Geri Ingram & Taylor Surface OCLC Digital Collection Services CONTENTdm in Context: Integrating Workflows and Handling Fully Searchable Text American Library Association Anaheim, CA June 2008 Geri Ingram & Taylor Surface OCLC Digital Collection Services Welcome to Anaheim! Our discussion today has two parts. First, I’ll provide an overview of the spectrum of services OCLC now has available to help you with your work managing your digital collections. Then, Geri Ingram will guide you through a tutorial on how to get the most out of fully searchable text in CONTENTdm.

Solutions for your digital repository using WorldCat & CONTENTdm American Library Association Anaheim, CA June 2008 Taylor Surface OCLC Digital Collection Services Global Product Manager Managing digital collections in libraries covers a broad spectrum of content. And, with that content comes a broad spectrum of technologies, standards, practices, and even research styles. There are lots of different definitions for institutional repository, digital archives, digital collections, and the like, and I’m sure that if we asked each of your for your definition of these we’d get a slightly different answer from each of you. Why? When it comes down to your daily work what really matters is that with your digital library you’re reaching out to support the research needs of your users. On the foundation of WorldCat and CONTENTdm OCLC has developed a spectrum of solutions to support your digital collections. That’s what I’m here to share with you today.

Agenda Our strategy to help you! Services for the digital life cycle What’s next? Flexible – poll attendees – CONTENTdm users? If small group, primary question (one sentence). Determine interest in WH and DA – adjust accordingly.

Your treasures … This is where it all starts. The treasures within your library. This is why we do what we do. To help you serve your users information needs.

OCLC Digital Collection Services We provide services for libraries and other cultural heritage organizations to create, manage, preserve and share digital collections. Our mission is to offer services that: Help you create and showcase digital collections on the Web Enable the creation of your institution’s digital repository Offer your collections maximum Web visibility via WorldCat Provide long-term archiving of your digital master files We provide services for libraries and other cultural heritage organizations to create, manage, preserve and share digital collections.

Web scale … Access Discovery Creation Management Global Preservation for your digital collections Global Regional OCLC’s new logo represents a new focus for all our work on behalf of members of the Cooperative. And, it highlights how OCLC services can help you better serve your users. Chris Anderson, Editor Wired, Author The Long Tail … “The Web is all about scale, finding ways to attract the most users for centralized resources, spreading those costs over larger and larger audiences as the technology gets more and more capable.” As we envision new services we’re constantly thinking about how we provide a service at the Global level for the Cooperative, how we provide a service for groups or regions, and how do we provide a service that meets the needs of an individual or single institution. Our goal in Digital Collection Services is to orchestrate the capabilities of the OCLC Cooperative to provide services that meet global, regional, and local needs for digital content from Discovery to Delivery to Curation to Preservation. Local

OCLC Digital Collection Services Digitization services CONTENTdm Digital Collection Management Software Connexion digital import Web Harvester Digital Archive WorldCat User Services WC Bibliographic repository now stores live links to digital content. Populate it through traditional and new means Connexion Harvest CONTENTdm serves as the administrative and access repository for all digital content Now new tools allow you to add Content via a variety of workflows These solutions serve the needs of institutions just starting to explore digital possibilities as well as those that are committed to ongoing digitization and preservation efforts. ---------------- Building on CONTENTdm software to offer an integrated set of solutions for the entire digital life cycle: Digitization Services - analog materials digitized and then processed into CONTENTdm collections (newspapers, yearbooks and more) for Web access CONTENTdm - Digital Collection Management Software Connexion digital import - enables catalogers using the Connexion client to add digital items to CONTENTdm collections during the cataloging process   Web Harvester (Coming soon) - Harvest Web content via Connexion client; manage and provide access via CONTENTdm Digital Archive - secure, long-term preservation of digital masters WorldCat discovery – offers unparalleled visibility on the Web User Services – assistance with planning, implementing and more…

Determine your organizational priorities first Planning What are your project’s goals and objectives? Do they support your vision, values and mission? Who are your stakeholders? Does Web access play a role? …full-text searching? What are your end users’ needs? Does preservation play a role? How will you fund the project? Do you have the staff, hardware, etc.? Determine your organizational priorities first Select the technical tools last The planning stage Planning your digital project. These first steps will help you lay the foundation for your digital project. By working through these questions, you’ll have a clearer vision of it. Consider these questions. NOTE: “Implementing your digital library with CONTENTdm” http://netweb.oclc.org/11999%20-%20CONTENTdm%20Solution%20Sheet.pdf

