6.3 - Portfolio/Digital Asset Management

Introduction:

Enterprise and Portfolio are the Discovery Layer platforms available from SirsiDynix, providing a simplified search interface, content management system, federated search portal, and digital asset management tool (Portfolio) for hosting digital files.

Each library has Enterprise/Portfolio as part of their contract and will have a Profile which they may configure according to their needs. Some elements of the interface are configured globally and require consortium agreement.

6.3.1 - General Configuration

The Enterprise/Portfolio discovery layer harvests the bibliographic and item information from the Symphony ILS and builds its own database and indexes. It uses Web Services to query and present “live” item status information, and to facilitate users to login, place holds, renew loans, etc.

The bibliographic and item information, therefore, is only as current as the last harvest. Full harvests occur weekly, while update (or “Delta”) harvests run several times throughout a day.

Profiles

Any number of Profiles (or environments) may be configured for the Enterprise interface, and each member Library is assigned a Profile named after their four letter Library Group code, and a unique domain address which points directly to that Profile. Libraries may add further Profiles according to their needs. eg. separate profile, stripped down, for use with in library OPACs.

As with e-Library environments, branding, colour scheme/CSS and content may be customised for each Library’s Profile according to their needs.

Libraries may make use of the discovery layer according to their needs. They may offer it as a simple alternative to their e-Library environment, with minimal content apart from the catalogue search. Or they may take advantage of the full content management system, and present it as a fully-fledged website.

Custom Content

Each Library will have its own content directory on the Enterprise server, where custom CSS, images, and other content files belonging to the Library must be uploaded. This will ensure unique files are not used or overwritten by any other Library.

Each library is provided with FTP access to their directory.

All filenames should be preceded by the Library’s two-letter policy code prefix (e.g. CC_picture.jpg), and should contain no spaces or punctuation characters.

File sizes should be kept to a minimum to ensure usability for site visitors with low network bandwidth. The following guidelines are recommended:

Image files for web display – less than 1mb.

PDFs and other documents – less than 2mb. If greater than 2mb indication of the file size should be displayed next to the link to the document for downloading.

System Administration

The Libraries Victoria Systems Administrator has full access to all administration modules of the Enterprise/Portfolio discovery layer.

Each Library has assigned a Profile Administrator login, giving them access to managing their own Profiles, Rooms, content and search limits. If a Library subscribes to Portfolio, they will be given a Profile and Asset Administrator login, granting them the ability to also manage Portfolio assets. This login requires 2FA.

6.3.2 - Display Configuration

The fields which display in hit list entries and full title detail are configured globally, and must be agreed to by all Consortium members.

Hit List/Brief Title Display

Search results from the ILS will display in a hit list. Each hit list entry (brief record) will display the following fields:

Title:

Item Category 3 (Format):

Author:

Summary:

Publication Date:

Electronic Access:

Additional Information Fields for display will be:

Syndetics catalogue enrichment

Chilifresh (link and rating displays below Cover Image)

Relevance

Symphony Availability

Syndetics Unbound content (where subscribed to at an additional cost)

Full Title Display

There are two parts of a Detail Display for bibliographic records in Enterprise - Parent Fields and Child Fields.

Parent Fields are the bibliographic tag entries for a title. The following title entries will be configured for display:

Author

Personal Author

Added Author

Corporate Author

Added Corporate Author

Conference Author

Added Conference Author

Genre

Publication Information

Conference Subject

Abstract

Series Title

Added Uniform Title

Title Subject

Geographic Term

Electronic Access

Program Information

Edition

Local Note

ISBN

Physical Description

General Note

Language Note

Corporate Subject

Subject

Contents

Language Note

Personal Subject

Uniform Title

Reading Level

Title

Added Title

NB: Where there is no tag entry, the label will not display.

Child Fields come from the Item records attached to a title. The following Child Fields will be configured for display:

Library

Shelf Number

Material Type (Item Type)

Copies will be sorted by Library.

Duplicate Copies will NOT be collapsed.

6.3.3 - Portfolio Collections

Libraries with Portfolio subscriptions have the added functionality of creating and managing digital asset collections – images, audio, video, PDFs and other documents.

