1. William J Nixon Digital Library Development Manager Workflows

2. Overview of Workflows and Metadata Workflows Split into Breakout Groups Reporting Session Metadata

3. Workflows Workflows are a break down of the administrative tasks needed within a repository. They allow the various activities involved in the running of the repository to be assigned to the individuals or groups who best able to deal with them. Source: RSP website

4. Deposit Workflow A deposit workflow defines the steps involved in adding content to the repository. This includes: –gathering the necessary metadata –Dealing with permissions and files associated with the content –doing all the necessary checks on these elements before making the item available to the wider world. Source: RSP website

5. Suggested Workflows It is generally good to establish a routine, either daily or weekly, depending on your deposition rates. Typical tasks include: Acknowledging newly-submitted items, if this is not done automatically by your software. Checking the eligibility of depositors and/or the types of item being deposited Verifying, and if necessary querying copyright permissions Validating metadata. There may, for instance, be a need to check which version of the item is being deposited (i.e. preprint, author's peer-reviewed version, published version, etc. Approving the submissions - i.e. making them publicly visible. Releasing embargoed full texts when the relevant period has expired - if your software does not do this automatically Source: RSP website

6. Editorial Activities Reviewing submitted data Checking Copyright Enhancing the data –ISSN and iSBN’s –Staff Numbers –Subject classification Creating a PDF coversheet

7. To Subject Classify, or not to…? The use of a defined subject classification scheme in an institutional repositories is optional and an interesting debate has emerged as to the value of doing so. Some argue why bother spending time on classifying content within repositories when the full text of the items being included will be indexed? The choice of whether to use an official scheme lies with the institution itself and will largely depend on resources available to spend time inputting metadata and the level of mediation planned in the content ingest workflow Source: RSP website

8. Screenshot: Subject Assignment

9. Subject Classification – RSP Survey 19 repositories use some kind of official classification scheme for subject discovery of their content. These were exclusively EPrint sites. 9 DSpace sites offered a specific subject browse but these appeared to be an index built automatically from the free text keywords in the metadata records. No DSpace sites used a formal classification scheme. 31 sites did not offer any subject browse other than a Department/Faculty/School browse option - although quite a few sites called this browse option a subject browse just to confuse! 16 sites showed no evidence of using free text keywords in their metadata. 7 of these 16 offered a full classification scheme while 9 appeared to offer neither keyword or subject headings in their metadata. Source: RSP website

10. Screenshot: EPrints Subject Tag Clouds

11. Managing the Deposit Workflow Setting Review or Editorial Permissions DSpace “Pool” approach Providing an opportunity to annotate content Assigning different roles to users How granular can you make these roles and their permissions?

12. A Range of Deposit Roles Depositor - Make the initial deposit, usually cannot edit the item once it has been deposited Reviewer - Can assess if the deposit is appropriate for the repository or collection Editor – Enhance/edit metadata, commit item to repository or return it to user Administrator – Overall responsibility for the repository, its content and users

13. Workflow Staffing What deposit model will you select? Or, will it be mixed? Are you going employ additional staff? Will existing members of staff be able to provide support for the repository? How can IR activities be embedded into existing roles What training will be provided?

14. Screenshot: Enlighten

15. Different Deposit Models at Glasgow –Mediated deposit:departments continue to maintain a local publications database and send regular imports. Full text will be sent directly by academic staff to a dedicated e-mail address –Proxy deposit: a member of administrative staff will carry out deposit of bibliographic details and full text directly into Enlighten on behalf of academic staff (academics will need to send full text to the nominated member of admin staff) –Self-deposit: individual members of academic staff will deposit data and full text directly into Enlighten

16. Deposit Workflow Breakout Spend some time discussing your deposit workflows: –Which model, or a mixed approach, why? –What works, why? –What doesn’t, why? –What do your users think? Do you know? –What do your repository staff think? Do you know? –Do you provide any training and support? –Have you reviewed your workflows since they were implemented? Do you plan to? What lessons can be shared and learned.

17. Metadata William J Nixon Digital Library Development Manager

18. What is Metadata? A Working Definition “structured information that describes, explains, locates, or otherwise makes it easier to retrieve, use or manage” (NISO, 2004) Also commonly referred to simply as “data about data” “now seen as an essential part of digital world that we live in now, facilitating the management and reuse of all kinds of digital and non-digital object” (Day, 2005) Oh, and it can be confusing!

