CONTENTdm basic skills 1: Getting started with CONTENTdm

1:28 pm - 3:44 pm  Tuesday, January 23, 2024 | (UTC-05:00) Eastern Time (US & Canada)



WEBVTT

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Mindy Tran 00:31:49.380 --> 00:32:05.380
Well, I'd like to welcome everyone to content DM basic skills. One getting started with Content DM. My name is Mindy Tran and I will be leading the session today in this module. We really will provide you with a, an.

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Mindy Tran 00:32:05.420 --> 00:32:26.500
Introduction to the basic steps in creating a collection of say images or if you will be creating a collection of texture materials, which will be covering in a separate session, so the step, the steps that we will introduce today is applicable.

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Mindy Tran 00:32:26.620 --> 00:32:46.980
Regardless of what type of collection you will be adding to your content DM instance. Okay, excuse me, and those steps are, you'll want to create a collection configure. The collection create a project. Excuse me configure the project that you've created and then.

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Mindy Tran 00:32:46.980 --> 00:32:51.940
Begin to add your digital items or objects to the collection.

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Mindy Tran 00:32:55.940 --> 00:33:13.860
So in our session today we'll visit some content DM and user sites to see how collections are organized for users online. We will not be spending so much time at these content DM and user site, it really just to give you.

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Mindy Tran 00:33:14.340 --> 00:33:26.500
Of what your user may see on the other side of the work that you're doing behind the scene is anyone else having issues with the audio.

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Mindy Tran 00:33:39.460 --> 00:33:52.460
Can I- for those of you that are having issues or could you log out of your audio and try to connect again? maybe that will work better.

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Mindy Tran 00:34:05.060 --> 00:34:07.060
Thank you everyone.

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Mindy Tran 00:34:09.540 --> 00:34:28.740
And so we will then be focusing on really the majority of our time in the session today is to go through the steps to building a collection and like I said, once you've built one collection using these steps, it is the same step that you would use to build any additional collection whether.

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Mindy Tran 00:34:29.500 --> 00:34:43.980
Another collection of digital images or collection of texture materials or collection, a combination of a collection that combined images as well as textual materials, like Pdfs for instance. Okay.

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Mindy Tran 00:34:46.020 --> 00:35:05.860
Throughout the session today, I will introduce the concepts using a series of Powerpoint slides and then do a live demonstration of these concepts. This is the one session of our three that relies quite heavily on Powerpoint as well as live demonstration, just so that.

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Mindy Tran 00:35:06.500 --> 00:35:15.940
Because we're introducing a lot of concepts and we want to make sure that you see this information before we just go out and show you this live.

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Mindy Tran 00:35:19.300 --> 00:35:37.860
So first, let's talk a little bit about the content DM system and some of the terminologies as used in content DM. This diagram displays the architecture of content DM. So on the left hand side of this screen is where the capture and description of.

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Mindy Tran 00:35:38.300 --> 00:35:58.340
Items or objects occur using the project client, which is what we will be focusing on, in the content DM basic skills series. This application helps you add items and, or objects to content DM by simplifying and streamlining the process of entering descriptive.

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Mindy Tran 00:35:58.620 --> 00:36:03.980
As well as administrative metadata for the item or the object.

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Mindy Tran 00:36:06.660 --> 00:36:25.860
Moving towards the middle of this screen. We have the content DM server and this is where your digital collections are housed. It contains what we call the content DM administration and this is a web module that has administrative tools that.

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Mindy Tran 00:36:25.940 --> 00:36:39.140
You can use to manage your libraries collections, including approving all items being added to a collection as well as indexing a collection for public access.

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Mindy Tran 00:36:41.220 --> 00:37:01.060
On the right hand side of the screen is the discovery and of your digital items are objects and depending on your library settings content DM collections can be harvested and available in other applications such as world cat dot org, or Arcaval depo repositories.

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Mindy Tran 00:37:01.820 --> 00:37:21.540
That you have with content DM, there is an end user website that I mentioned, and this web interface is where your users can discover your digital. One of the ways that your users can discover your digital items or objects that's stored on your institutions content.

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Mindy Tran 00:37:21.980 --> 00:37:23.100
Server.

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Mindy Tran 00:37:25.420 --> 00:37:27.700
Questions about that so far.

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Mindy Tran 00:37:31.140 --> 00:37:49.700
Just a couple of terminologies to make sure that we understand when we refer to a collection in content DM, that means that it resides on your libraries content DM server and it shares a common metadata schema digit.

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Mindy Tran 00:37:50.500 --> 00:38:10.180
Objects in a collection have gone through formal approval process and the items must be added to a collection before they can be viewed by your end users. A project is a working space that is resident on your workstation digit.

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Mindy Tran 00:38:10.260 --> 00:38:30.660
Items are objects here can be seen by content DM users like library staff like yourself work. These are work in progress. So you're, it's something that is in the project client. You are working on this item or object is not, it cannot be seen.

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By your end users.

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Mindy Tran 00:38:39.620 --> 00:39:00.100
So beginning with the end goal in mind, let's start our session today by looking at some of the content DMN user sites just to give you an idea and again, we won't be spending a lot of time on that. I'm gonna switch my screen over to my web browser here and one of the first sites that we're looking at is.

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Mindy Tran 00:39:00.500 --> 00:39:20.580
Ine's digital collections in content DM, you can have your digital collections look like this, and of course, your library can make some customizations a, however, the website you want the website to look for you, so it provides a summary of the number of collections that pepper Diane has.

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Mindy Tran 00:39:21.300 --> 00:39:41.060
And the one collection I want to show you, and of course, right here you can click to go navigate proper. Diane has to navigation bar up here if you have an account with Pepper Dyne or faculty or student, you can log in, you can do a basic search.

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Mindy Tran 00:39:41.700 --> 00:40:01.540
Their digital site or an advanced search, so that they've made that available here or you can browse down their various collections and let's say I want to look at a collection, the John Maza Surf Board collection here, and so if I click on that, it takes me out to a, what we call.

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Mindy Tran 00:40:02.500 --> 00:40:18.900
Landing page and pepper dime chose to display an image of what this collection is about, as well as have a summary of the collection and then I can just click on browse all surf boards and be able to see all thirty- one.

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Mindy Tran 00:40:21.300 --> 00:40:37.420
Objects or items in this collection. Okay, and of course, pepper Diane chose to display the title the year, probably the title or.

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Mindy Tran 00:40:40.500 --> 00:40:59.060
Tag or some sort for each of the items in this brows screen here and a brief description or summary of each of them, and then if I want to click on it, just click on the first one here to show you. So what Pepperday did here.

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Mindy Tran 00:40:59.300 --> 00:41:19.540
Was displayed this and what we call a, a compound object. So it is a collection or a number of digital items that describes the same object or same item in this case, this surf board and they're showing the deck view what they.

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Mindy Tran 00:41:20.380 --> 00:41:26.300
View, and if I navigate to the next image, this is.

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Mindy Tran 00:41:27.980 --> 00:41:48.340
It's taking a little while here it's showing the logo view and then they have, they show the fin view and notice something else when you have something like a compound object, which we will not talk about in the second session, is that there is what we call object description that.

