DigiTool and the Institutional Repository of the University of Lisbon
Metadata Editor DigiTool Version 3.0. Meditor 2 Metadata Editor — Main Features Templates (local...
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Transcript of Metadata Editor DigiTool Version 3.0. Meditor 2 Metadata Editor — Main Features Templates (local...
Meditor 2
Metadata Editor — Main Features
Templates (local and server)
A client application that provides tools for the effective
Metadata Editing such as:
Tag-information
Allows viewing of object while editing
Allows browsing between objects, based on
relationships
Controlling rights (ownership) to the level of metadata type
Controlling editing rights and record editing history
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Deposit
Approval
Search&
Index
Dispatcher &
Viewers
Single&
Bulk
DigiTool Modules
Web Services
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Metadata Editor: Screen Layout
Upper Pane – Metadata Editor
Lower Pane – BrowserLaunch
Bar
Navigation Tree
Object Tree
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Record Bar (Upper Tray)
Left-hand part: contains brief information about the object being edited, such as administrative unit, PID, Metadata name and number.
Right-hand part: • Save metadata on Server• Close object • Open predefined Metadata template• Screen Layout• Check Record • Activate Keyboard
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Operations Bar (Bottom Tray)
Left-hand part: showing server communication.
Right-hand part(right-click on the relevant icon): • Login, password and privileges• Menu language setup• Connect to a different collection• Printing options• Exit Program
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Connect to Administrative UnitBefore you can start working with objects, you must
first connect to an Administrative Unit. Menu/DigiTool/Connect to…
New records are marked as belonging to the current Administrative Unit, and when you call up an object number (PID) from the server, it is retrieved from the Unit you are connected to.
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Importing Tables
When you connect to the required Administrative Unit, the system checks that the Meditor is using the most recent version of the system tables. If these tables have been modified, they will be downloaded into the pc (Depending on setup).
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WORKING WITH OBJECTS
Create a New Object
Delete an Object
Refresh an Object
Purge Local Objects
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Create a New Object
There are two ways to create a new object using the Meditor:
Insert a New Object
Duplicate an existing Object
Note: when a new record is created, it is automatically saved on the server.
The object automatically receives a unique identifying number (PID) displayed on the record bar.
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Insert a New Object
From the Object Menu select Insert New Object.
A New Object Information window appears:
The Basic information is entered on the New Object information, followed by a click on Create.
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Insert a New Object – Control Tab
Basic information is displayed in the control tab, if you wish to change press Update when done.
Note: Creation and Modification info is also displayed in this tab, not for editing.
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Insert a New Object – Stream Ref TabTo upload a file or URL reference open Stream Ref tab and choose Attach File or Attach URL or Copy URL respectively:
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Duplicate an Object
The object can be duplicated and saved under the current or another Administrative Unit. From the Object Menu select Duplicate Object. A pop-up window appear:
After selecting a unit, the duplicated record is displayed and can be edited. The new record will be saved on the server. Note MDs and stream are duplicated, but not inter object relations.
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Delete an Object
Select Delete Selected Object from the Object menu. You receive a prompt to confirm that you want to delete the object:
•After deleting an object you will not be able to search the object from the Repository. The object will remain on the Resource Discovery until the next Harvesting Service is performed.
•An object can not be deleted as long as it has any relations with other objects.
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Refresh an Object
Refresh Object function retrieves the object from the server.
This function is used in the case you would like to discard your changes and reload the original object from the server.
You can also use this option when an object is locked by another user.
By refreshing the object you know if the object has been unlocked.
Select Refresh Object from the Object menu.
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Purge Local Objects
This option enables you to close all objects that are open on the local drive and has not yet been saved on the server. Select Purge Local Objects from the Object menu.
After purging the objects from your local drive you will still be able to reopen the objects from the Repository.
The recent changes you have made will not be saved.
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WORKING WITH METADATA
Create New Metadata
Edit Metadata
Save Metadata
Lock/Unlock Metadata
Refresh Metadata
Delete Metadata on Server
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Meditor Metadata Standards
• Descriptive Metadata• MARC
• Technical metadata
• Supports editing of the following metadata types:
• Dublin Core
• Image - NISO Z39.87 for still images (MIX)• Text – Based on METS schema• Audio – Based on Audio MD Extension Schema
• Video - Based on Video MD Extension Schema
• Preservation metadata – Based on PREMIS
• Rights metadata – Based on METS rights declaration
• Object History metadata – Based on PREMIS
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Copyrights
A copyright statement may be presented to the user prior to the viewing of an object.