19. Range of Metadata Descriptive – describes a resource for purposes such as discovery and identification. This includes title, abstract and author Structural – indicated how compound objects are put together, for example how pages are ordered to form chapters Administrative – information to manage a resource, for instance when it was created and its file type

20. Metadata: Two Different Contexts Metadata as collected from the author via the submission interface within the repository Metadata as it is stored and used by services (and is machine readable) Source: RSP Metadata Presentation

21. Metadata and Why We Need it Helps users identify resources Brings similar resources together Distinguishes dissimilar resources Provides location information. Is essential to facilitate harvesting of your repository content by external systems. Helps you organise your repository content and supports archiving and preservation. Source: RSP Metadata Presentation

22. Metadata Schemes A metadata scheme is a set of metadata elements designed for a specific purpose, such as describing a particular type of information resource. Repository administrators will need to define their metadata schemas at an early stage of repository installation. The schemas being used will vary depending on the types of content being stored, for everything from the relatively simply text based materials being received through to more complex multimedia objects.

23. OAI-PMH and Dublin Core: A Baseline The OAI-PMH supports items with multiple manifestations (formats) of metadata. At a minimum, repositories must be able to return records with metadata expressed in the Dublin Core format, without any qualification - OAI_DC Optionally, a repository may also disseminate other formats of metadata. Source: OAI-PMH 2.0

24. Dublin Core The Dublin Core standard arose from a 1995 workshop held in Dublin, Ohio. The basic DCMES (Dublin Core Metadata Element Set) involves the 15 elements. Each is optional and repeatable, and may appear in any order the creator of the metadata wishes. The continuing development of Dublin Core is managed by the Dublin Core Metadata Initiative (DCMI).

25. The 15 Elements (Unqualified) Title Creator Subject Description Publisher Contributor Date Type Format Identifier Source Language Relation Coverage Rights

26. Example of OAI_DC Metadata in EPrints

27. Screenshot: OAIster

28. Screenshot: Enlighten Record

29. Qualified Dublin Core Qualified Dublin core takes the 15 simple elements and adds some further levels of detail. Two types of qualifier used are: –element refinement –encoding scheme. QDC is used by DSpace

30. Other Metadata Schemas DIDL - is a metadata markup standard developed for the accurate description of mutlimedia objects. Relatively immature. MODS (Metadata Object Description Scheme) - derived from MARC21 and intended to carry selected data from existing MARC21 records METS (Metadata Encoding & Transmission Standard) – standard data structure for describing complex digital library objects.

31. Profiles Application profiles are a type of metadata schema They can be thought of as ‘packages’ of metadata Declaration specifying which metadata terms an organization, information provider, or user community uses in its metadata. An application profiles consist of data elements drawn from one or more metadata schema or element set, combined together by implementors, and optimised for a particular local application. Source: RSP Metadata Presentation

32. Scholarly Works Application Profile Formerly, the “Eprints Application Profile” Extends DC to make it richer and more functional Provide an unambiguous method of identifying the full text Help with version control and identification Introduce vocabularies Implement OpenURL and citation analysis Source: RSP Metadata Presentation

33. How much metadata is enough? What Can you expect? There are a wide range of standards –Unqualified Dublin Core is necessary to implement OAI-PMH for harvesting –Will you implement additional schema, for instance for eTheses, UKETD_DC? Ensure your web forms and deposit process are clear and collect enough information. –Can you provide auto-completion options to keep data consistent e.g. journal titles? Be realistic about how much metadata a submitter will be prepared to give you. –Will you enhance the record from data elsewhere? Source: RSP Metadata Presentation

34. Metadata Quality Control Should be appropriate to the materials in the collection Supports interoperability Uses standard control vocabularies Clear statements on the conditions and terms of use Records are objects themselves. They should be authoritative and verifiable Supports the long term management of objects in collections Source: Understanding Metadata

35. Summary Realistically most people will work with what comes out of the box when establishing repositories … but fields can be added and schemes customised. Explore the types of content you are working with and the field structures you will need at an early stage and establish your metadata scheme. Consider local needs such as departmental and research group structures and any local decisions needed about subject classification etc. Source: RSP Metadata Presentation

36. References and Further Information Understanding Metadata, NISO, 2004Understanding Metadata “Metadata”, DCC Digital Curation Manual, Michael Day, 2005Metadata An Introduction to Metadata [RSP Presentation], Jackie Knowles, 2007An Introduction to Metadata Draft IRIScotland metadata agreementDraft IRIScotland metadata agreement