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Mindy Tran 00:41:48.340 --> 00:42:08.820
Describes the entire object that describes this particular surf board, but then at the very, and then I'm gonna then there's what we call an item description that describe just this image. So this third has three images that is combined into a compound object with a different.

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Mindy Tran 00:42:09.580 --> 00:42:29.300
The item description dis describes only this view. Okay, whereas the object description describes the entire object. So it's up to the library or it's up to you to decide whether what the object description, what information you would put in that object.

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Mindy Tran 00:42:29.500 --> 00:42:30.620
Description.

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Mindy Tran 00:42:32.540 --> 00:42:52.980
Subject headings for, for instance, you can have that same information repeat in the item description, maybe for this one, it's a little bit different. The, the name of the file where a description of what this view is the title of this view, otherwise, the majority of the description is in the object.

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Mindy Tran 00:42:53.620 --> 00:43:13.460
Description itself, if I go back to the first view, which is the deck view, you'll notice that the title is different. It's the deck view description is a little bit different that it's in this digital collection, and if we look at the object, again, notice, there's a lot more information, the title of the entire op.

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Mindy Tran 00:43:13.820 --> 00:43:20.100
Which happens to be georgetowning into island gun. That's the name of the third. Okay.

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Mindy Tran 00:43:22.420 --> 00:43:41.620
So that's one just to show you one of pepper Diance Collection, another library, Cleveland Public Library, digital gallery again, same look for the number of collections that they have, and if I scroll down here.

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Mindy Tran 00:43:41.740 --> 00:44:02.100
I can choose to have to display any collection to look at here and let's say I want to look at the digital fridge in this case, Cleveland Public Library didn't have an image of what this collection is. They just have a summary about this collection once again, if I click on browse.

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Mindy Tran 00:44:03.380 --> 00:44:22.420
It will display the list of items or images in this collection, and in this case, it was a, I believe a collection of children's art. That was that I believe started around just a few years ago, around when.

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Mindy Tran 00:44:22.620 --> 00:44:41.900
COVID happened, and if I just happened to open up one, like button heart here, you'll notice that this is different. This is just a simple image. It's not a compound object. It's just one image and if I scroll down, it's just one item description that describes this image.

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Mindy Tran 00:44:44.980 --> 00:44:58.260
And I can always go back using the breadcrum here to go browse page for the digital fridge or home, which probably will take me back to the page that contains all of the collection.

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Mindy Tran 00:45:01.260 --> 00:45:11.660
Public library allows for this item to be downloaded printed. I can search if you want to search the record. Maybe you want to search for.

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Mindy Tran 00:45:13.140 --> 00:45:25.820
A subject in this or search for terms or if it has a transcript, for instance, or you want to search for the subject, if there's many of that you can search within the record here. Okay.

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Mindy Tran 00:45:27.860 --> 00:45:41.300
And I can always go back to the result from here. I can also navigate as a user from this point going to the next image instead of going without going back to the results list.

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Mindy Tran 00:45:44.500 --> 00:46:03.700
The very last page I wanted to show you and I will put this URL in the chat for you here and what this URL is, is a content DM cookbook demo site that contains a recipe portal, a link to the recipe portal.

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Mindy Tran 00:46:03.700 --> 00:46:24.180
Where if you want to create some sort of a different view for your end users, and if you don't have the HTML knowledge or technical know how there are some recipes here that you customizations that you can actually, that's been created that you can actually download and add to your web.

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Configuration in order to get the look and feel that you want without having to program or know very much about HTML in order to do that, and of course, from here, you can also take a look to give you an idea if you were.

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Mindy Tran 00:46:44.660 --> 00:47:05.140
Adding a collection of images what this would look like for the end user, if you are adding a collection of Pdfs, this is what is going to look like for your end users. So something for you to kind of go back and look at. Okay, now I want to add your book for a collection of year books. What would that look like If.

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Mindy Tran 00:47:06.540 --> 00:47:24.820
Make some add what will the end user see, And so this is just something for you to go out and take a look at and have an idea of what the end user sees as you're working with adding digital items or objects behind the scenes in your various collections.

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Mindy Tran 00:47:28.820 --> 00:47:31.420
Any questions about that?

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Mindy Tran 00:47:35.220 --> 00:47:41.060
Okay, I'm gonna switch my screen back to the Powerpoint now and.

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Mindy Tran 00:47:42.260 --> 00:48:03.380
Let's talk about building a digital collection now, assuming that your content DM server is up and running and the content DM project client is installed on your workstation to build a dig, a digital collection like the ones that we just.

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Mindy Tran 00:48:04.100 --> 00:48:23.860
There are really six basic steps first. You would add a collection. You would then configure the collection that's been added and depending on your libraries, responsibility, your job responsibility or department responsibility, it may be adding a.

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Mindy Tran 00:48:24.500 --> 00:48:44.340
And configuring a collection is done by the, either the content DM administrator, that's oversees your entire content DM instance or the collection administrator, which is the P- the individual that oversees specific collections, not the entire content.

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Mindy Tran 00:48:44.500 --> 00:49:04.140
M- instance, but just specific collections in your libraries content DM on your libraries content DM server. Okay, and then create a project configure a project and add, and upload the digital items and this tends to be the project client operators or.

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Mindy Tran 00:49:05.460 --> 00:49:25.300
Any metadata specialist cataloggers, depending on who will be doing this work? Okay, it could very well be that the collection administrator content DM administrator, project client operators are all one person, if it's a small library operation, it's, there's only one person doing all.

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Mindy Tran 00:49:27.860 --> 00:49:45.780
And then the last step is once the digital items have been added descriptions, you know, describing the items and uploaded upload those digital items to the collection, then the content DM administrator or collection administrator needs to go in and.

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Mindy Tran 00:49:46.140 --> 00:49:57.980
Ly approve the item or items to be added to that collection and then index the collection in order for those items to then be visible to your end users.

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Mindy Tran 00:50:02.420 --> 00:50:19.700
So let's take a look at each of these steps a little bit more closely in step one. So before you can begin as project client operators, importing objects into the project and begin to work on them.

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You'll need to create and define or have your content DM administrator or a collection administrator create and define the collection. Okay, and this activity is done out in content DM administration on the server. So it's very easy when you get there. Click on collections.

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Mindy Tran 00:50:41.240 --> 00:51:01.600
There, you'll the administrator and it could be yourself also at the collection use a template. The one that's there for you to use is a simple dublin core to create the new collection or you can create a template or yet. Administrator can.

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Mindy Tran 00:51:01.680 --> 00:51:22.080
Create a template that you can use because if let's say your collections will all have very similar information then your content, the administrator can create a template that you can use to create the new collection or they can use to create the new collection and then edit that after edit any specific.

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Changes for specific collections that may be, that might differ across collections.

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Name your collection. No more than eighty characters in line, and then just click the add button. That's it to adding a collection. The second step to this is then once you've add that collection, you need to configure that collection. So maybe.

