Administration Module
Logging on
Log on to the Digital Archive Administration Module
| |
Action |
| 1 |
Type the Administration Module URL in your browser's address bar:
http://digitalarchive.oclc.org/admin/
The Administration Module Logon screen appears. |
| 2 |
Type your authorization and password. Click Logon. |
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Authorization groups
About authorization groups
Use authorization groups to control access to content by grouping authorizations. For example, reference staff may need access to a particular content group or individual object. Grouping authorizations for reference staff together and then linking this authorization group to a content group or object provides this access.
Master authorization group
The system automatically creates a Master Authorization group and loads all of your institution's cataloging and FirstSearch authorizations into it. This automatic loading process occurs every 24 hours. Master Authorization Group will be the default for ingest unless you specify another group.
Public authorization group
The system automatically creates a Public Authorization group for each Administration Module user. If you assign the Public Authorization group to an object, you provide web access to the object to the general public.
Create authorization group
| |
Action |
| 1 |
On the Authorization Groups tab, click Create New.
At right, under Details, the Authorization Group box now reads: New Authorization Group Name. |
| 2 |
Type a name for the new authorization group.
Note: Names may only contain letters, numbers, spaces, dashes, underscores, apostrophes and tildes. |
| 3 |
To add authorizations.
In the Authorizations Not Included window, click the authorization you want to add. Click the left arrow to move the authorization to the Authorizations Included window.
To remove authorizations.
In the Authorizations Included window, click the authorization you want to remove. Click the right arrow to move the authorization to the Authorizations Not Included window.
To select more than one authorization. Press <control> while clicking authorizations. To select adjacent authorizations, click the first one and drag the cursor up or down to select the others.
Click Cancel to undo all your edits. |
| 4 |
Optional. View authorization info.
With an authorization selected, click View Info.
Under Details, the system displays information about the authorization (name, institution, contact information).
To return to the Create New Authorization screen, click the New Authorization link (above the Create New button). |
| 5 |
Click Save. |
Delete authorization group
| |
Action |
| 1 |
On the Authorization Groups tab, click the authorization group you want to delete.
At right, under Details, the system displays the Authorization Group group you selected. |
| 2 |
Click Delete.
A window appears saying You must select a replacement authorization group.
Select a replacement authorization group from the list.
Click Save. |
Edit authorization group
| |
Action |
| 1 |
On the Authorization Groups tab, click the authorization group you want to edit.
At right, under Details, the system displays the Authorization Group group you selected. |
| 2 |
To add authorizations.
In the Authorizations Not Included window, click the authorization you want to add. Click the left arrow to move the authorization to the Authorizations Included window.
To remove authorizations.
In the Authorizations Included window, click the authorization you want to remove. Click the right arrow to move the authorization to the Authorizations Not Included window.
To select more than one authorization. Press <control> while clicking authorizations. To select adjacent authorizations, click the first one and drag the cursor up or down to select the others.
Click Cancel to undo all your edits. |
| 3 |
Optional. View authorization info.
With an authorization selected, click View Info.
Under Details, the system displays information about the authorization (name, institution, contact information).
To return to the Create New Authorization screen, click the New Authorization link (above the Create New button). |
| 4 |
Click Save. |
Set default authorization group
| |
Action |
| 1 |
On the Authorization Groups tab, click the group you want to select as default.
At right, under Details, the system displays the authorizations in the group. |
| 2 |
Click Default.
The system displays a confirmation message stating that the default has been set. |
Permissions
Permissions are set when your institution is profiled to use the archive. Contact OCLC to have them changed. A check mark means the user is authorized to perform the function.
| Function |
Description |
| Active |
The authorization is turned on. No check mark means the authorization does not have access to the digital archive. |
| DA Record |
Create and save digital archive records. |
| Harvest |
Harvest objects. |
| IDD |
Ingest, disseminate, and delete objects. |
| Administration |
Access the Administration Module to manage authorization and content groups, rights statements, and read reports. |
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Content groups
About content groups
Use content groups to organize your content. For example, you might create a content group for a particular object type, such as maps, or subject area, such as state history.
