will expire automatically when the expiration date is reached. When this module is installed, a tab is added to each collection and each item to allow you to enter the embargo information.

Islandora’s new Institutional Repository (IR) framework also includes functionality for publication embargo.

https://wiki.duraspace.org/display/ISLANDORA712/Using%2Bthe%2BXACML%2BEditor


8) How are multiple page objects handled and displayed (for example a yearbook or serial)?

There are different ways to handle and display multiple page objects. The choice depends on

what you are digitizing. You could use the Book Solution Pack, Newspaper Solution Pack, PDF

Solution Pack, or the Compound Object Solution Pack.

One way of handling multiple page objects is with the Book Solution Pack. Our development

partners have chosen the Book Solution Pack for their multiple page objects.

Features of the Book Solution Pack include an automatic page turner display view, OCR of

each page, and batch ingest of zipped TIFF files. The batch ingest makes it easy to add

several pages to a book object. It’s important to note here that zipping TIFF images does not

affect image quality.

Page turner:


[Type text]

OCR:

Southwest Minnesota State University digitized their Alumni newsletter, Focus, using the Book

Solution Pack. Minneapolis College of Art and Design digitized course catalogs and student

publications, using the Book Solution Pack.

This is an example of a collection that uses the Book Solution Pack:


Each thumbnail (automatically generated when you add pages to the book) represents a

multiple page object.

You can also view individual pages.

Another way to handle multiple page documents is the Newspaper Solution Pack. It functions

in a somewhat different manner than the Book Solution Pack. When using it, each newspaper

publication is a single collection. Each object within that collection is treated as a single issue

of that newspaper collection. At the next level, the objects are the pages of that particular

issue.

This is meant to make it easier to navigate between issues and pages of a publication.


The Newspaper Solution Pack is still considered to be in beta, but the code is available. There

is an example of the Newspaper Solution Pack in the Islandora Sandbox at

http://sandbox7.islandora.ca/islandora/object/newspapers%3Aguardian .

http://sandbox7.islandora.ca/islandora/object/newspapers%3Aguardian


The Newspaper Solution Pack (beta).


The PDF Solution Pack is a simple way to handle multiple page objects, like dissertations or

theses, meeting notes, agendas, reports, and similar documents. The PDF Solution Pack

enables you to add PDF files to the repository, where they are stored as a single object. The

file that gets displayed is a PDF and can be viewed, downloaded, and searched like a regular

PDF.

This is an example of the PDF Solution Pack display:

When you click on the document, a separate browser window opens it as a regular PDF.

From here you can save a copy of the document, print, and zoom in or out.


There is also a quick download feature with the PDF Solution Pack.

Another option for multiple page objects is the Compound Object Solution Pack. It allows you

to create a parent object, and associate child objects with the parent. These child objects can

be any format. See the response to question number 9 below for more details.

The PDF solution pack would be a good option to use for dissertations and theses.

9) How does the system deal with/handle compound objects, like a thesis (text) with separate

accompanying images and/or supplemental files?

The Compound Solution Pack is designed for just this purpose.

From the Islandora official documentation:

“The Compound Solution pack module adds the ability to create compound objects using

objects created with any other Islandora solution pack by enabling a generic parent-child

relationship between objects. The object view of a compound object is replaced by the view of

its first child object. The included "Islandora Compound Object Navigation" block provides a

thumbnail navigation of an object's siblings. A "Compound" management tab allows for the

addition and removal of parent and child objects for each object.”

The Compound Solution Pack enables you to create a parent object and associate child

objects with the parent. Child objects can be any format, can use any Solution Pack, and can

be a part of any collection.


TECH SUPPORT

10) Is your product a hosted service or open source or a combination?

Islandora is an open source application hosted by PALS. Islandora is a collection of Drupal

modules which provides an easy-to-use interface to the Fedora Commons Repository

software. The indexing is done with Solr. In addition, other open source tools are used for

functions such as display and conversion.

11) What kind of tech support is provided and are there any associated costs? Is there 24/7 tech

support? What is the expected turn-around time for issues or problems?

See https://www.mnpals.org/content/support-center-urgency-levels for updated information on

PALS support.

12) How is the repository backed up? What kind of protection and security does it have

(LOCKSS)? Have you ever had an outage or a time when a repository could not be

accessed? If there is an outage, what is the approximate wait time before it can be brought

back up?

PALS uses a comprehensive backup scheme. Daily incremental backups are written to disk-based storage. Weekly full backups are written to disk-based storage and to tape-based storage. The tapes are rotated off-site to a secondary data center on a bi-weekly basis. Development servers are backed up using the same scheme.

https://www.mnpals.org/content/support-center-urgency-levels

Islandora by PALS: Detailed FAQ, December 2013 Page 16

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Please see table below:

Interval Type Production System Development

System

Daily Incremental To Disk To Disk

Weekly Full Backup To Disk To Disk

Weekly Full Backup Tape – rotated to secondary site bi- weekly

Tape – rotated to secondary site bi- weekly

The security of our systems is of utmost importance. The operating system is updated

promptly when security patches are issued. A firewall is in place to prevent unauthorized

access. Systems are monitored to ensure they are functioning as expected.

Our Islandora up-time has been excellent, but it is a new service, and our time operating it is

relatively short. We have hosted other large systems for more than 30 years, and we have

experienced over 99% up time. Our systems are monitored by Nagios, an IT infrastructure

monitoring application. Our systems administrators receive alerts from Nagios if there is a

problem with one of our computer systems. In the case of a warning for something like a space

shortage, prompt action is taken to resolve the issue to maintain system availability. In the

event of a system down, we will respond immediately and continue to work until the issue is

resolved. Normally, the system is back up within a few minutes.

13) If your product has a hosted service, where are the servers located? How often are the

servers upgraded/how often is maintenance done and will that impact our repository or not?

The primary PALS data center is co-located with the Minnesota State University, Mankato data

center. For production systems, PALS leases space on the VMware cluster/SAN administered

by the university IT department. Development application servers are hosted on PALS-

administered VMware servers. Our operating environment allows us to scale our systems to

meet increasing system demand as needed. The university/PALS data center is on a 1GB

state trunk line with redundant routing available through a local ISP.

Server operating system updates that require rebooting are scheduled outside of library open

hours, generally early Sunday morning. Security patches are installed upon availability and

other upgrades are scheduled in advance. Other upgrades, such as adding memory or

storage, are also scheduled during off-hours. These system upgrades could cause Islandora to

be unavailable for a short time.


[Type text]

14) How often is the software updated? How has this been done in the past? How does it impact

our version/interface? How are updates scheduled (whose timeline)?

Islandora upgrades, and upgrades to related software tools, will be done as new software

becomes available and is tested. Some updates may be done more frequently if they include a

fix to a problem or functionality we are waiting for. In other cases, a move to a major new

version will be planned over a longer implementation period. Software will be installed first on

the development server and tested there. Then, it will be installed on the production server, as

scheduled in consultation with our customers. Upgrades to the production server are

performed outside of library open hours. The down time required will depend on the extent of

the changes to the system, but is not expected to be more than a few hours.

METADATA

15) What metadata schemas do you support? Can we select our metadata schemas or is it built

into the product? Is the metadata compatible with Summon or other resource discovery tools?

We support any metadata schema you want to use. The schema gets mapped to Dublin Core,

which is used by Islandora/Fedora. At this time, the Dublin Core record is what gets indexed

and searched, though enhancements are possible to allow indexing of other metadata fields.

Summon has a process in place to add an intuitional repository to their database. According to

their documentation, you have “the option to index one institutional repository in Summon

when you first implement the Summon service; after that, you can add a maximum of one IR

per quarter.”

Also, “the repository must support the OAI-PMH protocol for Summon to automatically harvest

the content. If the repository does not support the OAI-PMH protocol, then you will need to

manually upload your files via FTP.”

The Islandora OAI module enables your site to be visible via the Open Archives Initiative

Protocol. This module makes the Solr index and accompanying metadata visible to other sites

that harvest OAI compatible metadata. Enabling the OAI module makes it much easier for

researchers to find objects in your site.

The Islandora OAI module should allow Summon to automatically harvest its content. We

have not tested this yet.


[Type text]

16) Please show us the process for metadata creation.

Metadata gets created when you add an object to the repository. This is done through ingest

forms, which act as data entry forms for your objects. Islandora comes with default “out of the

box” ingest forms that are different for each Solution Pack (format). These forms are highly

customizable and can be tailored to specific collection needs. For example, you could have

default text in several fields in the form so you would just need to update a few fields for each

object added.