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Mindy Tran 00:51:52.240 --> 00:52:12.640
You have a content DM administrator that adds a collection that just, you know, just gives it a generic name and then as a collection administrator, you can go in and configure this collection specific for maybe it's an image, a collection of images like Cleveland Public lib Library for the digital fridge.

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Mindy Tran 00:52:13.320 --> 00:52:33.120
A collection of student art, for instance, so you can name or rename the collection, establish the collection status. So what I mean by that is by default when the collection is first created, the collection status will say publish, meaning that the collection will be viewable to the end user.

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Mindy Tran 00:52:33.200 --> 00:52:53.600
With no items or objects in the, in this brand new collection, but it's published. That's what it means. It's that it's viewable. some libraries decide don't leave it as published. Other libraries might decide that they want to change the collection status to not publish so that it's not visible to the public.

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Until there are items or objects in that collection. Okay, but this is where you will make that change.

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Collection permission specifies who can view the collection by default, it's view of the collection is available to everyone that comes to your libraries content DM and user site, but you can set permission to allow access to.

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Mindy Tran 00:53:23.800 --> 00:53:43.520
Objects as well as metadata or set permission, so that metadata is available to everyone, but permissions are required to actually view the image or the compound object for instance. Okay, and the permission can be set by username or it can be set by IP address.

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Mindy Tran 00:53:45.080 --> 00:54:04.000
So if a collection should only be available to a specific department within a certain IP range, you can set the collection permission and only those individuals that access that collection within the IP range that you've Specifi.

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Mindy Tran 00:54:04.160 --> 00:54:09.080
For instance, will be able to see the items or objects in that collection.

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You can describe the collection and this is the collection administrator or content. The administrator can describe the collection. This is not something that the end user sees this is really more for the project client operators, especially for those operators or metadata specialists or cataloggers.

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Mindy Tran 00:54:32.200 --> 00:54:52.000
Work across multiple collections and have, and so you may want to describe the collection if they are similar in name, you may want to describe the collection to give your project client operator and idea that they're connecting to the working in the right collection and adding item.

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Mindy Tran 00:54:52.320 --> 00:55:01.440
Objects to the right collection, and that's what the collection information will does for the project client operators.

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Mindy Tran 00:55:04.800 --> 00:55:24.000
Now there are some optional settings that you see down there, which we won't be focusing on the treatment of PDF documents, something that we will explore in our next session when we talk about textual materials things like display image settings, which allows you to set whether.

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You want to have an image automatically generate like content DM to automatically generate a display quality version of images that you are uploading to the collection.

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Mindy Tran 00:55:39.360 --> 00:55:53.200
Something that we will also be talking about when we look at creating a project and configuring the project in the project client that's something that you do in the project client.

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Mindy Tran 00:55:59.840 --> 00:56:20.320
Just just a bigger view, so you can see here, the other part of configuring a collection which you probably will be spending the most time in as a collection of administrator or content DM administrator is to establish the metadata fields for that collection. You can decide which.

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Mindy Tran 00:56:20.400 --> 00:56:40.800
Dublin core element that you will use the Dublin co- the simple Dublin core template comes with sixteen fifteen elements a- plus as sixteen element audience, the software also supports the qualified Dublin core elements. You can add.

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Mindy Tran 00:56:41.440 --> 00:57:01.280
Subtract fields for up to a total of hundred a hundred and twenty- five fields. Metadata fields per collection. You can change a field name to more closely reflect the content of a collection, for example, if you have a collection of photographs, you might decide to use photographer rather than.

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Mindy Tran 00:57:01.320 --> 00:57:06.400
The Dublin core creator element ask the name of the field.

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Mindy Tran 00:57:07.760 --> 00:57:28.160
Dublin, core mapping or DC map this asks you to document which Dublin core element, the field name maps to because fields map to the same Dublin core element can be queried in searches across multiple collections. So, for example, for a collection of.

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Mindy Tran 00:57:28.200 --> 00:57:48.640
Photographs I could change the field name of creator to photographer in another collection. I might change creator to artists for paintings by the same person who took photographs if I don't map both of these to creator as the Dublin core map in the Dublin core mapping.

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Mindy Tran 00:57:48.760 --> 00:58:09.120
Then I won't be able to search across both collections and find photographs and paintings created by the same individual. So that's how, that's how the Dublin core mapping works. You can change a field name for, for one color for either for both collections, as long as you.

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Mindy Tran 00:58:09.560 --> 00:58:15.480
The same Dublin core element, you can search for the same person across multiple collections.

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Data type, you'll need to check your project specification and decide which data type will be used in fields of interest text is the default when, in each of the metadata fields, and that's the most common.

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Mindy Tran 00:58:38.000 --> 00:58:55.520
Then we have date if you want dates specific and then full text search. So let's say data type, if we're, we'll talk about full tech search when we talk about text or textraw materials in our next session.

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Mindy Tran 00:58:57.120 --> 00:59:17.600
If you change a metadata field to date data type date, you want to make sure that you keep, these are the supported formats to facilitate searching across item using specific dates. So if you do.

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Mindy Tran 00:59:17.680 --> 00:59:38.720
Change the data type to date, then the search by date is available to end users when they click on the advanced search and at least one of your collections in your content, DM instance has to have the date, a data type of date in order for the search by date option to appear to.

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Mindy Tran 00:59:41.920 --> 00:59:59.200
And if you are using the date data type, this requires your project client operators to follow the ISO standards with entering dates month is one and through twelve date must be valid for the given month and of course year would be four digit year.

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And multiple dates you can either have a comma or semicolon between IT, Range of dates use a hyphen and this is just an example of what we mean by having multiple dates.

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If you're entering year month and date or year month. So that's- those are some of the support formats for the date data type.

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Just got a quickly, go through these here really, it's.

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Show large field. This is just an option, Determine how a field that this is displayed within content DM administration and project clients and really this field setting doesn't change the amount of text that you can enter it only changes how much text you can see without having to scroll, making it e.

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Large amount of tax. Okay, search.

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Defines whether or not the metadata field is indexed for searching, if search is enabled, this field will appear in the search screen drop down list and can be used to perform queries that the field is searchable hide whether you want to hide this built on the public, sometimes you may.

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Want you want a field to be searchable. However, you don't want the public to see that field because it is an internal field you want to be able to search that field and see it behind the scenes, so you can edit, but it's not something that the public needs to see. So you would probably hide that field, like an internal note or.

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Or a.

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A cataloger catalog Buyfield, for instance, where you want to search for all of the items or objects added by a particular cataloger, for instance, however, the public doesn't need to know that information, so you want to hide it required exactly as.

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Data needs to be entered in that field. It can't be empty. Okay, vocabulary just means that you want to, whether you want to set up a controlled vocabulary for this particular field, usually a subject field. You may want to set up a controlled vocabulary.

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Content DM comes with, I believe.

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It's ten control vocabularies, but you can also create.

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Your own, well, let me, you can use the existing content of your field to build a controlled vocabulary as your project client operator, describes the item and say, add subjects. You may.

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Say that you want that the content or the description in that field that your project client operators describing that item and use that term or terms to build your controlled vocabulary or you can import a vocabulary from a file on the server, if that is the case you need to make.