Master content group and additional content groups
All objects are part of the Master Content group by default and remain there as long as they are in the archive. At time of ingest, you assign an object to one additional content group.
After ingest, you can use the Administration Module's Content Group tab to assign as many content groups as needed to an object (content groups are virtual). Master Content Group will be the default for ingest unless you specify another group as default.
Object properties
At the time of ingest you assign the following properties to each object:
- Authorization group
- Rights statement
- Service level
You can assign the same properties to all objects in a content group.
After ingest, you can change the object properties. To change the properties of all objects in a content group, change the properties on the Content Group tab.
Authorization group
Each object can have only one authorization group assigned to it.
Rights statement
If you do not create your own rights statement, the default copyright statement is the only one available for you to assign to your objects.
Create content group
Important: The following properties cannot be assigned to a content group until the content group contains at least one digital archive record:
- Authorization group
- Rights statement
- Service level
You assign these properties when you ingest the record into the archive. Once assigned, you can change them from the Administration Module's Content Groups tab.
| |
Action |
| 1 |
On the Content Groups tab, click Create New.
At the top right, the Content Group box now reads: New Content Group Name. |
| 2 |
In the Content Group box, type a name for the new content group.
In the Description box, type a brief description of the group.
Note: Names may only contain letters, numbers, spaces, dashes, underscores, apostrophes and tildes. |
| 3 |
Click Save. |
Edit content group
| |
Action |
| 1 |
On the Content Groups tab, under Content Groups, click the group you want to edit.
At the top right, the Content Group box contains the content group you clicked. |
| 2 |
Authorization group.
Click to select an authorization group.
Rights statement.
Click to select a rights statement.
To assign the same rights statement or authorization group to all objects in a group, select the statement or group and click Save.
Note: Various rights statements/authorizations. This setting is automatically selected when the objects in the group have multiple rights statements/authorization groups assigned to them.
Service Level.
Click to assign a service level.
Bit Preservation. Object is stored in the OCLC Digital Archive according to the OCLC backup and security plan.
Local. Object is to be disseminated from the OCLC Digital Archive for storage in a local archive. |
| 3 |
Optional.
Delete deletes the content group.
Cancel clears whatever you typed. |
| 4 |
Click Save. |
Set default content group
| |
Action |
| 1 |
On the Content Groups tab, under Content Groups, click the group you want to set as default.
At the top right, the Content Group box contains the content group you clicked. |
| 2 |
Click Default.
The system displays a confirmation message stating the default has been set. |
View DA record and files
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Action |
| 1 |
On the Content Groups tab, under Content Groups, click View Titles for the group whose records you want to view.
The Titles screen appears. |
| 2 |
Click the title you want to view.
The record appears on the right. |
| 3 |
View DA record.
Next to View, click Digital Archive Record.
A screen appears displaying the record. Clicking the link in the record displays the query results page with a link to the object in the archive.
View Technical Metadata
Next to View, click Technical Metadata.
A screen appears listing the files. Click the View button in front of the file you want to view.
View content files associated with DA record
Next to View, click Content Files.
A screen appears listing the files. Click the View button in front of the file you want to view. |
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Rights statements
About rights statements
Use the rights statement to indicate your copyright policies for your content objects.
Default rights statement
If you do not create your own rights statement, the default copyright statement is the only one available for you to assign to your objects at time of ingest. Default copyright statement will be the default for ingest unless you specify another statement as default.
Create rights statements
| |
Action |
| 1 |
On the Rights Statements tab, click Create New.
At right, under Details, the Rights Statement box now reads: New Rights Statement Name. |
| 2 |
In the Rights Statement box, type a name for the new rights statement.
In the Statement Text box, type the rights statement.
Note: Names may only contain letters, numbers, spaces, dashes, underscores, apostrophes and tildes. |
| 3 |
Optional.
Delete. Deletes the rights statement.