The institution can maintain different types of copyright notices and specify the notice that will be displayed for a given object.
The staff user can create the Copyright rules for an object by Adding a Copyrights Node to rights_md:
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Technical Metadata
Indicates the technical attributes of the digital object: file type, file size, format, checksum.
Can be indexed together with descriptive metadata.
Can be automatically extracted from the object during the ingest process.
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New Metadata Record From Scratch
Step 2. Select the Metadata type.
Step 1. Select “Insert New Metadata” from the Metadata menu.
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Create a New Metadata
Metadata Records in DigiTool can be created from scratch, based on pre-defined templates or inserted from the local PC.
The Meditor supports two types of templates: Templates on the server Local, user-defined, pc-based templates
With each of these options you can use Predefined Forms to help entering subfield information.
Descriptive Metadata types (MARC and Dublin Core) can be multiply added to a single object.
All other metadata types can be added only once.
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Opening Existing Templates
Click on the Template button, or Ctrl+A, or Metadata/Open Template
MARC Example
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Insert Metadata from Local Drive
This option is used to upload Metadata from your local drive. From the Metadata Menu select Insert from Local Drive. The Open Local Metadata window appears:
Choose metadata type.
Browse for the file path on your local drive. Click ok to open the metadata in the Meditor.
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Edit Metadata
The Object’s Metadata are displayed under the Object tree.
•Metadata being editing appears with preceding asterisk, in red and Italic font.
• When saved on Local Drive the asterisk * is removed.
• When saved on Server the metadata will appear without any formatting.
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Metadata Editors in Meditor
MARC Editor is used for editing Descriptive MARC Metadata only.
XML Editor is used for editing Descriptive Dublin Core, Access Rights. Preservation, Technical and History Metadata.
Form-Like Editor is used for editing Descriptive Dublin Core and Access Rights metadata. It is configurable on the admin unit level if this editor or the above will be used. ( On server $dtl_dev/ADMXX/md/md_conf.xml, in the md section change from xml to dc_form for Dublin Core and ar_form for Access Rights ).
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XML Editor
The XML Editor is a tree-based editor which enables a free editing of the metadata tags.
The screen below displays the root element of the Dublin Core Metadata record.
A single tag can contain attributes, other nested tags or data.
Each branch of the tree is displayed in a delineated box.
Icons are used to collapse and expand a branch.
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XML Editing – Adding nodes
The XML tags are displayed in a tree-based editor. Each tag is a node in the tree. A node can have ancestor, siblings and descendant nodes.
From the Edit menu you can add new nodes, move node to another location on the tree using copy, cut and paste, insert snippets and delete nodes.
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Sub Nodes
Sub Nodes can be added to the Nodes by pointing the Node with the cursor and mouse right click or Edit/Add New Sub Node.
Snippets are used to add pre-defined segments of a large xml.
To insert a snippet place your cursor on the ancestor tag, right click it and Select “Insert Snippet”. The snippet will be added under the tag you placed your cursor on.
Pre-defined snippets are available for the Access Rights Metadata and for the Dublin Core metadata.
Snippets
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Help on Field
The Tag Information tab in the lower pane provides a guide to the use of valid indicators, subfield codes and values for the field selected in the upper pane.
To receive help on a field, place your cursor on the field of interest.
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Metadata Form-Like Editor
Two types of Metadata forms are available in DigiTool:
The Dublin Core Form provides a tool for editing the DC metadata.
The Access Rights form is used for editing access rights Metadata.
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Dublin Core Form
The Dublin Core form enables fast straightforward editing of metadata tags.
The screen below displays the form for Dublin Core Metadata
Tag List
Operation Bar
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Add a New DC Tag using the Form To add a new tag place your cursor on the Tag list
pane and right click it, Select “Add a New Node” from the Edit Menu.
This will automatically enable the operation bar. From here you can select the tag name, attribute and value.
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Edit DC Tag using the Form
To edit a tag highlight the tag you would like to edit and press on the Space Bar.
This will automatically enable the operation bar. From here you can edit the tag attribute and value
Note that you cannot update the tag name.
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DC Form – Insert Snippets
You can insert a pre-defined set of tags using the “Insert Snippets” option
To do this right click on the Tag List and select “Insert Snippet” or select this option from the Edit Menu:
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MARC Editor – Adding Fields
2. Option A: adding new fields from a pre-defined list (Edit/New Field (Choose from List) or F5).
1. For MARC Metadata – choose Record Format.
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2. Option B: adding new fields as defined by the user (Edit/New Field (User-Defined) or F6).