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That you build that in a word document in an or notepad and put it have your content, the administrator put it out on your server and then you would need to know the path for that in order to import that controlled vocabulary. Okay.

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Mindy Tran 01:03:50.260 --> 01:04:09.940
And then you can select your control vocabulary here, and these are the ones that are available within content DM that you can choose, and once you, if you set up to say that subject field would have a controllable vocabulary when your project client operators.

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Describe an item or an object they will be able to use one of these control vabularies in order to describe to assign a vocabulary or subject to the item or object. They're describing.

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Question so far. I think I went through that quite quickly.

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So for our demonstration today, we have photographs that have been donated by various families in order to build a community wide online collection and then in order for us to create the collection, we need to have a clear understanding of the specification of.

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Mindy Tran 01:04:59.460 --> 01:05:19.860
What this will be, and what would be included in our metadata element and this is this metadata style guide is just an example. You may have something different, but when you are sitting down to set up your metadata fields, you would probably already have something similar to this.

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Mindy Tran 01:05:20.020 --> 01:05:40.340
Tell you what field names you will have for this collection? Would you have an element for, for creator? Would you have an element or a field for date? Would you have a field for description, a field for format and then any guidelines that have been already established or.

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Set up, and then if you have say, for example, a field or an element for subject, for instance, you, the guideline is that, that field needs to be required and you will, and we will be using the source for graphics material as our control vocabulary also, we would have.

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Mindy Tran 01:06:01.460 --> 01:06:21.300
A field metadata field called Title in Content DM title is one of the required element fields. So you either way there has to be a title field. This is also a required field, and then we are saying that for.

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This collection of ours we need to add two additional fields called catalog by because we want to know who is adding this item or object to the collection as well as notes or internal notes. So if there are maintenance down the line, so as you are creat.

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These collections, you're also thinking about maintaining these collections at a future date. Maybe you need to go in and make some changes to the description of the item or maybe you need to swap out images because the resolution is better or there was a placeholder and now you actually.

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That you're loading in and so you may want to have a field where you can document what has changed for that item or object, and so we have a catalog buy and a notes field as additional fields that we need to add for this collection.

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So now I'm gonna change my screen over to my browser and I'm gonna go out to my content DM administration, so it would be a URL that you would enter here and then once you come here, you.

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Asked to put in a username and password this if you do have access to the content DM administration, the username and password are usually created by your administrator, your content DM administrator and you will need that information, even if you don't access the content DM administration in order to work.

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The project client you need to be able to access the collection that is out there on the content VM administration.

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So, in order to add a collection, very easily, click on the server tab.

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And then click on collections here or collections, right? Underneath these are the same links that are reflected here on the screen on the left hand side here. So if I click on collections, I see that I have all of these collections here. I'll go ahead and add a new collection.

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I'll do that and I will just use simple Dublin core as my template or I can use any one of the existing collections that are, that I already have asked my template. I will just call this.

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Test for now, and then we'll show you how to change that in a little bit. The collection alias is automatically assigned by the system. You can change it here is some guidelines or if you are changing it, what is the requirement? Okay, I'll just accept.

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Alias that's generated by the system and then just say, add, that's it. My collection is down here and from here I can just click on configure to go straight to the collection and configure this collection, if not.

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If let's say that you are not the content M- administrator, but you are just the collection administrator, you may not have access to the server. so when you log into content DM administration, you will navigate to collections, You will select your collection from the dropdown, your ad.

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Istrative will tell you which collection and you will come here, select your collection from the dropdown and then click change. You want to make sure that you do that because if you don't what ends up happening is that you may be configuring the wrong collection. So.

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So always make sure that the current collection shows the collection that you want to configure from here. I'll click profile because I want to change the collection name, so I can go ahead notice the collection name says test January, I can click edit here and.

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Change this to.

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January, twenty- twenty four and the collection status is published. I can change it to not published. I'll go ahead and just leave it as published. This is the collection permission that I was telling you about, we will just leave this as a public collection for everyone to view.

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And this is the collection information for my project client operators and I'm gonna go ahead and just type in a.

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Okay, and then just save changes and notice. Now it's called Craven Family, January. Twenty- twenty- four, that's the collection.

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Mindy Tran 01:12:19.440 --> 01:12:29.120
Don't worry about this. We'll talk about this. These are the settings that we'll talk about tomorrow and not tomorrow in our next session. Excuse me.

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The next thing we want is to set up our fields, so if we click on fields, that's our metadata fields. You'll notice that there are sixteen fields from the simple Dublin core template. You'll notice that title is required and everything.

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Is not required.

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Based on my metadata style guide, I know that for subject, I need to make some changes that it needs to be required and I need to set up a control vocabulary for this field. So I'll go ahead and click edit here.

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To bring this up, I can leave the field name as subject, if I know that it's a particular subject, for example, CGM, I can change it a specifically to that subject. You can have multiple subject fields in the same collection, so you might want to distinguish.

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TGM subject and another subject, if you have multiple subjects for collection, I will map it to the subject field. Everything else is the same. I am going to say that this is required because I want to make sure that each of the items or objects that, that.

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That are being added to the collection has a subject assigned to it, And yes, I do have a control vocabulary that I want my project client operators to use. So I'll click yes, and the one that I want to use is from the drop- down, I want to use the, the source for graphics mater.

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Here select that everything else looks good, and I just save changes now notice my field has changed. Okay.

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The other field that I want to make that I have in my metadata style guide is that I need two additional fields. Now these fields you can all you can change if you need to change each of these, you can do. So the other thing is that notice, the date.

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Right now it says the data type is packed. I want the date to be date so I can use the actual put in a date and have my end users be able to search by specific dates or range of dates. So for this one, I want to edit this and just change the data type.

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Mindy Tran 01:15:12.680 --> 01:15:33.040
From text to date, And that's it save, it don't need anything else. I don't want to make that field required. Okay, now I can always change any of the existing field to the fields that I need, if I'm not using a.

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You don't have to delete it. You could, but you don't have to, if there is no metadata in that field, it will not display to the public. Okay, so you don't have to go in and delete all the fields if you don't use it, you can just leave it and as long as there's no data in that field, it will not display to the end users.

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I need to add a couple of fields I can use that up at the top of the metadata field or down here.

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One of the fields that I need to add is Cataloger. I'm just gonna say Cataloger. I'm mapping it to none because there is really no Dublin core element for cataloger or maybe so I won't map it. I'll map it to none. Data type is just text.

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Mindy Tran 01:16:23.680 --> 01:16:43.720
Yes, I'll make this searchable, but I want it hidden from the public. The U. N. users don't need to see this information. No, it's not required. At least for our instance and I'll just save changes here and you'll notice that there's now a seventeen field called Catalogger.

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Mindy Tran 01:16:44.160 --> 01:17:04.560
I have another field to add, which is, I'll call it staff note again. I'll map it to none. Yes, I do want it to make it searchable. I want it hidden from the public though. Okay, it's not required.

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No control vocabulary needed. Save changes.