Cancel. Clears whatever you typed. |
| 4 |
Click Save. |
Edit rights statements
| |
Action |
| 1 |
On the Rights Statements tab, under Rights Statements, click the rights statement you want to edit.
At right, under Details, the system displays the Rights Statement you clicked. |
| 2 |
Edit the text in the Rights Statement and Statement Text boxes.
Cancel. Undoes all edits.
Delete. Deletes the rights statement.
Note: Names may only contain letters, numbers, spaces, dashes, underscores, apostrophes and tildes. |
| 3 |
Click Save. |
Set default rights statement
| |
Action |
| 1 |
On the Rights Statements tab, under Rights Statements, click the rights statement you want to set as default.
At right, under Details, the system displays the Rights Statement you clicked. |
| 2 |
Click Default.
The system displays a confirmation message stating that the default has been set. |
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Reports
About reports
The Administration Module Reports tab shows all of an institution's reports. Reports detail harvest, ingest, and disseminate activity.
Alternate access: Log on to the Digital Archive via Connexion, retrieve a record, and click View DA Reports.
Note: Batch ingest reports can be viewed only from the Administration Module.
Multiple harvest and dissemination reports may exist because the object can be harvested and disseminated multiple times.
| Report type |
Description |
| Audit log |
Information about changes to digital archive records. |
| Harvest |
Information about the harvest process and about each file harvested. |
| Ingest |
Information about the ingest process and about each file ingested. |
| Dissemination |
Information about the dissemination process and about each file disseminated. |
| Batch |
Information about the batch ingest process and each file ingested.
Batch ingest reports include reports for each Submission Information Package (SIP) in the batch and each object in each SIP. |
View reports from Connexion
Reports are organized by type (harvest, ingest, etc.), then by date, then by system-generated file name.
| |
Action |
| 1 |
Log on to the Digital Archive via Connexion. |
| 2 |
On the Digital Archive tab, under Search, click Digital Archive. |
| 3 |
From search results screen, click the record title or the Edit button. |
| 4 |
On the Actions list, click View DA Reports.
The Reports List screen appears. |
| 5 |
Choose report type. Click a type of report you want to view.
Choose report date. Click the date of the report you want to view.
Choose report. Click the report you want to view. |
| 6 |
View Detail on individual files listed in report. Click the + button in front of the filename (or the filename itself). |
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Audit log
Information available on audit log screen
| Information |
Description |
| Event date/time |
Date and time of the event. |
| Event type |
The event that occurred. |
| Result |
The success, failure, or completion of the event. |
| Autho |
The authorization that executed the event. System events are logged as OCLC. |
| Details |
Further information on the event, if available. For some events (harvest, ingest, disseminate) Details links to a report about the event. |
Event types
| Event types |
| Annotation verification |
| Capture/harvest |
| Capture/harvest/delete |
| DA record update |
| Delete |
| Dissemination |
| Fixity check |
| Image annotation |
| Ingest |
| Marked for delete |
| Object verification |
| Unmarked for delete |
| User forced delete |
| Virus check |
Fixity check, object verification, and virus check
Fixity check, object verification, and virus check are three quality assurance reviews that occur the day after an object is ingested. Together the three events ensure the object is intact and has the appropriate metadata. The reviews also occur quarterly on the anniversary of the object's ingest into the Digital Archive.
Mark and unmark for delete
Mark and unmark for delete result in two entries in the audit log.
| Action |
First entry |
Second entry |
| Mark for delete |
DA Record updated |
Marked for delete |
| Unmark for delete |
DA Record updated |
Unmarked for delete |
Exit audit log
| Action |
Click Close.
The browser window closes. |
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View batch reports
Reports
The batch ingest process generates three reports.
| Report |
Describes |
|
Batch ingest |
The overall status of the batch. |
|
SIP |
The overall status of each SIP in the batch. |
|
Object |
The status of each object in the SIP. |
View batch ingest reports
| |
Action |
| 1 |
Click the Reports tab. |
| 2 |
Click Batch Report. The Ingest Batch Reports screen appears. |
| 3 |
Click the batch number you want to view. The Batch Report screen appears. |
| 4 |
Click the batchload XML file.