Digitization services We create high-quality, digital images from… Original materials Microfilm and microfiche We provide digital files to meet specifications Resolution Processing File format Media delivery Target systems PATRICK Overview List of services Digitization project management (solution determined by requirements) One group specializes in rare and fragile materials Preservation Service Centers microfilming – any digitization? Outsource to trusted partners Work products (get Geri/Patrick input) List what to expect – include process specifically for digitization – graphic – mention what’s optional. Add slides – pull from Web series (questions) Direct relationship to User Services

Digitization process requirements Digital conversion (TIFF creation) Resolution (dpi - dots per inch) Bit depth (bitonal, grayscale, color) Optical Character Recognition (OCR) Metadata Dublin Core, MARC, METS, ALTO, etc. File naming Use ISO date format whenever possible PATRICK

Digitization process requirements, continued Output/derivative files TIFF archival masters, bound PDF, JPEG2000, thumbnails Image processing De-skew, crop, sharpen, page and article segmentation, etc. Delivery method CD, DVD or hard drive Target systems for access & preservation CONTENTdm pre-built collections Digital Archive archival volumes PATRICK

CONTENTdm What is CONTENTdm Digital Collection Management Software? A complete software solution Stores, manages and provides Web access to digital collections For organizations of all types and sizes Academic libraries, public libraries, historical societies, museums, state libraries, cultural heritage organizations and others Standards-based for staff efficiencies and cost effectiveness Dublin Core, JPEG2000, OAI Harvesting, PHP API and more Showcases a wide range of media types Photos and documents to audio and video files Back to JILL: CONTENTdm is the complete software solution for your digital collection projects, whether you’re just starting or you’ve outgrown the system you’ve been using. It helps to store and manage your digital collections, then deliver them to the Web. Organizations of all types and sizes—from small historical societies using volunteers, to large universities with dedicated departments—have found CONTENTdm easy to implement and use. CONTENTdm supports numerous industry standards including Qualified Dublin Core, JPEG2000, VRA, XML, and OAI-PMH. It also enables you to showcase a wide range of media types from photos documents, and newspapers to audio and video files.

CONTENTdm Enables you to share your digital collections on the Web CONTENTdm makes everything in your digital collections available to everyone, everywhere. No matter the format—local history archives, newspapers, books, maps, slide libraries or audio/visual—CONTENTdm can help you to share your digital collections to users across the Web. And it enables you to do this quickly and easily.

Items of all types: images, maps, drawings, text, diaries, audio, video and more…. Now, let’s take a closer look at some examples of the media types which you can showcase using CONTENTdm. With CONTENTdm, institutions have been showcasing their image collections, including photographs, posters, postcards, maps and more.

Organizations of all types American Society for Cell Biology http://cellimages.ascb.org/ Item link - http://cellimages.ascb.org/u?/p4041coll12,127 Buffalo Bill Historical Center http://www.bbhc.org/hmrl/collection.cfm Arizona Memory Project Lists provide range of contributors and shows use of predefined queries http://azmemory.lib.az.us./cdm4/topicbrowse.php George Washington Masonic Memorial Meeting Minutes Full-text search - http://cdm2623-01.cdmhost.com/u?/p262301coll1,1394 For SLA, selected some special projects. Note – high percentage of licensees collaborate/partner with others. Organization types – fire department, yacht club, center for study of_________. These examples – ASCB, BBHC, AZ Memory – open to all organizations, Masonic (search Gardner) – shows full-text searching. How do you build the collections? You have choices.

Building your digital collections Three ways CONTENTdm fits into your workflow: Included workflows CONTENTdm Acquisition Station – submit digital files (any format) through this CONTENTdm client CONTENTdm Web-based Add – submit digital files (any format, only simple files) thru a Web browser Specialized workflows Connexion digital import – submit digital files through the Connexion client Web Harvester – harvest web content & submit digital files through the Connexion client Integrated preservation workflow Digital Archive – store master files & digital originals Web Harvester – harvest Web content and submit the digital files thru OCLC Connexion cataloging service (details later)

Building your digital collections with CONTENTdm - workflow Dublin Core metadata and files from local computer or network WorldCat Two methods of populating CONTENTdm collections Via Acquisition Station client, submit digital files stored on your local computer/network to your CONTENTdm collections Single or batch Simple or compound objects JPEG2000 derivatives, A/V, PDFs, etc. Via Web-based Add, submit individual digital files stored on your local computer/network to your CONTENTdm collections Simple files — images, multi- and single-page PDFs, audio, video (1) Acquisition Station client and (2) Web-based Add CONTENTdm