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So you can spend quite a bit of time working on your metadata fields and like I said, if you have a guide, you already can go through line by line and specify the fields that you will have for this collection, and if there's controlled vocabulary and what the guidelines for, if it's a required field, it should.

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Should it be hidden from the public or not? Those are information that you can already map out in your metadata style guide and then just translate that information into the fields here for your collection. You'll notice down here that there's what we call administrative fields.

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Mindy Tran 01:17:52.000 --> 01:18:10.040
These are fields that are generated specifically by the system and it's not something that you can really do very much with, Okay, and you can edit click on edit, but not very much that you can do here. Okay.

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Mindy Tran 01:18:11.760 --> 01:18:31.600
There is no safe changes whatsoever here, so it's only change as your editing each field property, but there is no overall logout or safe changes. The other thing is that the website has a different area for configuration. So the.

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User website under collections. If you click on the link website here and we're not gonna talk about this, but I just want to show you where you would have to log in with your username and password. Usually, this is the collection administrator or the content DM administrator will be responsible for this, and this will lock you into the website config.

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So that you can configure what the end user sees for this collection. The look and feel for this collection on the end user side.

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Questions about this, that is pretty much it for.

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Creating an adding and configuring a collection. So now that you have a collection, you are now ready to begin adding digital items and uploading them to this collection.

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To do that, you would use the project client and this is a Windows base program where it allows you to.

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Add digital items and then prepare them in large batches, so you can add them to the collection for approval and then indexing so that it's available to your users when you add items to the project using the project client, you can edit metadata.

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There are tools within the project client to help streamline and making help make editing your items or objects easier and more efficient.

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Mindy Tran 01:20:25.520 --> 01:20:46.000
So once you've installed the project client or your administrator or whoever, it's on your workstation, the first thing that you will need to do is to create a project so that you can associate this project that is on your workstation to the collection out there on your content. D.

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Server your library is content DM server.

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So to create a project first, you need your content DM server URL from your administrator. You need the username and password that they, your content, the administrator will have created for you. So enter that information first.

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Mindy Tran 01:21:10.960 --> 01:21:28.240
Then you need to choose the collection that you will be associating this project with, and again, you want to be careful because if you are working with multiple collections across multiple collections, those collections will appear here and you want to make sure that you select the correct.

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Mindy Tran 01:21:29.900 --> 01:21:50.300
Delete and start over, but you want to make sure that you're adding the items or objects to the right collection. Select your collection or, or choose your collection, and then it will ask you once you'll ask you to give your project.

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A unique name and once you do, it will open up and show you the collection name here and the name of the project that's on your workstation here, and you will have a few tabs to work with the home tab, which you see everything the tab where finding collection.

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Mindy Tran 01:22:10.860 --> 01:22:27.300
That's something that we'll talk about in session three when we're maintaining collection and the third tab is the project itself. That's where it's gonna start importing items or objects into work on them to edit them before you load them up to the collection.

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Mindy Tran 01:22:30.660 --> 01:22:49.020
Once you create the project, you would configure the project and there are a few things configuring the project really is meant to help you streamline the work that you do in the project client to make it easier, for instance.

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Mindy Tran 01:22:50.460 --> 01:23:09.580
The template you can work with the metadata template to help you act data after your exporting items or objects of metadata can be added at the same time so that you won't have to enter key and manually a lot of the description.

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Mindy Tran 01:23:09.780 --> 01:23:30.780
Metadata to describe the item object, especially if you have a metadata that is consistent across mobile items or objects instead of having to key it in manage time. you can use the template not to do that for you. Templates are also very the item or object.

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Mindy Tran 01:23:30.940 --> 01:23:39.740
Type and a little bit image file type that you are getting in and add to the collection.

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Mindy Tran 01:23:43.620 --> 01:24:01.500
You could matchive Metada. Other thing is that extractical information from image names and if you have that in or go on that information, type it in, you can have a client using templates to extract information.

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Mindy Tran 01:24:10.460 --> 01:24:15.020
So I'm talking about, would we say.

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Mindy Tran 01:25:36.860 --> 01:25:54.140
So when we, when you work with metadata templates, you'll notice that there are very specific templates based on template types, like image templates. It could be JPEG or TIFF images or if you're working with PDFS, which will talk about in our second session.

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Mindy Tran 01:25:54.340 --> 01:26:14.620
Or compound object. There are metadata templates for the different types of items or objects that you're bringing into the system. Okay, into the collection into the project to work with. The other thing is that this is what I mean, when I say that you can us.

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Mindy Tran 01:26:14.780 --> 01:26:35.100
The metadata template to add descriptive metadata, which is in the default value. So if you have something like contributor, for instance, if it's your library, maybe the items belong to your library and they are the contributors or publisher instead of typing in say.

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Mindy Tran 01:26:35.820 --> 01:26:46.700
Library for each item up to a, you know, like hundreds of items, for instance, you can add that as a default value in the publisher field here, so each time.

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Mindy Tran 01:26:47.900 --> 01:27:08.380
I import an item or object it will automatically add OCLC library to the publisher field for that item or object. So I don't have to manually type it in or if I know that I'm looking for the file name or the file size it, I can under the default type, I can have the metadat.

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Mindy Tran 01:27:08.500 --> 01:27:25.740
Template automatically extract that data from the item or object that I'm importing and put it in that specific field for me, so that I don't have to manually type it in or go look for that information elsewhere and type it in.

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Mindy Tran 01:27:37.180 --> 01:27:57.660
So let's me go ahead and open up my project clients here. So I have it installed on my workstation, so I'm gonna go ahead and open up my project client when I come here. Now this is me restoring everything when, if it, if you just installed the project client and you have no project whats.

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Mindy Tran 01:27:58.380 --> 01:28:12.300
You may only get this home screen and the first thing you'll want to do is you want to create a new project and you can do that here or you can go up to the menu here under project and say, new.

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Mindy Tran 01:28:13.660 --> 01:28:25.260
I've typed this server in one so it oughta- it knows my server URL, so it just added this for me. I'm gonna put in my username and password.

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And then next now it's asking me to choose a collection that I want to associate this project with, and you may have access to a number of them and mine is craven family, January, twenty, twenty- four. next now it's gonna ask me to give it a project name, so I'm gonna say.

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Mindy Tran 01:28:51.420 --> 01:29:08.060
This is a, for now I'm building a collection of images, so I'll just do that and click finish. Now it's retrieving the data from the server from this collection, like metadata fields and any collection.

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Mindy Tran 01:29:08.060 --> 01:29:28.540
Name and all of that. So now I see the collection name here, and this is the project name from here. These are some of the common tests that displays here for you so that you don't have to go looking for it or if you start adding items, you can see them from the ad item up here.

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Mindy Tran 01:29:31.100 --> 01:29:49.020
The next thing that I want to do is I want to configure this project that I just created before I begin to import items in here and start to work on them under project menu here there's something called the project Settings manager. I'm gonna click on that. So under.

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Mindy Tran 01:29:49.220 --> 01:30:09.500
General settings, I'm gonna go over each one really quickly. It just gives you, it just tells you project name. It's local on your workstation. The server, your library content DM server, the collection name, just to make sure this is the setting that's coming from the pro- the collection itself out.

