Digital Archive Quick Reference
Create Record
There are two ways to create a Digital Archive metadata record:
- By editing an existing bibliographic record
- By using the Create Digital Archive Record feature
Edit an Existing Bibliographic Record
| |
Action |
| 1 |
Retrieve bibliographic record and enter master edit mode.
From the bibliographic record. On the Actions list, click Lock Master Record. |
| 2 |
On the Edit list, click Create Digital Archive Link.
The screen refreshes with the Digital Archive link in the Identifier field of the record. |
| 3 |
On the Actions list, click Replace Record.
The system responds: Record replaced. |
| 4 |
On the Edit list, click Create Digital Archive Record.
The Digital Archive record appears in the bottom frame (the bibliographic record remains in the top frame). |
| 5 |
Edit Digital Archive record. Add data to fields following local practice.
Required fields:
Title. Title of the record.
ObjectLocator. URL of the object you want to archive.
DARecordLanguage. Language of your Digital Archive record. |
| 6 |
On the Digital Archive record Actions list, click Save Record.
The system asks you to choose a status.
Select a status from the drop-down and click Yes.
The system responds: Record Saved: Save File [n] added. |
Create a Digital Archive Record
| |
Action |
| 1 |
On the Digital Archive tab, click Create.
The Create Digital Archive screen appears. |
| 2 |
Optional. To include current constant data in your record, click the check box labled Include current constant data.
Click Create. A new Digital Archive record appears. |
| 3 |
Add data to fields following local practice.
Required fields:
Title. Title of the record.
ObjectLocator. URL of the object you want to archive.
DARecordLanguage. Language of your Digital Archive record. |
| 4 |
On the Digital Archive record Actions list, click Save Record.
The system asks you to choose a status.
Select a status from the drop-down and click Yes.
The system responds: Record Saved: Save File [n] added. |
Harvest
Harvest setup
Harvesting associates content with a record.
| |
Action |
| 1 |
Retrieve the record from the Save File and view it in display mode. |
| 2 |
On the Actions list, click Harvest Document.
The system responds: Select Yes to submit harvest request to the Digital Archive Harvester for the URL: [URL from your DA record]. Select No to return to the Edit page |
| 3 |
Click Yes.
The Harvest Properties screen appears. |
| 4 |
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.
Method.
- Current Path. Harvests only linked content in subdirectories below the entry point.
- All Links. Harvests all linked content in the domain, regardless of subdirectory.
Optional. Preview. Allows you to view files before harvesting.
Check the Preview box.
Click Submit.
Note: If you are harvesting a PDF file, Depth and Method are not available. |
Preview Harvest
Use preview to see the number and type of files before harvesting.
| |
Action |
| 1 |
On the Harvest Preview screen:
Preview Statistics. Summarizes the type, number, and size (in bytes) of files to be harvested.
Harvest Properties. The properties you selected. Click Change Harvest Properties to change them and preview again.
Harvest Queue. Total number of files and their size in bytes. Click Harvest to harvest them. Click View Queue for more detailed file information.
Preview.
- Included Files. Click to view the files to be harvested and their paths (URLs).
- Excluded Files. Click to view the files that will not be harvested and their paths (URLs).
|
| 2 |
Update files in the Harvest Queue (optional).
The Harvest Properties (depth and method) you chose determine the files contained in the Harvest Queue. Files optional to the harvest (i.e., other than the original HTML file and those needed to display it, such as GIFs) are listed as Included Files and are automatically checked.
Optional. Remove files. Uncheck the box next to the file you want to remove.
Click Update to send your changes to the Included File list to the system. The screen updates to show your changes.
Click Select All to add all files under Included Files.
Click Clear All to remove all checked files under Included Files.
Click Exit to exit the harvester and return to the Digital Archive record.
Click Reset to go back to the last time you clicked Update. |
| 3 |
Harvest Files.
Click Harvest. The Harvest In-Process screen appears. |
| 4 |
Click Close to exit the harvester and return to the Digital Archive record.
Note: Closing the harvester does not stop the harvest process. You can close while harvesting occurs. |
Harvest Properties
You begin harvesting by choosing an entry point from which the harvester starts gathering content. The entry point is the URL in the ObjectLocator field. If files are not linked from or to other files, the harvester will not find them. The harvester does not collect content outside the entry point domain (A domain is what is between the http:// and the first slash in a URL). There are two methods of harvesting:
All Links. From the entry point, the harvester follows all links, collecting content from anywhere within the domain. You specify how many links away from the entry point the harvester goes by using the depth setting.
Current Path. Sometimes All Links harvests too much content. Use the Current Path method to limit your harvest based on the directory structure of the web site. From the entry point, the harvester moves through subdirectories collecting the linked content they contain. You specify how many subdirectories down from the entry point the harvester goes by using the depth setting.