It is also possible to create drop down menus that contain controlled vocabulary terms. Any

terms can be used. Here is an example of a controlled vocabulary list for roles:

And an example of another controlled list for group names:


We can also designate any metadata element as required (rights statement, title, date, others).

These features enable very fast and easy metadata entry.

These ingest forms can use any metadata schema you want, and any elements of that

schema.

The step by step process for metadata creation is very simple. First, you would 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.

Click on “Manage”.

Next, you would click on “Add an object to this collection.”


Choose the appropriate content model (format) for the object you are adding. Most of the time

there will be just one, but there could be as many as you want. This means that you can have

multiple formats in one collection (for example, photographs and video in one collection).

In this screen shot we are choosing the PDF Content Model. After selecting it, click “Next”.

This brings up your ingest form, where you describe your object. This is a customized form that

PALS created. The text associated with each field is editable, so you can have customized

instructions for your metadata creators to describe how they should enter information.


After filling out the metadata, you will upload your object, and then add (ingest) it to the

repository.

17) How does OCR work with your system – is it built into your system? What type of OCR

software do you use? Do you have any limits on OCR?

The tool used by Islandora to do OCR is Tesseract. Tesseract is a commercial quality OCR

engine originally developed at HP between 1985 and 1995. It was open-sourced by HP and

UNLV in 2005. Tesseract is probably the most accurate open source OCR engine available.

Combined with the Leptonica Image Processing Library it can read a wide variety of image

formats and convert them to text in over 60 languages. It was one of the top 3 engines in the

1995 UNLV Accuracy test. In recent years, it has been improved extensively by Google.

We are not aware of any limits on OCR.

18) Can we export a tab delimited file of metadata to the Minnesota Digital Library?

Metadata can be exported from Islandora in XML format. A conversion script could be written

to convert the XML to a tab delimited file for export to the Minnesota Digital Library.

19) Can we selectively map our ETDs, for example, to MARC and load in OCLC? How can you

harvest metadata for local catalog record creation?

We will work with you to selectively map your ETDs to MARC. There are at least two options

we can consider for harvesting metadata.

http://leptonica.com/


[Type text]

A) Download MARCXML metadata from Islandora for specific objects.

Islandora uses a MARCXML module, which, when enabled, causes a MARCXML tab to

appear with each object in the repository.

From the MARCXML tab you can view a brief MARCXML record of the object.


From the MARCXML tab you can download the MARCXML record.

Once downloaded, you can edit the record with third party software, such as MarcEdit (a free

program).

After making any edits, you could import the record to OCLC.


B) Extract metadata from Islandora as OAI and then use Marc Edit to generate MARC

records.

The Islandora OAI module allows a site (your repository) to have its Solr index (and

accompanying metadata) “visible to other sites that harvest OAI-compatible metadata.”

More information on the Islandora OAI module is available here:

https://wiki.duraspace.org/display/ISLANDORA712/Islandora+OAI.

Marc Edit has the ability to harvest OAI records.

Once the metadata gets harvested from Islandora, batch edits could be made as needed, and

then the records could be imported to OCLC.

https://wiki.duraspace.org/display/ISLANDORA712/Islandora%2BOAI


SYSTEM COMPATABILITY / DISCOVERABILITY

20) How does your product work with ProQuest in terms of ETD creation and uploading?

ProQuest provides a file of XML metadata for each document. We can create a stylesheet that

will convert this XML metadata into the format required by Islandora. The objects can then be

batch loaded, along with the metadata, into Islandora.

21) How does your product work with ContentDM? Can we bring in objects from ContentDM or

link out to objects?

Bringing in objects from ContentDM to Islandora can be done. We would export the metadata

from ContentDM, convert it to MODS, and then we can batch ingest the object files and

corresponding metadata files into Islandora. Given the flexibility of the Drupal interface, it is

also likely possible to link to objects in ContentDM.

22) How is the repository discovered by Google and other search engines? Is anything done to

ensure search engine optimization?

Within the Islandora community, work has been done to make objects in repositories

discoverable by Google and Google Scholar. For example, the Colorado Alliance of Research

Libraries created RSS sitemaps to make the data visible to Google and added appropriate

HTML metatags so that it would be found by Google Scholar.