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Mindy Tran 01:30:10.820 --> 01:30:21.580
I'm gonna skip over metadata templates and I'll come back to that metadata field type. These are the fields that's available for this collection. You can.

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Mindy Tran 01:30:22.980 --> 01:30:43.420
I want to look for all of the fields that have textual data type. I want to see all of the fields that have a date data type. I want to see all the fields that have control vocabulary only one field, you know, as a project client operator, you may want to familiarize yourself with how the field metadata fields are.

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By your administrator, and that's where you can find that.

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Mindy Tran 01:30:49.820 --> 01:31:10.300
Images and thumbnail. So this is something if you have an image and if it's copyright or you want to add a watermark, for instance, or a branding, this is where you set up the image rights and for that under thumbnails and this only applies to images, not text.

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Mindy Tran 01:31:12.220 --> 01:31:30.620
So I can say for image rights, I can click on image rights here right now, there are none I can create one and I'm not creating a watermark. I'm creating a band that will go at the bottom of the image. So any user that opens this up in.

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Mindy Tran 01:31:31.840 --> 01:31:44.720
That on my end user site, we'll see the image and then at the bottom, they may see a band that says copyright by my library year. So, so on and so forth. Okay, so I might call this.

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Twenty- twenty- four for instance, and I'll just leave it at thirty pixels and I'm gonna change this to something a little bit like a Brown color. Maybe, and I'll have the text to say.

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Mindy Tran 01:32:08.320 --> 01:32:24.320
Something to that effect, right? And then save it, you can change the font. I'm just keeping it as whatever the default font that is here Microsoft stands there, but you can always click on font to change it to.

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Mindy Tran 01:32:24.440 --> 01:32:44.800
Change the size of the font and then save now I can create it like you see here, however, unle I can, I need to select it and say, apply in order to use it and I can choose this also as I bring in, I can turn this on as.

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Mindy Tran 01:32:44.920 --> 01:33:05.280
I bring in the item too, but just because you create a number of these bands or watermark, they don't automatically apply until you choose to use them, and if you have multiple and you don't want to, you don't need them anymore. You can always just highlight them and delete or edit at any time. Okay, I'll CLI.

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Mindy Tran 01:33:05.360 --> 01:33:13.800
Go ahead and click on apply. It looks very bad here, but we'll just keep it and say, okay.

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Mindy Tran 01:33:14.880 --> 01:33:21.360
Processing this is something that we will come back and look at in session two when we talk about.

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Mindy Tran 01:33:24.480 --> 01:33:43.040
When we talk about Textrow materials, same thing with OCR project options. This is just how you upload to using HTTPS protocol and whether you want a spell check how advanced you want.

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Mindy Tran 01:33:43.720 --> 01:33:50.560
Spell check and what to check for spelling and what do not, you don't want check for spelling. It's not very.

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Mindy Tran 01:33:52.000 --> 01:33:53.240
It, it's.

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Mindy Tran 01:33:55.840 --> 01:34:08.000
You can say ignore capitals or ignore mixed cases so that it doesn't, it doesn't flag it as a spelling error for instance, and you can take a look here and see.

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Mindy Tran 01:34:11.240 --> 01:34:22.200
Control vocabulary download to download onto your workstation. You, we're setting it for this project at zero, right? But you can still step in and use the.

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Mindy Tran 01:34:24.000 --> 01:34:37.440
The control vocabulary terms and we'll see that in a little bit find in collections, something that we will revisit in session three when we talk about maintaining collections. Okay.

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Mindy Tran 01:34:38.720 --> 01:34:41.800
So now let's go back to our metadata templates.

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So, in this case, for the metadata templates, we may want to, for instance, say.

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Mindy Tran 01:34:57.280 --> 01:35:15.800
Instead, like, I explained earlier instead of you having to manually type the information in, you can just have the system automatically extract the technical data as needed or the data as needed from the images that you're importing into the project client.

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Mindy Tran 01:35:16.480 --> 01:35:36.200
Or have it at the descriptive data in the default value. You have a template, a general template that would apply to regardless of any type of material and you can just use this one template for every type of material regardless.

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Mindy Tran 01:35:37.600 --> 01:35:56.800
Or if you are, has very specific metadata that you want to add to the images templates, then you can edit just to use this images template or if you even are even more specific, so.

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Mindy Tran 01:35:57.480 --> 01:36:17.280
And let's say that you have something for the tip images that doesn't apply to other image file types, then you would need to modify to configure the metadata template, specifically for tip images, so that when you bring in a fire, a tip file, it will.

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Mindy Tran 01:36:17.600 --> 01:36:37.760
The metadata that's in this chip template, if it's not a tip file, then it will add the metadata that's in your images template. Okay, now the reason why I say that is because the templates do not inherit data from each other. That means that.

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Mindy Tran 01:36:39.960 --> 01:36:56.280
If I edit this here to say, for example, the default value to say OCLC Library and the cataloger to be automatically extract the username and the.

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Mindy Tran 01:36:57.640 --> 01:37:18.080
Source to display the file name, for instance, for the project template and say, okay, and then if I bring in an image ta file because I select to use images and my image template doesn't have anything.

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Mindy Tran 01:37:18.720 --> 01:37:38.560
The system will not automatically apply the metadata that's in the project template because I have selected to use an image template, specifically, just because I didn't configure data that's an error on my part, but it will not go back and also and add data from the project template.

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Mindy Tran 01:37:38.560 --> 01:37:55.800
Unless I don't select the image template then it will use the data from the project template. So it's not intuitive in that sense. You would think that for everything that I've selected, it will add the metadata for, for.

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Mindy Tran 01:37:57.120 --> 01:38:17.600
Each of the templates, but no, it will only add the data for the specific template. So if I'm in the tip template, if I want that same data added I need to put that information in here. So I need to also have this say OCLC Library. I need this.

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Mindy Tran 01:38:18.440 --> 01:38:31.160
Also say source file name. I also need to have this cataloger extract my username for the TIFF template, and if it's.

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Mindy Tran 01:38:36.160 --> 01:38:50.440
And maybe there's a very specific metadata that I want in the type field for these images, then I would put it here. Okay, so now when I bring in a TIF file, it will only.

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Mindy Tran 01:38:52.800 --> 01:39:12.000
It, it will only add the data from the TIFF file and ignores everything else if I bring in an image file outside of the tip file, then if I didn't select images, it will add the data from the project template and ignore the data from the tifth for say, a JPEC file.

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Mindy Tran 01:39:14.560 --> 01:39:26.840
Does that make sense? Because it's not intuitive, We all think that... Oh, if we select each of the template, the data from each of the template will be applied to an image file, but that's not the case.

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Mindy Tran 01:39:45.920 --> 01:39:57.960
So in our project template, we have that, let's say in our, let's do our images template too. We want the images we won't be very specific about.

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Mindy Tran 01:39:59.360 --> 01:40:19.840
Let's not do OCLC library here, but we do want our source file name to show up here and we want the cataloger to be here too. So those, all of the other image files we're not gonna be very specific. we just want the cataloger and the file name. So.