MARC Metadata Editing – Adding Fields
As you finished entering the new field’s code, the system will add its name (if it is already defined).
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Then, subfields should be added to the new field or to other fields (Edit/New Subfield or F7).
MARC Metadata Editing – Adding Subfields
The additional editing options such as cut / copy / delete / paste fields and subfields, check field or record are available from the Meditor Edit Menu.
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Moving Around a Record
Up/Down arrows - moves up/down one lineLeft/Right arrows - moves left/right one spaceTab - moves from field to fieldPageUp - moves up one pagePageDn - moves down one pageHome - moves to the beginning of the line where the cursor is positionedEnd - moves to the end of the line where the cursor is positionedCtrl+Home - moves to the beginning of the recordCtrl+End - moves to the end of the record
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Editing Fixed Field Forms
Predefined forms are available for various fields, allowing fast and easy data entry into subfields.
Edit/Open Form or Ctrl+F for a selected field.
Example: form for the 008 tag.
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External Headings
The option of browsing heading of the external database is defined under z39.50 and is available from the Edit menu:
The heading chosen by the user will be inserted in the appropriate field by clicking “OK”.
Note: insert text for search under the field value.
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Search Metadata
The Search Metadata function enables the user to locate metadata records by keyword search within the current unit. The metadata record can be linked or copied to an object.
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Additional Option of Edit Sub-Menu
View Record's EditorsThis option enables the user to view the list of editors who have edited the current record, along with the date it was done and their Cataloging Level.
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Object Relationships
There are three main types of relationships that can be created automatically during ingest or manually in Meditor:
Manifestation relations - different representations of the same object. (For example: the same image in jpg and tiff format)
Includes – parent object which includes sub-objects. (For example: a book which includes pages)
Part of – sub-objects that are part of the complex object.
Note : Includes and Part of, represent two point of views on one type of relation.
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Object Relationships
The METS relationships are created automatically during the ingest.Meditor enables the staff user to create object relations using Navigation Tree area
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Linking Objects to Collection
An object can be linked to one or more collections by choosing the Collections tab in Lower Pane of the Meditor.
Note that your user profile should have the relevant authorizations for this action
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Linking Objects to Collection
Existing links to collections and some details about the collection can be viewed in the lower right pane in the collection tab.An object can be in more then one collection.
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Access Rights
The access rights mechanism is intended to enable
the Institution to rule the restrictions connected with
viewing of the objects in DigiTool.
The Institution may decide to provide the full free
access to all objects in the system or to restrict the
access to the objects, based on the patrons’ or
objects’ attributes.
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Creating Access Rights Metadata
The access rights conditions of the digital entity are defined in Meditor.
To create the Access Rights Metadata for an object, select Insert New Metadata from the Metadata menu and choose rights_md or link to the existing metadata.
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Copyrights
A copyright statement is presented to the user prior to the viewing of any object. The institution is able to maintain different types of copyright notices and to specify the notice that will be displayed for a given object. Most institutions have a set of coherent policies governing intellectual property subject law. The Copyright check routine provides the institution with a helpful tool to support the Institution’s Copyright policy.The staff user can create the Copyrights for an object by Adding a Copyrights Node to rights_md:
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Access Rights and Copyrights Forms
The access rights and copyrights conditions of the digital entity can be defined using Meditor Access Rights Forms.
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Saving Metadata
Metadata can be saved in 5 different ways:
Save metadata on local drive
Save metadata as template on local drive
Save metadata on server
Save all changed metadata types on server
Save all changed metadata types on local drive
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Save Metadata on Local DriveSaving a single metadata on the local drive enables the user to continue working on it later or to save a record in case of communication problems with the server.
The Save on Local Drive option will save your record on your PC's hard disk under the path:
C:\DigiTool\MEDITOR\Objects\ADM_Unit\PID\
At this stage the metadata is not available in the Repository or the Resource Discovery.
To save the current record on your local drive, select the Save on Local Drive option from the Metadata menu.
No updates are registered unless the metadata is saved again.
Changed metadata records are automatically saved on local drive after a period defined by your system administrator.
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Save metadata as template on local drive
This option enables a user to create metadata templates for future use.
Saving metadata as a template on the Local Drive will save your metadata record on the list of templates on your PC's hard disk in the mrc or xmt format, creating the relevant folders under the path: C:\DigiTool\MEDITOR\TEMPLATE\
Example for access rights: C:\DigiTool\MEDITOR\TEMPLATE\accessrights\rights_md\example.xmt
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Creating Local Templates
To save the current metadata record as template on your local drive, select the Save metadata as template on Local Drive option from the Metadata menu.