Building your CONTENTdm collections Overview Define your collection Configure your metadata schema Populate your collection Add digital items and metadata Share your digital collections on your CONTENTdm Web site

1. Define your collection Configure the collection metadata schema A group of objects (items) that Share the same metadata scheme Live on the same CONTENTdm server (license) 200 collections per license Simple or Qualified Dublin Core supported Title required 100 fields per collection 128,000 characters per field 16 million items per collection

CONTENTdm and the Dublin Core CONTENTdm uses Dublin Core in a couple of ways. First, it’s the default metadata format for collections. It’s a nice way to provide a simple set of metadata for nearly any collection. But, as we mentioned CONTENTdm lets you add up to 100 metadata elements to any collection. And, you can name those elements anything you want. If you’re building many collections on your CONTENTdm server a perhaps more important feature is the ability to map any defined element to its Dublin Core equivalent. By doing this you give CONTENTdm the ability to allow cross-collection searching of Dublin Core mapped metadata elements.

2. Populate your collection Add digital items and metadata

3. Share your digital collections on your CONTENTdm Web site Browse Advanced Search

3. Share your digital collections on your CONTENTdm Web site Multiple languages

3. Share your digital collections on your CONTENTdm Web site – End user tools View in slide show Export to PowerPoint Save as Web page Use for ‘my shopping cart’

Building your digital collections Three ways CONTENTdm fits into your workflow: Included workflows CONTENTdm Acquisition Station – submit digital files (any format) through this CONTENTdm client CONTENTdm Web-based Add – submit digital files (any format, only simple files) thru a Web browser Specialized workflows Connexion digital import – submit digital files through the Connexion client Web Harvester – harvest web content & submit digital files through the Connexion client Integrated preservation workflow Digital Archive – store master files & digital originals Web Harvester – harvest Web content and submit the digital files thru OCLC Connexion cataloging service (details later)

Metadata and display image Building your digital collections with Connexion digital import - workflow Metadata Files from your local computer or network WorldCat The Connexion digital import capability provides a MARC-based workflow for adding items to your digital collection. This allows the library to combine the expertise of the cataloging group and the digital library group to provide effective research for users. Adding the Digital Archive to this workflow creates a seamless preservation capability for digital masters and digital originals uploaded through this mechanism. In this scenario the DA option is shown in dotted lines. The digital master files are “attached” to a WorldCat record and uploaded to the Connexion host. At the same time access copies are being created and placed in CONTENTdm, the master files are copied to the Digital Archive in real time. There are no extra steps or material handling involved when you incorporate the preservation workflow into the WorldCat cataloging workflow. Productive Staff Workflow 2: Workflow utilizing Connexion digital import capability, CONTENTdm, and the Digital Archive The Connexion digital import capability provides a MARC-based workflow for adding items to the digital repository. This allows the library to combine the expertise of the cataloging group and the digital library group to provide effective research for users. A CONTENTdm collection administrator configures a collection for uploaded digital content. A Cataloger uses Connexion client to create a MARC record in WorldCat and attach digital content to it. The MARC record and digital content are uploaded to OCLC’s systems. The MARC record and digital content are processed by the CONTENTdm Import middleware. The middleware converts the MARC to Qualified Dublin Core metadata and performs transformations on the uploaded content based on its data format. For example, TIFF images are automatically converted to JPEG2000 for efficient and powerful end-user display from CONTENTdm. The uploaded content is copied to the Digital Archive. The MARC record is added to WorldCat with an OCLC#-based hyperlink in it that points to the Digital Object. The uploaded content is now discoverable and viewable through WorldCat & CONTENTdm. A CONTENTdm collection administrator indexes the newly added metadata. The uploaded content is now discoverable and viewable through the CONTENTdm end-user interface. Connexion digital import CONTENTdm Metadata and display image

Connexion digital import Option for getting your digital items into CONTENTdm Cataloging workflows Integrates cataloging and CONTENTdm Via Connexion client, submit digital files stored on your local computer/network to your CONTENTdm collections For users of CONTENTdm Hosting Service who also have an OCLC cataloging subscription Integrated Digital Archive (optional)