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Mindy Tran 01:40:19.920 --> 01:40:30.720
We will talk about these other templates like PDF and compound object in our second session, but it has the same. It's the same idea.

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Mindy Tran 01:40:32.640 --> 01:40:52.040
Once you've configured your metadata template and you can always come back here and change this metadata template, if there are additional default values or metadata that you want to add to some of the fields you can always go back here and, and add them remove data that you don't want.

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Mindy Tran 01:40:53.480 --> 01:41:05.240
Say, okay, now we are ready to begin adding digital items, importing them in so that we can work on them and then uploading it to our collection.

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Mindy Tran 01:41:10.400 --> 01:41:27.040
Add item, so you're adding a single item one item at a time pretty easy to understand multiple items. Maybe you want to select a couple of items in a folder or in a directory or you want to select the entire folder.

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Mindy Tran 01:41:27.720 --> 01:41:47.520
Directory to upload all of the images that's in that folder, and then if you're adding what we call compound objects, which will talk about in the second session, those are, if you recall the surf boards, those are compound objects. It requires a different way to import them in so that you can.

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Finding aids if you have finding aid that you want to add, there's a, there's an actual way to an option to add finding a specifically, and then if you're adding Urls pointers to like, streaming audio, for instance, or streaming video or websites.

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After items have been added to the project, so you've import them in each item appears in a row in this, in a spreadsheet similar to what you're seeing here and you can enter directly data directly into each of these cells. So each.

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Or object will in the spreadsheet has it's in its own row. You can enter the metadata in each of the cell that describes the item or object or you can.

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Open it up.

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And enter the metadata for each item, so you can open up say therapist in twelve and it would display all the metadata fields and then you can enter metadata fields for metadata for each of the fields to describe the item that you are working on.

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And if you happen to step into a field that has controlled vocabulary like this, you will notice that when you click into the subject field, the, and begin to enter say a subject, the control vocabulary that was selected by your coll.

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Administrator will show up here so that you can see what control VOCA, what vocabulary is available so that you can add them to the sub to your subject field.

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Once you are done, editing the items adding metadata, subject description dates for instance, then you can select all of the items or only the items that you are, that you've comple.

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So one of them and then upload them to the collection for approval and indexing by the administrator. Okay, once you upload the item for approval and indexing, it's gone from your project in the project client and it's out there in the collection.

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And you won't have access to it, unless you are the administrator. Otherwise that's it, your job, your work for that item or object is done and you can continue on and you can always leave those items or objects in your project, if you're still working on them.

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You don't have to, if you're not done with it at the end of the day, for instance, you don't have to delete them. it will still be there in the project for you to come back next time to continue working on it.

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Questions about that before we go out and just show you very quickly how to add import items in and edit them.

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So I already edit my metadata templates to what I want, and now I'm ready. so I'm gonna step over to the tab for my project here and notice right now it's a gray screen. There's nothing there yet. I'm gonna go ahead and add an item, so I can do that up here or I can click on.

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Item under the common tasks here, it's going to ask me to where does that file of image that I want to add reside. I'm gonna browse out to my desktop here. I have a file and I am going to bring in.

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The image craven and full resolution here, I can double click it or just select it and say open. So there's the path and I am going to have content DM create a display image for this. Okay, and see this image options.

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If I didn't turn the image rights on earlier, I could still click on image options here it will take me out to the images and thumbnail in the project settings manager to go in and select and enable an image, right that I want to use. Okay.

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But since I've already selected, I can go ahead and cancel, and then once you have your path all I have just click add and now the system is importing that item in you get a message just close it out and now there's the image I haven't done anything yet. So the title is automatically extracted.

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The publisher, this came from the metadata template, the type of field the data came from the metadata template for the tip from the metadata, the tip template.

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And then the source is also from there, if I scroll to the right, this is what we call the project spreadsheet that only has one for now Cataloger automatically extracted if I scroll even further, you will notice anything in blue here. Those are administrative fields as a project client operator. You can't edit those fields, but.

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They are part of the item, like the image rights. It's telling me that it's actually assigned the copyright twenty- twenty- four to this image. You won't be able to see it in the project client. It's only visible on the end user side. Okay.

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Now I'm gonna add a couple more before we go in and add items. So let's say I want to add multiple. I can do ad item again and say I want a browse out and I want to bring in a couple more item.

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I want to bring in the lily Hardian friends as well as n- any Craven eighteen sixty- nine control, you know, control click select multiple and then say open again, create display image and then just say, add.

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It add two of two items and now I have two more.

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Now, what, if I have a folder of items that I want to import in.

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I can do that by doing multiple items, but before we do that, let's say that I want to edit. Now if you take a look at this spreadsheet here, you'll notice that the first image has a lot more information than the second and third image that I brought in in that.

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Because it is in the first image, it is a tip file and so what happens is that it utilizes the TIF template and the TIF template had a lot more information in there. However, the second and third image, These are JPEG images and so the JPEG image, I.

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Didn't have anything in the JPEG image. I didn't select it to you to use the JPEG template. I selected to use the images template and the images template didn't have metadata in the publisher didn't have metadata in the type. It only have the, it only had the source as well as the cataloger.

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And it also because I still kept the copyright, the image rights. It did add the copyright to each of those images. So.

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Just so that you see how it's different, the different metadata template, depending on the image type that you bring in and what, how you've configured them? I can always.

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Add here say OCLC Library here. I can just click into it and start typing.

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I could click into it click away, Click into it and say, right? Click on my mouse as a feel up from this point, Feel down from this point or feel all everything in this row publisher with this data OCLC library, I could say fill down and it will fill in that information.

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If the information is exactly the same, so you can edit your meta metadata metadata each cell in this project spreadsheet here, or you could double click to open this at, in its own tab as its own.

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Metadata with all the field display, especially if you're adding subject because you wouldn't know what subject to type in, so you would have this open and for this one I have subject I, and once I click in, on the subject notice, what happens I clicking on the subject field notice the control vocabulary Immedi.

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Comes up here for me on the right hand side, and then I can start typing. let's say this is, if I start typing you'll notice that it came down girls, there's no girl, but there's girls, so I can double click and it will add girls here if I have multiple subject.

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Down and find another subject or.

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For example, I'll just say greens, if I double click it will add another one and notice, I'll click away here, Notice that each has a semi- colon after, for multiple subject or you can type it in, if you know the subject and it falls in.

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This control vocabulary.

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This control vabulary list doesn't isn't available in the pro in the spreadsheet view. Okay.

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Once you're done, you can save it, close it or, and go back to the project. Okay, notice that the exclamation point disappears what that means is that there is a required field and the required field is currently empty. Okay, I can open this one.

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Again, click into the control vocabulary.

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I have another one. Okay, if I have a date, maybe this one is the date for this one is actually nineteen ten, for instance, I type the date in everything looks good. Save it, close it and.

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Back to the project and it takes a little bit of time for that explanation to disappear.

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If I'm done editing these two items, I can go ahead and just select them and upload them for approval up to the collection and they disappear from my project. This one is still here. I haven't done anything to it yet, but if I click on the show.