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Save Metadata on Server
You may want to save all changes you have made to a single metadata type on server.
To save metadata on server select the Save Metadata on Server from the Metadata Menu or click the toolbar icon
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Save all changed metadata types on server
To Save all changed metadata types on server select the Save all metadata types on server from the Metadata menu.
The Save all changed metadata on Local Drive option will save all your metadata record types on your PC's hard disk, making it unavailable for anyone else to find in the Repository or the Resource Discovery.
To Save all changed metadata types on server select the Save all metadata types on local drive from the Metadata menu.
Save all changed metadata types on local drive
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Save on Server
The Save on Server option updates the server-based database.
Pre-defined checks and fixes may be also applied to the record during saving.
Basic record-saving rules
A lower-level editor (typist - 01) can not overwrite records that were saved by a supervisor (40).
If two or more people are working on the same record simultaneously, only changes made by the staff user who called up the record first will be allowed to be saved.
When a record is saved on the server, any fields or subfields empty of content will be deleted.
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Checks and Fixes
The system checks Metadata record before saving it on the server, based on user-defined check procedures, and produces a check-report window.You may override it, depending on the type of problems. The system may also perform user-defined fixes.
Critical error – no override!
Overridable error
Index information only
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Check Field / Record
The record and fields can be checked manually
before saving:
Field - place the cursor on the tag of the relevant
field or in the contents area and select the Check
Field option from the Edit menu or use the shortcut
key Ctrl+W.
Record - select the Check Record option from the
Edit menu , use the shortcut key Ctrl+U or click the
Check Record icon from the Record bar.
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The system displays the potential problems in the Messages tab of the lower pane.
If no problems are found, the Messages tab is left empty.
Selecting any particular error will place a green highlight on the ‘problematic’ field.
Checks and Fixes
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Fix RecordThe Fix Record option automatically fixes the current record according to standard institution-defined procedures (fix routines). The Fix Record option is available from the Edit menu.The fixing procedures are listed in the Choose Fixing Routine window:
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Save on Server Process
New Metadata
Fix Metadata
Check Metadata
Updated MetadataRejected Metadata
Re-edit
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Lock Metadata
The Lock Record option locks the record from being saved to the server by any other user at the same time. This is especially useful when staff users are working simultaneously.
The metadata record can be locked, so that only your changes can be saved on the server until you unlock the metadata.
To lock the current record, choose the Lock Metadata option from the Metadata menu. The record will be locked and the phrase "Locked by current user" is displayed in the Record bar:
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Lock Metadata
Note that when you lock a record, someone else may call up the metadata record from the server.
When a staff user loads a locked metadata record from the server, a warning message will be displayed.
The other user may read the record, and even edit it, but s/he will not be able to save any changes on the server while the record is locked.
The phrase “Locked by another user” is displayed in the Record bar.
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To unlock a metadata record that you have previously locked, choose the Unlock Record from the Metadata menu.
The record will be unlocked and the message in the Record bar informing you that it was locked disappears.
If you save changes on the server and then unlock the record, the other staff user will not be able to save his changes on the server.
Unlock Metadata
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Unlock Metadata
If, however, you unlock the metadata record without saving any changes on the server, the other user may then save his changes on the server.
Locked records are automatically unlocked after a period defined by your system administrator.
When any functions that involve the server (such as Save on Server, Fix, Sort or Check) are activated, the record is locked for an additional period.
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Refresh Metadata
Click Refresh Metadata using Refresh Current Metadata from Metadata menu to reload the Metadata record from the server so that it reflects changes that have occurred since metatdat was last read from server.
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Delete Metadata on Server
Delete metadata on server function enables you to permanently delete the metadata record from the server.
To delete the metadata from the server, select Delete Metadata on Server from the Metadata menu.
Note that if you delete the metadata from the server you will not be able to restore it.
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Meditor Search Options
Repository
Resource Discovery
External databases (using z39.50)
Launch Bar
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Repository Search
The staff user is able to search in all or any of the fields, defined in the repository index.
By clicking PID Link, the record is pushed to the editing mode.
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Repository SearchUsers can perform search across Administrative Units by selecting “Cross Unit” from the Admin Unit combo box or in the home Administrative Unit.
The query results appear on the screen. Users can view the object’s details, open the object’s stream and navigate within the object’s manifestations and related objects using ellipsis button.
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Resource Discovery Search
Resource Discovery enables to search for objects that has already been harvested and indexed.
From the results tab you can open the object on the Meditor by clicking the pencil icon.
