Aileen O'Carroll - DRI Stakeholders Advisory 2015 - Managing Collections in the DRI
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Dr Aileen O'Carroll delivered this presentation at the Stakeholders Advisory Group meeting on 14 April 2015. It provides and overview of the Digital Repository of Ireland membership model, outlining organisational roles for institutions depositing collections into the repository.
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Aileen O'Carroll - DRI Stakeholders Advisory 2015 - Managing Collections in the DRI
- 1. Dr. Aileen O’Carroll Policy Manager, Digital Repository of Ireland Managing Collections in the Digital Repository of Ireland
- 3. DRI Presentation DRI • Preservation • Publication and dissemination • Search • Tools for visualising and analysing data-sets • Training, policy, advocacy MEMBERS • Prepare digital objects • Metadata • Licenses and copyright statements • Set Access • Deposit • Curated collections
- 4. DRI Presentation DRI: Technical skills and infrastructure Members: Domain expertise
- 5. DRI Presentation MEMBERS • Research Performing Organisations • Institutions, organisations and digital archives who hold humanities and social science data. • Digital Data
- 6. DRI Presentation Federated Collection Management
- 7. DRI Presentation Organisational Manager Agreement Federated Collection Management
- 9. DRI Presentation Organisational Manager Assign Manager User Roles Manager Users ● Create a new collection ● Set the metadata ● Edit the collection title. ● Provide a description of the collection. ● Upload funding and partner logos related to the collection. ● Assign existing Manager Users to a specific collection. ● Set and edit access permissions. ● Review a collection. ● Publish a collection. ● Review collection activity. ● Create sub-collection. ● Assign and remove Edit User
- 10. DRI Presentation `Organisational Manager Manager UserManager User Edit User ● Ingest digital objects ● Edit metadata ● Delete unpublished objects ● Set a collection from draft to “for review” by a manager user.
- 11. DRI Presentation Federated Collection Management Members •Upload/ingest data to the repository •Set metadata •Control access to their data •Set copyright and re-use licenses •Organise data in folders •Soft delete (unpublish) data •Organisational Manager Agreement
Editor's Notes
- DRI decided, for reasons outlined below, to undertake a federated organisational structure. What does this mean? DRI operates on a membership model, in that all institutions must become members before depositing data in the repository. Management and control of digital objects lies with the institutions depositing their digital objects, that is with our members. It is an organisational structure that allocates to members high levels of autonomy and control over the ingest (or deposit) process.
- DRI provides • Long Term Digital Preservation of data. • Publication and dissemination (as appropriate) • Provision of search across all collections within DRI. • Provision of tools for visual- ising and analysing data. • Access to DRI training courses and workshops. Our members Prepare digital objects and create appropriate metadata Assign licenses and copyright statements to the digital objects Determine who can access the digital objects and under what conditions Deposit (or ingest) the digital objects Create (if they wish) curated collections
- Why a Federated Structure? 1. The driver of this model is to ensure effectiveness in the context of resource limitations. In 2011/2012 DRI conducted a requirements analysis of stakeholder needs. Many institutions spoke about resource limitations, particularly in terms of technical skills but also in terms of the technical infrastructure required to carry out long term digital preservation. DRI also has resource limitations. In a traditional repository, trained archivists acquire digital objects, liaise with depositors, prepare data and manage all aspects of data deposit. DRI does not have the staffing to assist in this way. What was is evident, both in our interviews, internationally and our experience with the demonstrator projects, is that organisations had a high level of specialist knowledge associated with their own domain (be that an art gallery, a social science archive, an specialist historical archive). It is those with domain expertise who best understand the nature and value of their digital objects and who are in the best position to prepare it in a way that ensures future re-use. For these reasons we have adopted a federated structure; DRI provides the technical infrastructure, the training and advice about Long Term Digital Preservation Our members provide the digital objects, and with their domain expertise, manage and control their datasets.
- Who can become a become a member and how? Research Performing Organisations Institutions, organisations and digital archives who hold humanities and social science data. From June, we will have an application process in which the manager of an institution, organisation or archive which holds digital objects can apply to DRI. It their collection falls within the remit of our collection policy, membership is granted. Both DRI and the organizational representative sign an Organisational Manager agreement. This agreement outlines the rights and responsibility of DRI and the DRI member. From here the Organisational Manger has access to the DRI infrastructure and can begin to organise the deposit of their digital objects.
- Case Study Bearing in mind the variation in types of potential members, from small organisations (a local art gallery) to larger multi-institutional organisations (such as a university) have identified a hierarchy of the different types of “users” that may work on such ingestion processes. Use Case 1: A Organisational Manager, the Head Librarian, wants four collections from the library (1916 Letters, 20th Century Fanzines, 15th Manuscripts and Irish Soldier’s Wills) deposited into DRI.
- An Organisational Manager is a representative from an institution. They must sign an Organisational Manager Agreement. An institution may have several Organisational Managers (e.g. from different departments) and an Organisational Manager may have several “Collections”. An Organisational Manager is a user who has full access rights to collections associated with a depositing organisation.
- Use Case 1: The Head Librarian assigns two members of staff as a Manager User, one for each collection/project. Once signed up the Organisational Manager can assign different roles to staff. These additional roles come with varying degrees of control over the data set. Assign Manager User roles
- It is envisaged that the Manage Users take on the day to day management of the collection Create a new collection in which to deposit digital object Set the metadata standard for the collection. Edit the collection title. Provide a description of the collection. Upload funding and partner logos related to the collection. Assign existing Manager Users to a specific collection. Set and edit access permissions. Review a collection. Publish a collection. Review collection activity. Create sub-collection. Assign and remove Edit User
- Who is this Edit User? However there are cases, particular for large collections, where additional staff will assist in the preparation of the data - though they would not have ultimate responsibility for a collection as a whole. Here we have an Edit User role, a role with very little functionality. Use Case 1: A librarian is assigned as a Manager User and given access to the "1798 Pamphlet" collection. They write a description of the collection to give contextual information to the project and upload their institutional logo. There are 10,000 digital objects in the collection, each of which consists of the digital asset (the image) and a metadata file (Dublin core in XML). The library has two assistant librarians to help ingest the collection into DRI, the Manager User assigns these assistant librarian the Edit User role. An Edit User is an authorised user who can ingest content into collections they have access to. They have permission to Ingest digital objects (asset and metadata) into the repository. They can use the single ingest web form, the XML upload function, or the bulk ingest tool. Edit object metadata Delete unpublished objects Set a collection from draft to “for review” by a manager user.
- Conclusion: DRI have developed workflows that provide a degree of internal autonomy to DRI members. They are responsible for managing deposit of and access to their data. They have autonomous control of their data for all actions with the exception of hard delete. Our membership structure is built on delegated responsibility In the last three and half years, it has become very evident that, most of the partner organisations and stakeholders have pre-existing repositories whose autonomy they wish to retain, they have considerable domain expertise and knowledge yet they also need support for the task of long-term digital preservation. We are all aware that there are also clear benefits in building links between collections. The technical, organisational and legal infrastructure we have built is responsive to the needs of our community However in addition, we believe that this federated approach, has the additional benefit of strengthening and supporting our community as they encourage the further development of shared infrastructure, policy and advocacy.