Another tool that may prove useful is the Biblio Scholar Drupal module, which provides the

metatags required by Google Scholar.

Discussion (and development) is in progress to use linked open data for authorities in Islandora. This would help make repository data more discoverable: https://groups.google.com/forum/?hl=en#!topic/islandora/MqHYMKL2RRs

23) Will the system work with various browsers/systems (Safari and Chrome specifically) or is

there a preferred browser/system? How does the product display/work on mobile devices?

Islandora works in Internet Explorer, Firefox, Chrome, and Safari on both PCs and mobile

devices (iPhone, iPAD). This is done through responsive web design and does not require any

special installation or modifications. There are also Drupal modules available that improve

performance on mobile devices, such as “Mobile Theme”:

https://drupal.org/project/mobile_theme.

https://groups.google.com/forum/?hl=en#!topic/islandora/MqHYMKL2RRs

https://drupal.org/project/mobile_theme


Alex

Islandora’s new Institutional Repository (IR) framework includes publication rights

management.

RIGHTS / LICENSES

24) Can you add a creative commons license or link out to a CC license? How are copyright

statements created (item level or collection level or both)? Is there a copyright template or do

we create our own?

Islandora’s new Institutional Repository (IR) framework includes publication rights

management.

Currently we are handling copyright statements with the ingest forms, using the MODS

metadata schema. MODS has <accessCondition> as a top level element. This element is

extensible, which means one can use any copyright schema that meets your needs, like

PREMIS or MetsRights. You could also add a Creative Commons license to objects, or any

other copyright statement/rights statement. This can be done at the individual item level.

Minneapolis College of Art and Design has implemented rights management using

copyrightMD, a schema created by the California Digital Library in 2009. Each ingest form has

a Copyright element with attributes that further define the element, and values that further

explain the attributes. Shown below is a form that shows copyright status, name of rights

holder and contact information. These forms are very flexible and customizable to your needs.


In this form, Copyright status, Publication status, and the Rights statement are required, with a

drop down of the various choices. Publication status is shown below.

Handling the copyright status/publication status and related information in this manner allows

you to create default statements that can be applied to every object in your collection with the

ingest form. For example, you could use the text of the Creative Commons license in the

Rights statement. You could also link out to the license/statement.


SEARCH ENGINE/INTERFACE CUSTOMIZATION

25) Indexing – is this instantaneous and automatic or do we have to do something? How long on

average does indexing take?

The repository will be set up so that indexing occurs automatically upon ingest of an object. A

single page pdf or tiff will be indexed in less than a minute. Indexing larger objects will vary

with the size of the object.

26) Interface customization – who does this? Can we do some customization by ourselves and

would we have support? Can we brand the site?

The interface can be customized and branded using Drupal. You can do as much

customization as you like, with PALS support. It really depends on your needs. For example,

the site can be branded by selecting a Drupal theme and then configuring it by changing

colors, adding your logo, and configuring the page layout.

END USER

27) How does the end user search the repository? Does it allow searching by title, author, subject,

keyword, dates? Can we create our own searches or are they canned searches?

The end user searches by typing a search term in a text box. Search fields are configurable

and can include title, author, subject, keyword, and dates.

It is possible to customize the search facets. You can configure which fields are used as facets

and specify their labels.


28) Are there advanced searching capabilities or browse functions?

Yes, there are advanced search capabilities. Advanced search uses boolean operators. You

can search using multiple terms and narrow further by using facets.


The end user can also browse the collection, either in Grid view or List view.

29) Does full text searching highlight results or take you directly to the specific page/spot where

the word is mentioned?

We have not yet implemented the highlight feature, but it is available with the Display Suite

module.


30) Can you browse serials by specific issue or date?

We have not tested Serials, but we would suggest trying the Newspaper Solution Pack or the

Institutional Repository Framework when it becomes available.

31) Are there citation features? Can you export to RefWorks? Can users click on a citation button

to get APA, MLA, Chicago, etc. generated citations?

Islandora’s new Institutional Repository (IR) framework meets the needs of organizations who

need a complex system to manage their constant flow of intellectual output and collect,

organize and preserve master's theses, journal articles, dissertations, research and much

more. Features include numerous export and citation styles, enhanced options to import

publications using identifiers such as DOI and PMID, publication rights management, and

detailed repository statistics.