Protocols for the maintenance of asset collections, consistent use of Dublin Core metadata fields, and the standard use of subject heading thesauri, etc, are essential for the management of such digital collections.

Asset Directory tree structure

The Directory Structure for Portfolio Collections needs to be clearly organised according to Library Service, in order to avoid any confusion as to which collections belong to which libraries. To that end a second-tier directory (under Root) will be assigned to each Library Service and named after their 4 letter Library Group code.

Each library may only add, remove or modify collections under their own Library Group directory.

The structure below each Library Group directory should be logical and consistent in order to assist in the easy management of their collections. The recommended structure is for a subject/topical directory followed by media-specific directories.

Should collections be added which are shared by all libraries (such as Picture Australia), these would be added to a shared Consortium directory.

[Library Code] – Collection subject/media type

Metadata Templates

The metadata of assets added to portfolio consists of the 15 Dublin Core metadata elements.

The use of the Dublin Core metadata elements must comply with the National Library of Australia’s Trove recommended usage.

For the purposes of assets added by Libraries, the DEFAULT template and other media format specific templates will have been created with a number of mandatory fields.

Libraries may wish to create their own Local Templates specific to their collections (including some pre-filled fields, etc.). All such Local Templates must be given a name with the owning Library’s two-letter code as a prefix so they may be clearly identified.

The Dublin Core field for Source should be included in all Templates, and at least one Source field must be assigned the Library’s four-letter Library code. This will facilitate the creation of search limits for assets specific to that Library’s assets.

Dublin Core Fields - Description and Recommended Use

Dublin Core metadata fields should be applied in accordance to the Trove standards. Following is a description of each Dublin Core metadata field, and their recommended use.

CONTRIBUTOR - An entity responsible for making contributions to the content of the resource. Examples of a contributor include a person, an organization or a service.

· Not necessarily the contributor of the record.

· Has component parts which should be listed in order of: surname, forename and/or initials, honorific, dates.

· Each separate creator should be listed in a separate occurrence of the element. If several creators are listed in one string, they will appear as a single creator in Picture Australia. The component parts should be separated by commas.

· Each separate contributor should be listed in a separate occurrence of the element. If several contributors are listed in one string, they will appear as a single contributor in Picture Australia.

· Can include dates.

· Can be derived from a Name Authority File.

COVERAGE - Geographical and chronological aspects of the content of the work (essentially, date and place). Coverage will typically include spatial location (a place name or geographic co-ordinates), temporal period (a period label, date, or date range) or jurisdiction (such as a named administrative entity). Recommended best practice is to select a value from a controlled vocabulary and that, where appropriate, named places or time periods be used in preference to numeric identifiers such as sets of co-ordinates or date ranges.

· Date format should conform to ISO 8601 .

· Each separate coverage data should be listed in a separate occurrence of the element.

· For circa dates use c. followed by the date e.g. c. 1831

· For uncertain dates use a question mark after the date e.g. 1831?

· If co-ordinates are used as well as named places, a separate entry should be created.

CREATOR - An entity primarily responsible for making the content of the resource. Examples of a Creator include a person, an organisation, or a service.

· Creators should be listed in the following order: surname, forename and/or initials, honorific, dates. The component parts should be separated by commas.

· A single creator should be listed entirely within a single occurrence of the element. Do not list the surname in one occurrence, and the forename in another, for example.

· Birth and death dates can be included.

· Each separate creator should be listed in a separate occurrence of the element. If several creators are listed in one string, they will appear as a single creator in Picture Australia.

· Can be derived from a Name Authority File.

DATE - 18. A date associated with an event in the life cycle of the resource, typically the date of publication and/or creation of the work. Recommended best practice for encoding the date value is defined in a profile of ISO 8601.

· Date format should conform to ISO 8601

· Multiple dates should be listed in separate occurrences of the element.

DESCRIPTION - A brief summary of the work, an abstract. Description may include but is not limited to: an abstract, table of contents.