The report appears. |
View SIP reports
| |
Action |
| 1 |
Click the Reports tab. |
| 2 |
Click Batch Report. The Ingest Batch Reports screen appears. |
| 3 |
Click the batch number you want to view. The Batch Report screen appears. |
| 4 |
Click the SIP XML file.
The report appears. |
View object reports
| |
Action |
| 1 |
Click the Reports tab. |
| 2 |
Click Object Report. The Object Report screen appears. |
| 3 |
Click the ingest date of the object. The Report Date screen appears. |
| 4 |
Click the Ingest XML file.
The report appears. |
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Batch ingest report
Summary
| Report element |
Description |
| Batchload date/time |
Date and time batch was created. |
| Batchload status |
Success or failure. |
| Batch submitter |
OCLC symbol of institution submitting the content for batch ingest. |
| Content owner/custodian |
OCLC symbol of institution owning or administering the ingested content. |
| Number of objects processed |
Number of objects in SIP that were processed. |
| Number of SIPs submitted |
Number of SIPs in batch. |
| Number of valid objects |
Number of valid objects in batch. (If batch is successful, will match the number of processed objects.) |
| Number of valid SIPs |
Number of valid SIPs in batch. |
| Report date/time |
Date and time report was created. |
SIP details
To view the report elements below, click the filename (or the + in front of it).
| Report element |
Description |
| Number of objects |
Number of content objects in SIP. |
| SIP name |
Name of SIP. |
| Status |
Success.
If the batch fails, each SIP in it has a status of either valid or invalid. An invalid SIP causes the batch to fail. |
| Tracking identifier |
User-assigned number identifying each piece of media in the SIP. |
Error details
Error report elements only appear if there is an error in the batch. To view the report elements below, click the filename (or the + in front of it).
| Report element |
Description |
| Batch contains unexpected data |
Data other than SIP(s) and content objects submitted. |
| Contains no files |
Either SIP files or content objects were not submitted. |
| Contains too many files |
Either too many SIP files or content objects submitted. |
| File type not supported |
Content object is not a supported file type. |
| Invalid format for batch |
Incorrect data format on media (CD, tape). |
| SIP content manifest mismatch |
At least one mismatch between manifest and content objects. |
| SIP manifest missing |
SIP did not include manifest and filenames were not included in DA record file. |
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SIP report
Summary
| Report element |
Description |
| Batchload number |
System-assigned number identifying the batch. |
| Content owner/custodian |
OCLC symbol of institution owning or administering the ingested content. |
| Number of objects |
Number of objects listed in SIP. |
| Report date/time |
Date and time report was created. |
| Status |
Success (if batch is successful).
If the batch fails, each SIP in it has a status of either valid or invalid. An invalid SIP causes the batch to fail. |
Tracking identifier
To view the report elements below, click the filename (or the + in front of it).
| Report element |
Description |
| Tracking identifier |
User-assigned number identifying media in the SIP. |
Object details
To view the report elements below, click the filename (or the + in front of it).
| Report element |
Description |
| Link to ingest report |
Click link to view ingest report. |
| Name |
Name of SIP. |
| Number of files |
Number of files making up the object. |
| Object path |
The path of the object (on the computer it was stored on). |
| Status |
Ingested successfully. |
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Object report
Summary
| Report element |
Description |
| Archived object ID |
The number that identifies the object in the digital archive. |
| Authorization group |
The group containing the authorizations allowed to access the object. |
| Content group |
The group(s) containing the object. |
| Copyright statement |
The name and text of the copyright statement assigned to the object. |
| DA record number |
The number that identifies the digital archive record. |
| Ingest date/time |
Date and time ingest occurred. |
| Ingest method |
One of two OCLC services used to ingest content objects into the digital archive:
|
| Institution symbol |
The OCLC symbol of the institution. |
| Process status |
The current status of the record. |
| Report date/time |
Date and time report was generated. |
| Service level |
Bit Preservation. Object is stored in the OCLC Digital Archive.