Harvest Review
You can review the status of a harvest.
| |
Action |
| 1 |
On the Digital Archive tab, click Show. |
| 2 |
Check the box for the system status you want to check and click Show Records. |
| 3 |
Display a record. |
| 4 |
On the Actions list, click Harvest Review. |
| 5 |
On the Harvest Review screen, scroll until you see the URL in bold. Click this URL's View button. |
Ingest
Ingesting puts your record and its content into the Digital Archive.
| |
Action |
| 1 |
Retrieve a Digital Archive record from the save file. |
| 2 |
Edit a Digital Archive record.
From a results list. Click the Edit button next to the title of the record.
The record displays in Edit mode. |
| 3 |
On the Actions list, click Ingest Document.
The system responds: Select Yes to submit ingest request to the Digital Archive with the following selections. Select No to return to the Edit page. |
| 4 |
The default ingest properties are displayed. If you want to change these properties, select properties from the drop-down lists:
Service Level. Select service level from list.
Rights Statement. Select copyright statement from list.
Content Group. Select content group from list.
Authorization Group. Select authorization group from list.
Note: You can change these properties after ingest by using the Digital Archive Administration Module at
http://digitalarchive.oclc.org/admin/. |
| 5 |
Click Yes.
The system responds: Ingest Complete. Object and Digital Archive record moved from the save file to the Digital Archive. |
Harvest Serials
Link Digital Archive records for issues of a serial to a single bibliographic record.
| |
Action |
| 1 |
Create or retrieve the bibliographic record (You must first have performed the procedure in Edit an Existing Bibliographic Record after the record was created.). |
| 2 |
On the Actions list, click Create Digital Archive Record. |
| 3 |
Edit the record.
Note: Make sure date and date qualifier are filled in so the serials you add will sort by date issued. |
| 4 |
On the Actions list, click Save Record. |
| 5 |
Harvest and ingest the document. |
| 6 |
Retrieve the bibliographic record and click the link to the Digital Archive record in the 856 field to view a list of archived issues of a serial. |
Delete Record
| |
Action |
| 1 |
Retrieve the record from the Digital Archive. |
| 2 |
On the Actions list, click Mark DA Record for delete.
The system responds: Digital Archive record updated.
Note: Marked records are deleted 90 days from the date you mark them.
Or
To delete records immediately, mark them for delete, then from the Actions list click Delete Now.
Note: There may be a delay of up to five minutes after clicking Delete Now. |
View Reports
Reports describe the results of system actions (harvest, ingest, disseminate), including why an action failed.
| |
Action |
| 1 |
Retrieve the record from the save file or the Digital Archive. |
| 2 |
On the Actions list, click View DA Reports. |
Administration Module
The Administration Module is available here:
http://digitalarchive.oclc.org/admin/
Use the Digital Archive Administration Module to manage your content after you have ingested it into the Digital Archive. You can manage your content by creating and editing the administration elements below:
Authorization Group
| Description |
At the time of ingest, you assign an authorization group to the content object. The authorization group determines who has access to the object.
Public authorization group. If a content object is put in this group, anyone with access to the object's digital archive URL has access to the object. An object can only have one authorization group.
Master authorization group. This group is predefined for each institution. It contains all of an institution's cataloging and FirstSearch authorizations and is not editable. |
| Note |
You determine the names of any additional authorization groups and which of your institution's cataloging and FirstSearch authorizations are included in the group. An authorization may belong to more than one authorization group. You can only assign your own authorization groups to your own objects. The authorization group assigned to an object can be changed in the Administration Module. |
Content Group
| Description |
All objects are ingested into a predefined Master content group and remain there. At the time of ingest you may assign an additional content group to the content object. Any Content groups (other than the Master group) are created and named by you in the Administration Module. An object can belong to more than one content group. |
| Note |
You determine the names of the content groups and which objects belong to which content groups. You can only assign your own content groups to your own objects. The content group assigned to an object can be changed in the Administration Module. |
Rights Statement
| Description |
At the time of ingest, you assign a rights statement to the content object. Rights statements are created by you. An object can only have one rights statement. If you have not created any statements in the Administration Module, the Default Copyright Statement (which you cannot edit) is assigned to objects at ingest. |
| Note |
You determine the names and text of the rights statements. You can only assign your own rights statement to your own objects. The rights statement assigned to an object can be changed in the Administration Module. |
Service Level
| Description |
At the time of ingest, you choose one of two service levels for the object.
Local means the content object will not stay in the OCLC Digital Archive. It will be disseminated to a local archive in a timely fashion and deleted from the Digital Archive.
Bit Preservation means the content object remains in the OCLC Digital Archive and is stored according to the OCLC backup and security plan. |
| Note |
Only one service level can be assigned to a content object. The service level assigned to an object can be changed in the Administration Module. |
More Information
The full set of Digital Archive documentation is available here:
http://www.oclc.org/support/documentation/digitalarchive/
The OCLC Digital Archive Preservation Policy outlines OCLC's approach to the preservation of digital content and related metadata in the Digital Archive, including discussions of data integrity and risk assessment. It is available here:
http://www.oclc.org/support/documentation/digitalarchive/preservationpolicy.pdf
The Preservation Metadata Elements are defined here:
http://www.oclc.org/support/documentation/digitalarchive/da_metadata_elements/
Librarians' Toolbox:
