1. The DigiTool to FDA Program Lydia Motyka Florida Center for Library Automation

2. What is the DigiTool to FDA Program? A program developed by FCLA that converts exported DigiTool entities into Submission Information Packages (SIPs) for archiving in the FDA repository.

3. Archiving DigiTool objects Archiving DigiTool objects is a four-step process: –Step 1: Affiliates flag DigiTool objects for export. –Step 2: DigiTool objects flagged for export by Affiliates are exported using the “Export Digital Entities” job. –Step 3: The DigiTool to FDA program (D2F) aggregates DigiTool objects into Intellectual Entities and creates Submission Information Packages (SIPs) and descriptors in the format required by the FDA –Step 4: The standard FDA Ingest process and program are used to archive the SIPs in the FDA repository.

4. DigiTool to Preservation Archive Workflow ETD information flagged in Digitool PDF Flag causes export of Metadata & files Program Creates Submission Information Package SIP SIP is Ingested in FLORIDA DIGITAL ARCHIVE preservation repository

5. Definitions DigiTool Digital Entity: Digital entities contain the following components: –A persistent DigiTool internal ID (PID) –Metadata of various types that describe the object –A stream_ref section that points to an object

6. Definitions Submission Information Package (SIP): An FDA Submission Information Package (SIP) is a set of files intended for ingest into the Florida Digital Archive. (It is recommended practice that a single SIP should include only those files that comprise a single Intellectual Entity.)

7. Definitions Intellectual entity: “An Intellectual Entity is defined as something that can be reasonably described and used as a unit, and corresponds roughly to what might be described by a bibliographic record: a book, a sound recording, a photograph. (In the case of serial publications, it is recommended that a SIP include only a single issue, not a volume or set of volumes.)” FCLA Digital Archive (FDA) SIP Specification, Version 1.0

8. Selecting DigiTool entities for export to the FDA Only those objects with filestreams in formats suitable for long-term preservation should be selected for archiving. (Format information can be found on the FDA website.) Examples: –ETDs containing PDFs –Institutional Repository materials –Masters of scanned images when TIFF files have been loaded into DigiTool Complex objects can be exported to the FDA but care must be taken in flagging them

9. Flagging DigiTool entities for export DigiTool entities must have the following Control Fields in order to be exported for archiving in the FDA: –Pres. Level = “Preservation Master” –Partition C must contain a valid FDA Account and Project code, separated by a comma Pres. Level Partition C

10. Note that each DigiTool object desired for archiving must be flagged with Pres. Level = “Preservation Master” Related objects not flagged as “Preservation Master” will not be exported for archiving. Objects without proper Partition C content will not be archived. Note that Usage Type = “Archive” is irrelevant to the DigiTool to FDA process. Flagging DigiTool objects

11. Example – manifestations 3 manifestations View Main (primary manifestation) Do NOT flag THUMBNAIL or INDEX for archiving

12. The Export Process FCLA will run the DigiTool “Export Digital Entities” job nightly to extract all flagged DigiTool entities and their filestreams and metadata. Only those objects flagged with Pres. Level = “Preservation Master” will be exported. Related objects (manifestations, parent/children) not flagged as Preservation Masters will not be exported. The objects output by this program are copied to a special workspace where the DigiTool to FDA (D2F) program uses them as input.

13. The DigiTool to FDA conversion process Step 1: exported objects (metadata and filestreams) are aggregated into packages, one for each Intellectual Entity Step 2: metadata is extracted from the exported objects and a SIP descriptor file is created for the package Step 3: filestreams are listed as content files in the SIP descriptor

14. Aggregation into Intellectual Entities An Intellectual Entity (e.g. book) in DigiTool can consist of a number of digital entities linked by “Manifestation”, “Includes” and “Part of” relationship links The “Export Digital Objects” job exports each flagged digital object separately After export, DigiTool to FDA uses relationship links to aggregate the exported objects into SIPs that include all of the filestreams that constitute the Intellectual Entity

15. Rules to Remember If you wish to archive multiple manifestations, make sure that one of the manifestations is flagged Usage Type = “View Main” If you have a complex object (a parent and child objects) make sure to flag the parent for export

16. Example of Aggregation/Flagging in DigiTool: Single Master (ETD) PID 111 (manifestation) Dublin Core descriptive metadata Filestream: PDF Pres. Level = Pres. Master Partition C = Account,Project PID 222 (manifestation) Filestream: thumbnail Pres. Level = blank Partition C = blank