· This element should not be used for rights information; information about the creator; information about associated resources; or any other information that does not pertain to a description of the resource itself.

· Multiple descriptions should be listed in a separate occurrence of the element.

· May include a date if sourced from a caption.

FORMAT - The physical or digital manifestation of the resource. Typically, format may include the media-type or dimensions of the resource. Format may be used to determine the software, hardware or other equipment needed to display or operate the resource. Examples of dimensions include size and duration.

· Multiple formats should be listed in a separate occurrence of the element.

· Correct example: <dc:format>image</dc:format>

· Correct example: <dc:format> Photograph; 16.5 cm x 21.5 cm</dc:format>

IDENTIFIER - An unambiguous reference which allows the work to be found in perpetuity. Recommended best practice is to identify the resource by means of a string or number conforming to a formal identification system e.g. Image Number. This can be a URL.

· If multiple identifier elements are received, Picture Australia will only display the first identifier element.

· LANGUAGE - A language of the intellectual content of the resource. Recommended best practice for the values of the Language element is defined by RFC 1766. For example, “en” for English, “fr” French or “en-au” for English used in Australia.

· If the content is in more than one language, the element may be repeated.

PUBLISHER - The entity responsible for making the resource available. Examples of a publisher include a person, an organisation, or a service. Typically, the name of a publisher should be used to indicate the entity.

· Is not necessarily the contributor of the record.

· Has component parts which should be listed in order of: surname, forename and/or initials, honorific, dates.

· Can include dates.

· Can be derived from a Name Authority File.

RELATION - A reference to a related resource; a version of the work, a significant part of the work, a related work. Qualifiers should be provided where possible e.g. “isPartof”. Recommended best practice is to reference the resource by means of a string or number conforming to a formal identification system. Multiple relations should be listed in separate occurrences of the element.

· Qualifiers should be provided where possible, for example ‘isPartof’.

· Can be used for URLs that link to the relation data.

RIGHTS - Conditions for use and an expression of moral rights and/or copyright in regard to the resource. Copyright should be asserted if known. Could appear as free text or URI e.g. link to a Creative Commons license.

· Management of the digital collections remain with contributors. If an item (‘work’) is in the public domain contributing collecting institutions are strongly encouraged to identify this in the dc:rights element. If the contributing agency is the creator of the work, the selection of a Creative Commons license as a universally recognised code is encouraged.

SOURCE - A reference to a resource from which the present resource is derived.

· The Picture Australia contributor providing the resource.

· At least one entry is mandatory, containing the Library Group Code of the service to which the asset belongs (e.g. CCLC, CHRL, etc)

SUBJECT - The topic of the content of the resource.

· Recommended best practice is to select a value from a controlled vocabulary or formal classification scheme. Thesauri provide lists of preferred terms to use as subject headings to try to provide a standard way of describing (and ultimately searching for) items. For example, bushranger may be listed as the term preferred to bush ranger, bushrangers, highwayman or highwaymen. This helps ensure that everyone who uses the thesaurus, describes and searches for bushranger rather than any other term.

· Picture Australia recommends the Australian Pictorial Thesaurus (APT) as the preferred thesaurus for the service. The APT provides contemporary Australian terminology for the description of images and its use will ensure the common description of pictorial collections across Australian archives, libraries, museums and galleries.

· Use of the APT is not mandatory. However, agencies that are starting out in the description process are encouraged to consider using the APT and those agencies with alternate existing practices may consider extending their scope to include APT terms.

· Multiple subjects should be listed in separate occurrences of the element.

· Commas or semi-colons should not be used to separate multiple subjects.

· Where thesauri have been used, do not included qualifiers explaining which thesauri have been used.

· Library of Congress Subject headings (LCSH) should be used for geographic subject entries

TITLE - A formal name for the resource

· Free text is expected in this element.

· If multiple title elements are received, Picture Australia will only display the first title element.

· Records without a title element will not be included in Picture Australia.

TYPE - How the form of the work is packaged. The nature or genre of the content of the resource. Type includes terms describing general categories, functions, genres, or aggregation levels for content.

· Value of the element is generally ‘image’ for Trove.