One option available now is the Bibliography Module (https://drupal.org/project/biblio). With it

you can create AMA, APA, Chicago, CSE, IEEE, MLA, and Vancouver citations.

The IR framework is in development, and is not yet available.

32) What can an end user do with an item? Can they download, save, print, etc.? Can we

customize this feature (for example, make it so that patrons cannot print a master TIFF file or

print a specific page range)?

Generally, end users can download and print items. The specifics of how this works varies for

each Solution Pack.

https://drupal.org/project/biblio


For example, with the PDF Solution Pack, an end user can download a copy of the entire PDF.

NOTE: The “Manage” or “IP Embargo” tab does not appear to the end user.

The end user can also click on the page displayed to bring up a new browser window and a

PDF version of the item. From here they can print the PDF document, save it, and search it –

it behaves as any PDF document would.


[Type text]

The Book Solution Pack behaves differently. After clicking on the object you want to

download/print, this is the view an end user will get:

From here the end user can view the metadata, see the OCR text, zoom in and out, and view

the item full screen. They can also search the text within the item.


When viewing a single page of the book you can zoom in or out, and also view it full screen.


The best way to print using the Book Solution Pack is from the full view of a single page. From

the full screen view, right-click your mouse and select Print/Print Preview from the menu.

Zooming in on one area of the page allows you to print that section of the page.


When viewing a single page you can zoom in/out, and also view it full screen.


Another good demonstration of printing is the Large Image Solution Pack.

Using the Large Image Solution Pack, you can zoom in on a certain part of the photograph,

and “clip” the image.

Clicking on “clip image” allows the end user to download or print the image. It also gives a

persistent link to the image.


So, to summarize, end users can download and print items of various formats. It is also

possible to download audio and video files, or view/play them in the browser.

The XACML policies can be edited to control who has access to which file formats, so you can

control who can access the master TIFF image. See more information in the answer to

question 6. In addition, if the object is stored as a book with pages, access can be controlled at

the page level with either the XACML policies or the IP embargo feature.

BACK OFFICE / ADMINISTRATIVE CLIENT

33) Do you have a web based or a client based back office? If client based, are there limits on

number of clients per site and how can you duplicate settings/set ups on client stations? Does

each computer/station need to be manually set up or can this be done automatically?

It is a web based client. We have Islandora set up as a Drupal multi-site, which means that

there is only one instance of the Islandora/Fedora software that everyone uses. PALS will

handle any technical issues with the software, manage upgrades, and do any other related

tasks.

There is no limit to the number of clients that can use the single instance of the

Islandora/Fedora software.

34) How do you add new users and assign them specific rights to the back office? How

customizable is this process? Can you assign rights to submit items, approve items, edit

metadata, delete items, run reports, export metadata and set up collections?

Permissions are set using the Drupal Administration module. The first step is to create roles.

Then, permissions are assigned to each role. When you create a new user, you assign them a

role, and they inherit the corresponding permissions. Roles and permissions can be changed

at any time. Example permissions include:

View repository objects

Add datastreams to repository objects

Edit metadata

Create new repository objects

Permanently remove objects from the repository

Manage object properties

Administer embargoes

Control embargoes

Manage inactive objects


[Type text]

Create child collections

Migrate collection members

Use advanced search

Administer permissions

Administer users

Reports access would likely be controlled by the reports module you choose to use. Exporting

metadata can be controlled by XACML policies.

35) Describe the process to create a collection:

a. Who has the authority to create a collection and how easy is it to do?

Anyone with the right permissions has the ability to create a collection. The process is

very simple, and is similar to how you add objects to a collection.

To create a collection, first log-in with the right permissions. Then navigate to the

appropriate level at which you want to create your collection. When there, click on

“Manage”.

Click on “Add an object to this Collection.” The “object” in this case is the collection

itself.


From here you would name the collection and assign a PID.

Under collection policy you can assign the content models available for the new

collection. These content models determine which formats can be added to this

collection – PDF, Audio, Video, Photographs, etc.

After naming the collection, assigning the PID, and determining the collection policy,

you would click on Ingest, and the new collection is created.

b. Do we have to wait for someone else to create a collection? If so, how long is this

process?