17. Example of Aggregation – Export Single Master (ETD) “Export Digital Entities” Query: Select Pres. Level = Pres. Master and Date=today PID 111 PID 222 DigiTool Export Workspace PID 111

18. Example of Aggregation – D2F Single Master PID 111 Export Workspace SIP 111: Descriptor (descriptive metadata) PDF content file D2F Workspace

19. Example of Aggregation/Flagging in DigiTool: Manifestations PID 111 (manifestation) Dublin Core descriptive metadata Usage Type=View (primary) Filestream: TIFF Pres. Level = Pres. Master Partition C = Account,Project PID 222 ( manifestation) Filestream: TIFF Pres. Level = Pres. Master Partition C = Account,Project PID 333 (manifestation) Filestream: thumbnail Pres. Level = blank Partition C = blank

20. Example of Aggregation – Export Manifestations “Export Digital Entities” Query: Select Pres. Level = Pres. Master and Date=today PID 111 PID 222 PID 333 DigiTool Export Workspace PID 111 PID 222

21. Example of Aggregation – D2F: Manifestations PID 111 (View Primary) PID 222 Export Workspace SIP 111: Descriptor (descriptive metadata) TIFF content file D2F Workspace The D2F program creates one SIP from the two exported objects, based on “Manifestation” links

22. Example of Aggregation/Flagging in DigiTool: Complex Object PID 111 (Parent and manifestation) Dublin Core descriptive metadata No filestream Pres. Level = Pres. Master Partition C = Account,Project PID 222 (child and manifestation) Filestream: TIFF Pres. Level = Pres. Master Partition C = Account,Project PID 333 (manifestation) Filestream: thumbnail Pres. Level = blank Partition C = blank PID 444 (child and manifestation) Filestream: JP2 Pres. Level = Pres. Master Partition C = Account,Project PID 555 (child and manifestation) Filestream: _*index.html Pres. Level = blank Partition C = blank

23. Example of Aggregation – Export: Complex Object “Export Digital Entities” Query: Select Pres. Level = Pres. Master and Date=today PID 111 PID 222 PID 333 PID 444 PID 555 DigiTool Export Workspace PID 111 PID 222 PID 444

24. Example of Aggregation – D2F: Complex Object PID 111 (parent) PID 222 PID 444 Export Workspace SIP 111: Descriptor (descriptive metadata) TIFF content file JP2 content file D2F Workspace The D2F program creates one SIP from the three exported objects, based on “Part of”, “Includes” links

25. Creation of metadata in SIP descriptor Descriptive metadata is copied from the parent entity or main manifestation into the SIP descriptor (dmdSec) A checksum is generated for every file in the SIP and stored in the SIP descriptor. Other technical metadata is not copied from DigiTool into the SIP descriptor because the FDA generates its own. Administrative metadata (change history) is not copied into the SIP descriptor at this time. It may be added as Phase 2. Access restrictions are not copied into the SIP descriptor because the information is local to DigiTool.

26. Descriptive metadata in DigiTool DigiTool supports the following descriptive metadata formats: –MARC21 –MODS –Dublin Core The FDA currently loads title information into its database only from MODS and Dublin Core metadata, although all MARC21 metadata is archived in the descriptor file. (MARC21 title information will be included in DAITSS 2)

27. Step 3: Archiving converted SIPs SIPs created by D2F are sent to the FDA Ingest queue and processed by the standard FDA programs like all other SIPs A successful ingest of a D2F-created SIP will result in an Ingest report being sent to the usual Affiliate reports address. Any D2F-created SIPs rejected by the FDA will result in Error reports being sent to the usual Affiliate reports address

28. Why would the FDA reject D2F SIPs? Even though D2F creates SIPs according to FDA specifications, the SIPs can be rejected for the following reasons: –The FDA Account and Project codes in Partition C are invalid or are not comma- separated –The SIP contains no content files (DigiTool filestreams).

29. Problems that won’t be reported: FDA ingest program does not recognize the following conditions as errors: If you flag a parent for export to the FDA but do not flag all of the appropriate children, critical portions of the Intellectual Entity won’t be archived. If you flag children but do not flag the parent, each child will create a separate SIP. If you don’t flag all manifestations appropriate for archiving, critical portions of the Intellectual Entity won’t be archived.

30. What to do after D2F SIPs are archived FCLA recommends that you record the FDA IEID (Intellectualy Entity ID) in the Note Control Field of the DigiTool entity. FDA IEID (from Ingest Report)

31. Beta testing, DigiTool workflow by DigiTool workflow Volunteers needed for beta testing End Next Steps?