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Details down here. It'll tell me that it's uploading into up to the collection.

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Now what have you have a whole folder of items to upload to edit to bring in to this project and you didn't want to do it one item at a time, so you can add multiple items from the common task here or add multiple items when you do that.

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It will ask you to import from a directory, which is really just import from a folder we will talk about tab delimited in session three right now we are importing from a directory. I'll go ahead and browse out and point the project client to the folder that contains all of the images that I want to bring.

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And I want to bring in all of the images in the therapist and folders, so I will select that specific folder say, okay, next, yes, I want content DM to generate display image, and if let's say this time I don't want to have abandoning at the bottom of these.

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Images I can go to options. Now go to image rights select this and select none and say, don't apply any image rights? Okay, say, okay, okay, and now when I click next, it's telling me that it's importing three item.

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From this folder, and if I agree with that, I'll just go ahead and say add items. Yep, it add three items. I can go ahead and close it, and now those three items are added if you have a hundred items, all one hundred will be added here, if you have fifty items in that folder, it will add all fifty items here.

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And if I scroll across you will notice that the first image has the copyright, but those three recent images do not have a copyright banding added to it.

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Edit the items upload upload them for approval and indexing. Okay.

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Just want to edit one thing here.

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And then we will upload this because I want you to see something specific to that.

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But that is pretty much what you would do in the project. You bring in the items or objects that you want to edit, you edit those items or project in the project spreadsheet or one item or object at a time, and then when you are done, you upload them to the collection for approval and indexing.

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And if you are not the administrator, your work for that item, like I said, is done.

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Now the last step in this is to approve those items that are out there in the collection. Take a look at them. So you'd have to be out in the content DM administration to do that, and then after they, these items have been approved to index.

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The items so that they are then available to your end users. You will notice when you come here, you'll see how many items are pending if there is a control vocabulary issues, it will alert you here and you can look at that.

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Review each one individually if there isn't an issue, you can just go ahead and approve them. All right, once it's been approved, then you need to index the collection. Now the indexing can happen immediately, meaning.

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You don't have something set up at your library. So when there are, there may be instances where once items have been approved, it, the items need to be indexed, right away because it needs to be available to the users right away, or if it's not critical, then it, you can always.

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Have the indexing be scheduled to run say overnight by that administrator may say, okay, items can be approved, but it won't be indexed right away. We'll just wait for every night. It's been scheduled to run daily or it's been schedul.

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Every other day and that's something that can be set up, not just for this collection, but maybe for all collections, okay, but you can always override the scheduled indexing to index, right away, if the items need to be visible to the users, right away.

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So in that case, we'll go back out to the content DM administration and you can do that from the project client by clicking content DM administration or if you have it, you know, you may not have the project client open if you are that administrator. So you.

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Probably would just be here in the content DM administration. You would then navigate to items make sure that this is your current collection, and then when you click on approve, it will tell you. It says that there are three items that's pending one.

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Has controlled vocabulary. So in that case you probably want to go down here and say you're looking at this and women is not an authorized control vocabulary for the source of graphics material as the administrator. You can decide to add women as.

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For your local control vocabulary for this collection, or you can click edit to edit the subject as.

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And then approve it this way. One item at a time.

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And then now there are two that's left. You don't have to do it one at a time since there's no issues with the others, You can just say now approve all of it and go, and now it's going out and approving it, and once the approving is done, then.

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The next step is to go to Index and index it. Okay.

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For this part approving, usually doesn't take very long. The indexing though, does take a while, and that's why many libraries choose to index the collection at a later time that has it run on a schedule because depending on if it's a beginning collection with only a few items, it.

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It can be pretty quick to index, but when you have, once you have a good number of items or objects in the collection, you don't want to sit around and wait for the indexing to be completed. So it's something that would be set up to run to schedule to run overnight or every other day, depending on your LIB.

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Your library wants to tweet the indexing part of this because it does take a long time and it takes a lot of bandwidth to do that.

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Mindy Tran 02:02:09.820 --> 02:02:12.500
While that is going on.

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I want to show you.

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Our training collection is what it's gonna look like once it's done. So the approving is done now I have to go to Index and I have to say, I can schedule the index or I can say Nope, go ahead and index it now, so it can show up while that's.

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I'll show you what the end user sees. So in our OCLC training collection. So if I click on the Craven family collection, my images, so I have a, the Lilyhardy and friends, for example, this is what the.

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Users can see this is the image since I had a banding, this is what the banding that the user will see. You didn't see it when I opened up the individual item in the project client, but it only shows for the end user and then the item description because these are just simple items.

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They are not compound object. They, these are the description for it. Any fields that do not have data notice that it's not displayed here subject I can click on that subject and it will bring any items in the collection with the subject girls or any item in the collection with subject gifted children, publishers OCLC training.

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This is the source.

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I can go back to results. The other one is the M.

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Sarah Pierson, fourteen. So one of them, here's another image. This one happens at the banding the one that we uploaded didn't have a banding. So there shouldn't be this here, but just to show you what the end user sees while our collection is still indexing.

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Another, I believe another one was the.

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We didn't have to tiff image one. I didn't think I.

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Mindy Tran 02:04:29.980 --> 02:04:49.180
Upload it, but these are what simple items look like to the end user, and I think the only thing that you did that you're seeing now that's different than what you've seen with the other end user collections is the banding, that's here the copyri.

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The image rights that, that you're seeing on the images here.

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Okay, and if I click on advanced search, because I wanted to see this entered, this will not be available if my, if none of my collections.

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Mindy Tran 02:05:09.700 --> 02:05:30.140
Have didn't have an data type date. So one of my collection has to have, at least the data type date in order for this field to appear in the advanced search on the end user side. So the user can search on a specific date on a date after a date that I.

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Or range of date, right?

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It's still indexing. So this is what I mean it can take a really long time for this process to complete.

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Questions about anything that we've covered in the session today, that is pretty much what you all that. You need in terms of building a collection and what we've went through today is building a collection of simple images or.

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Simple items, the next session we will talk about now how do I add texture materials like Pdfs or ad compound objects that have accompanying texture materials. for instance, what do I can I add it to the same collection.

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Mindy Tran 02:06:32.860 --> 02:06:47.020
And what do I need to reconfigure in order to add it to the same collection or I can create a whole new collection that has only compound object or an, another collection that has only Pdfs for instance.

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It's okay if you don't have questions right now, but if you do at a later time, don't hesitate to contact support at this URL here when you visit our online help support site, you can click on the contact.

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OCLC support to see the contact information for support in your region or if you're in us or in Canada, you can call this toll free number to talk to one of our support team members.

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I want to thank you for spending this time with me today. I hope that the information today will help you get started on building your very first collection. It is the very first collection you are building. I will be online for a few more minutes here to answer.

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Any other questions that you may have.

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If not feel free to exit out at any time and.

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When you do, you'll be redirected to an evaluation for this class. I'd like to ask for just another minute of your time to provide feedback for the session with very much appreciate it, and yes, I will share the recording as well as any handouts with you. Once it is available.

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And yes, someone is asking for the presentation and I will also include that in when I send out the recording for the class.