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Viewing an Object
The delivery system is activated for the digital object in accordance with the access rights and delivery rules defined in the system in the same manner as for the viewing an object in the Resource Discovery Module.
Users are able to view the object related metadata by clicking the title link.
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Search in External databases(using z39.50)
External Search allows a user to copy MARC metadata records from external databases (for example, Library of Congress) to the object in DigiTool.
Search Results
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USER ADMINISTRATION
DigiTool Users are managed in Meditor under the
Administration option:
Staff Management and Privileges
Web Profiles
Patron Management
For detailed information on User Administration,
refer to the User Management presentation.
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Retrieve Records from Silo (ret-01)
This service enables the institution to retrieve particular descriptive metadata records or objects PID’s from the Silo. The document can be saved in a file and afterwards printed out, using one of the "Print" services.
Print Catalog Records - Custom Format (print-01)
This service enables the institution to save in a file or print out the entire descriptive metadata record for a group of documents that have been found using the "Retrieve Records from Silo" service (ret-01).
Print Records (print-04)
This service enables the institution to print metadata records, one after the other, on regular-sized sheets of paper that can then be bound together and used for reference.
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Update Word Index (manage-91)
This service updates the Word Index of the database.
There are three choices presented for this service: "Recreate indexes for entire collection from scratch" recreates the word index for the entire collection.
"Reload indexes for entire collection, create only new files" reloads the word index only for new files.
"Create indexes for range of records" creates the word index only for the range of documents entered.
This service locks the DigiTool system and should only be run when the collection is closed.
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Update Sort Index (manage-27)
This service updates the Sort Index of the database by rebuilding the entire sort index, dropping and rebuilding the tables.
This service locks the DigiTool system and should only be run when the collection is closed.
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Update Short Descriptive Records (manage-07)
This service updates the Short Descriptive Records of the database.
If the CREATE-Z00R flag of the tab100 table in the silo's and/or administrative unit's tab directory is set to 'Y', this function also updates/creates Z00R records.
Run this service after making a change in the tab22 table that affects the Short Descriptive Records.
It is recommended to rebuild the Short Descriptive Records periodically using this "Update Short Descriptive Records" utility.
This service locks the DigiTool system and should only be run when the collection is closed.
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Harvest Repository into Silo (harvest-01)
This service allows you to harvest (collect) objects and metadata from your repository to the Silo. The options are to update the silo with the changes, report on the changes or to recreate the silo from scratch.
The harvesting_schema.xml file defines the fields of the descriptive record that will be the basis for the search function.
This service is run daily, or whenever you need to update the Resource Discovery module with the changes made to the Repository.
This service is identified in the Batch Log and Batch Queue as p_harvest_01.
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Update Collections from XML (media-35)
This service updates the changes made to collections. This updates the collection displayed on the Resource Discovery module.
This service uses an XML file entitled collection.xml as an input file to update changes done under the Collection Management module. This service updates the Z126 and Z127 Oracle tables.
This service is run when you make a change in the collections through the Collection Management module. You should also run the Update logical collection item count service (media-36) to update the count of items under each collection.
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Update Logical Collection Item Count (media-36)
This service updates the collection's item count.
This service should run after you run the Harvesting to the Silo service (harvest-01).
Logical collections are based on a query. As a consequence, any change in the query results should be updated in the collection as well. You should also run this service after you run the Update the Collection from XML service (media-35).
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Create Filing Keys for Names (manage-64)
This service recreates name keys for Z312 (Patron Data). It is identified in the Batch Log and Batch Queue as p_manage_64.
The service should be run if a change has been made to the filing values/rules for BORROWER_NAME_KEY.
Count of New and Updated Records - by Cataloger (com-02)
This service produces a statistical report on the number of newly created as well as of updated metadata records, sorted by cataloger (p_com_02).
Confirm Users (com-03)
This service can confirm and/or produce a report on the all unconfirmed users (p_com_03).
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Global Changes (manage-21) This service is used to change all descriptive metadata records that meet your selection criteria or to produce a report of records that are eligible to be changed according to the criteria (p_manage_21).
Delete "CAT" Fields (manage-13) This service updates descriptive metadata records by deleting "CAT" fields that are no longer needed (p_manage_13).
Harvesting Records Using OAI (media-25)This batch service allows an institution to harvest (collect) metadata from the repository (network server) in accordance with the Open Archives Initiative Protocol for Metadata Harvesting (OAI-PMH). It supports the six OAI-PMH requests specified by the OAI protocol (Version 2.0): GetRecord, Identify, ListIdentifiers, ListMetadataFormats, ListRecords, ListSets (p_media_25).