1. Metadata Editor DigiTool Version 3.0

2. 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

3. Meditor 3 Deposit Approval Search & Index Dispatcher & Viewers Single & Bulk DigiTool Modules Web Services

4. Meditor 4 Metadata Editor: Screen Layout Upper Pane – Metadata Editor Lower Pane – Browser Launch Bar Navigation Tree Object Tree

5. Meditor 5 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

6. Meditor 6 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

7. Meditor 7 Connect to Administrative Unit Before 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.

8. Meditor 8 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).

9. Meditor 9 WORKING WITH OBJECTS Create a New Object Delete an Object Refresh an Object Purge Local Objects

10. Meditor 10 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.

11. Meditor 11 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.

12. Meditor 12 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.

13. Meditor 13 Insert a New Object – Stream Ref Tab To upload a file or URL reference open Stream Ref tab and choose Attach File or Attach URL or Copy URL respectively:

14. Meditor 14 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.

15. Meditor 15 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.

16. Meditor 16 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.

17. Meditor 17 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.

18. Meditor 18 WORKING WITH METADATA Create New Metadata Edit Metadata Save Metadata Lock/Unlock Metadata Refresh Metadata Delete Metadata on Server

19. Meditor 19 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

20. Meditor 20 Descriptive Dublin Core Metadata In XML editor

21. Meditor 21 Descriptive Dublin Core Metadata In Form Like Editor

22. Meditor 22 Descriptive MARC Metadata

23. Meditor 23 Access Rights Sets restrictions on viewing objects based on patron or object attributes.

24. Meditor 24 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:

25. Meditor 25 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.

26. Meditor 26 Preservation Metadata

27. Meditor 27 Change History Metadata

28. Meditor 28 New Metadata Record From Scratch Step 2. Select the Metadata type. Step 1. Select “Insert New Metadata” from the Metadata menu.

29. Meditor 29 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.

30. Meditor 30 Opening Existing Templates Click on the Template button, or Ctrl+A, or Metadata/Open Template MARC Example

31. Meditor 31 Opening Existing Templates Dublin Core Example

32. Meditor 32 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.

33. Meditor 33 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.

34. Meditor 34 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 ).

35. Meditor 35 Meditor Edit Menu Editing options are sensitive to the type of metadata being edited:

36. Meditor 36 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.

37. Meditor 37 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.

38. Meditor 38 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

39. Meditor 39 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.

40. Meditor 40 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.

41. Meditor 41 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

42. Meditor 42 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.

43. Meditor 43 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.

44. Meditor 44 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:

45. Meditor 45 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.

46. Meditor 46 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).

47. Meditor 47 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.

48. Meditor 48 Moving Around a Record Up/Down arrows - moves up/down one line Left/Right arrows - moves left/right one space Tab - moves from field to field PageUp - moves up one page PageDn - moves down one page Home - moves to the beginning of the line where the cursor is positioned End - moves to the end of the line where the cursor is positioned Ctrl+Home - moves to the beginning of the record Ctrl+End - moves to the end of the record

49. Meditor 49 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.

50. Meditor 50 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.

51. Meditor 51 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.

52. Meditor 52 Additional Option of Edit Sub-Menu View Record's Editors This 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.

53. Meditor 53 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.

54. Meditor 54 Object Relationships The METS relationships are created automatically during the ingest. Meditor enables the staff user to create object relations using Navigation Tree area

55. Meditor 55 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

56. Meditor 56 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.

57. Meditor 57 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.

58. Meditor 58 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.

59. Meditor 59 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:

60. Meditor 60 Access Rights and Copyrights Forms The access rights and copyrights conditions of the digital entity can be defined using Meditor Access Rights Forms.

61. Meditor 61 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

62. Meditor 62 Save Metadata on Local Drive Saving 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.

63. Meditor 63 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

64. Meditor 64 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.

65. Meditor 65 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

66. Meditor 66 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

67. Meditor 67 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.

68. Meditor 68 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

69. Meditor 69 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.

70. Meditor 70 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

71. Meditor 71 Fix Record The 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:

72. Meditor 72 Save on Server Process New Metadata Fix Metadata Check Metadata Updated Metadata Rejected Metadata Re-edit

73. Meditor 73 Lock Metadata

74. Meditor 74 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:

75. Meditor 75 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.

76. Meditor 76 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

77. Meditor 77 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.

78. Meditor 78 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.

79. Meditor 79 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.

80. Meditor 80 Meditor Search Options Repository Resource Discovery External databases (using z39.50) Launch BarLaunch Bar

81. Meditor 81 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.

82. Meditor 82 Repository Search Users 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.

83. Meditor 83 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.

84. Meditor 84 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.

85. Meditor 85 Viewing Descriptive Metadata

86. Meditor 86 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

87. Meditor 87 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.

88. Meditor 88 Services and Reports

89. Meditor 89 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.

90. Meditor 90 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.

91. Meditor 91 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.

92. Meditor 92 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.

93. Meditor 93 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.

94. Meditor 94 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.

95. Meditor 95 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).

96. Meditor 96 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).

97. Meditor 97 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).

98. Meditor 98 www.exlibrisgroup.com Thank you!