Local. Object is to be disseminated from the OCLC Digital Archive for storage in a local archive. |
Detail
To view the report elements below, click the filename (or the + in front of it).
| Report element |
Description |
| File name |
Name of file. |
| File size |
Size of the file. |
| Fixity check date and time |
Date and time of most recent fixity check. |
| Fixity check status |
Result of fixity check. "Success" means the file is stable and has not changed. |
| Mime type |
Format of the file. |
| Virus check date and time |
Date and time of most recent virus check. |
| Virus check status |
Result of virus check. "Success" means no virus was found. |
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Disseminate report
Report location
On the Reports tab, click Disseminate. Reports are listed by date.
Summary
| Report element |
Description |
| Content Description, Version |
Version of disseminated object.
Note: Only present if user typed this element in the record. |
| DA record number |
Digital archive record identifier. |
| Logical object size |
Size of disseminated object. |
| Number of files |
Number of files disseminated. |
| Object type |
Type of disseminated object. |
| Report generation time |
Date and time report generated. |
| Title |
Title of record whose object you disseminated. |
Detail
To view the report elements below, click the filename (or the + in front of it).
| Report element |
Description |
| File id |
Digital Archive file identification number. |
| File locator |
Digital Archive file location. |
| File size |
Size of the file in bytes. |
| Mime type |
Format of the file. |
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Harvest report
Summary
| Report element |
Description |
| Date/time |
Date and time harvest occurred. |
| Depth |
For Current Path, depth is the number of directory levels below the entry point. For All Links, depth is the number of links away from the entry point. |
| Fixity algorithm |
The algorithm used to establish fixity. |
| Initial URL |
The URL from which files were harvested. |
| Institution |
The institution that performed the harvest. |
| Method |
Current Path. Harvests only content in subdirectories below the root directory of the site.
All Links. Harvests all linked content in the domain, regardless of subdirectory. |
| Total files |
Total number of files harvested. |
| Total volume |
Total volume (size) of harvested files in bytes. |
| Virus check software |
The software used to check for viruses. |
Detail
To view the report elements below, click the filename (or the + in front of it).
| Report element |
Description |
| File name |
Name of file. |
| File size |
Size of the file in bytes. |
| Fixity check date and time |
Date and time of most recent fixity check. |
| Fixity check status |
Result of fixity check. "Success" means the file is stable and has not changed. |
| Mime type |
Format of the file. |
| Virus check date and time |
Date and time of most recent virus check. |
| Virus check status |
Result of virus check. "Success" means no virus was found. |
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Ingest report
About
Ingest reports provide the status of each object ingested. Ingest reports are also called object reports.
Summary
| Report element |
Description |
| Archived object ID |
The number that identifies the object in the digital archive. |
| Authorization group |
The group containing the authorizations allowed to access the object. |
| Content group |
The group(s) containing the object. |
| Copyright statement |
The name and text of the copyright statement assigned to the object. |
| DA record number |
The number that identifies the digital archive record. |
| Ingest date/time |
Date and time ingest occurred. |
| Ingest method |
One of two OCLC services used to ingest content objects into the digital archive:
|
| Institution |
The OCLC symbol of the institution |
| Process status |
The current status of the record. |
| Report date/time |
Date and time report was generated. |
| Service level |
Bit Preservation. Object is stored in the OCLC Digital Archive.
Local. Object is to be disseminated from the OCLC Digital Archive for storage in a local archive. |
Detail
To view the report elements below, click the filename (or the + in front of it).
| Report element |
Description |
| File name |
Name of file. |
| File size |
Size of the file in bytes. |
| Fixity check date and time |
Date and time of most recent fixity check. |
| Fixity check status |
Result of fixity check. "Success" means the file is stable and has not changed. |
| Mime type |
Format of the file. |
| Virus check date and time |
Date and time of most recent virus check. |
| Virus check status |
Result of virus check. "Success" means no virus was found. |
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