You don’t have to wait for someone else to create a collection. As long as you have the

appropriate permissions associated with your login/account, you can create a collection

at any time. If you prefer, we can create collections for you.


36) Show us any back office features:

a. Is there a queue for approving items – what does it look like?

The Islandora Simple Workflow module causes a basic editorial workflow to be applied

to the ingest process. When the module is enabled, objects ingested by most users are

given an inactive state until another user with proper permissions activates them.

Simple Workflow causes Islandora to react differently to certain users' permissions upon ingest of an object. Most users' uploads will be set to 'inactive' upon ingest, and will be invisible to anyone without permission to view inactive objects. The following permissions can be set up for particular groups.

o Bypass default inactive object state - Groups with this permission ingest

objects as 'active' instead of 'inactive'.

o Manage inactive objects - Groups with this permission are able to view and manage a list of inactive objects

b. What kinds of editing features are available?

To edit, first log-in with the appropriate permissions. Find the object you want to edit.

Click on the “Manage” tab.


Then, you would click on “Datastreams”.

Next, find the MODS “datastream”. Click on edit.

This takes you to the edit datastream form.


From here, you can make any edits you like. Changes made to the MODS record also

get made to the Dublin Core record. You only need to make edits once.

c. How can you fix problems across collections? Is there a find and replace?

The metadata is stored in files in the file system. We could write a perl script to find the

appropriate metadata files and change the desired values. That would be followed by

running a script to re-create the dublin core derivatives.

d. Can you edit an item after it has gone through an approval process? For example, if

you find an image has incorrect metadata months after it was submitted, how can you

fix the mistake or incorrect metadata?

Yes, you can edit metadata at any time. You can create items as “active” or “inactive”

status. Items with an “inactive” status will not be displayed in the repository. You can

create an “inactive” item, enter metadata, and have it checked later. Once approved,

the status will be set to “active”, which will allow it to be displayed in the repository.

37) Can you provide detailed, item level statistics? What types of statistics can be generated?

How long are statistics kept and how long do we have access to the statistics?

It is possible to install third-party statistics tracking systems to your repository, including

Google Analytics: https://drupal.org/project/google_analytics.

Google Analytics can track a wide variety of statistics, from information about what website

visitors are searching for and the terms they use, to the amount of traffic on your website on

any given date.

We can work with you to decide which statistical tracking system works best for you.

Also, Islandora’s new Institutional Repository (IR) framework includes detailed repository

statistics.

https://drupal.org/project/google_analytics


ADDITIONAL FUNCTIONAL TRAINING DOCUMENTATION

Adding photographs to Islandora

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.”


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.

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. 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.

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.

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.

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.

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.

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.”

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!


Setting up Solr Index

Starting from the admin menu, select Islandora:

Then select Solr Index. It is down near the bottom of the list.

Scroll down to “Solr Index”.


Select the tab “Solr Settings” (upper right hand corner).

1. Top of screen: set the default and enabled displays. Default is used, others can be selected.

2. CSV: user can choose to download results as CSV spreadsheet.


3. Default display settings: Use to set fields that will display in search results.

3a. Add item: type “dc.”, then a list will be displayed from which you can choose field.


3b. Click on configure to add label, check highlight if desired.

3b: Configure field.


3c. Weight controls order of display:


4. Sort settings: Use to set fields which can be used for sort. 4a: Add another item: type “dc.”, then a list will be displayed from which you can choose field. 4b: Configure: add (human-readable) label.


4c: Weight controls order of display.

Default sort is score descending.

Can only select non-tokenized values (strings) and those where multivalued = false

Fields that can be selected: PID, dc. date, dc.title_s 5. Facet settings: 5a: Add item: type “dc.”, then a list will be displayed from which you can choose field.


5b: Configure: add (human-readable) label. 5c: Weight controls order of display.


5d: Choose limits.

Can only select non-tokenized values (strings)

Fields that can be selected: dc. Date

6. Advanced search block:


6a: Add item: type “dc.”, then a list will be displayed from which you can choose field. 6b: Configure: add (human-readable) label.


6c: Weight controls order of display.

Can only select tokenized values (text_en)

Fields that can be selected:

7. Query defaults List each query field on this screen.


8. Required Solr fields: make no changes here.

9. Other: make no changes here.

ISLANDORA by PALS Detailed FAQ March 2014 This document is ...

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