Building your digital collections Three ways CONTENTdm fits into your workflow: Included workflows CONTENTdm Acquisition Station – submit digital files (any format) through this CONTENTdm client CONTENTdm Web-based Add – submit digital files (any format, only simple files) thru a Web browser Specialized workflows Connexion digital import – submit digital files through the Connexion client Web Harvester – harvest web content & submit digital files through the Connexion client Integrated preservation workflow Digital Archive – store master files & digital originals Web Harvester – harvest Web content and submit the digital files thru OCLC Connexion cataloging service (details later)

Web Harvester – Coming very soon! Easily harvest Web content Web pages Web sites Individual publications Add Web content to your CONTENTdm collections Provides a workflow that is integrated into both your normal cataloging and digital content management workflows

Building digital collections with the Web Harvester - workflow Metadata WorldCat Web sites CONTENTdm Web Harvester via OCLC Connexion client Web Harvester allows you to harvest content from Web sites and add it to your digital collection. Adding the Digital Archive to this workflow creates a seamless preservation capability for the digital originals captured by the Web harvester. In this scenario Web sites are “harvested” and associated with a WorldCat record. When the harvested content is moved to CONTENTdm, in this scenario, optionally the digital originals are copied to the Digital Archive in real time. (shown in dotted line) There are no extra steps or material handling involved when you incorporate the preservation workflow into the Web Harvester workflow. Productive Staff Workflow 3: Web Harvester workflow integrated with Connexion client, CONTENTdm, and the Digital Archive The Web Harvester service provides a Web harvesting workflow for adding items to the digital repository. This allows the library to capture ephemeral Web content, provide structured access to it today, and preserve it for future generations. A CONTENTdm collection administrator configures a collection for uploaded digital content. A Cataloger uses Connexion client to create a MARC record in WorldCat and initiate the Web harvester. The MARC record is uploaded to OCLC’s systems. The Web harvester gathers the content specific by the Cataloger The MARC record and harvested content are processed by the CONTENTdm Import middleware. The middleware converts the MARC to Qualified Dublin Core metadata and performs transformations on the uploaded content to prepare it for online viewing. The harvested content is copied to the Digital Archive. The MARC record is added to WorldCat with a OCLC#-based hyperlink in it that points to the harvested content. The uploaded content is now discoverable and viewable through WorldCat & CONTENTdm. A CONTENTdm collection administrator indexes the newly added metadata. The uploaded content is now discoverable and viewable through the CONTENTdm end-user interface. Metadata and harvested content

Web harvesting via Connexion client From an existing record, select “Harvest web content” from the tools menu. This will open a new window with the web harvesting interfaces 31

Web Harvest set up CONTENTdm collection Entry point URL Depth Type Honor robots? Issue title/date E-mail The harvest set up screen is very simple…it asks you to select which CONTENTdm collection your web harvested content should be placed in, the entry point URL, the harvest depth and type, and whether or not the harvester should honor robots? If you are harvesting a single issue of a serial, you can enter the issue title and date on this screen. That data will be sent to your CONTENTdm collection upon ingest, and used to sort your search results -- like the ‘purple screen’ in the current system. The harvester works very much like the current harvester you use via Connexion Browser. By default, it stays on domain; it collects all the files necessary to display the web pages it harvests, and offers you two harvest types – links and path. We have removed the harvest progress screen – so you can’t watch the files as they are captured like you can now. And, the new system will not include the ability to exclude specific files from your harvest. Enhancements to this harvester include: the ability to capture larger harvests than the current system – allowing you to harvest to a depth of 10, instead of the current depth of 5 limit. We’re also giving you the ability to cancel a running harvest, and increased reliability – since your harvests will not be stopped if other components of the system are down. And, like all harvesters, there are limitations to what it can capture. We’ll get into more depth about these things when we train you in April. 32

Review harvests Once you have set up one or more harvests, you’ll select the Review Harvested Content menu option in order to view and manage your harvests. 33

Web harvest review Displays Actions Harvests in process Completed Errors Once selected, a new window will open showing you all your current harvests – those that are pending, in process, completed, and those with errors. You will then be able to take appropriate actions on those harvests – canceling, reviewing, deleting, ingesting, and viewing the system report about the harvest. This report will tell you about the content that was harvested – how much was collected, how long the harvest took, and so on. When a harvest is successful, you will ingest. Upon ingest to CONTENTdm… Bib metadata cross walked to Qualified Dublin Core and sent to CONTENTdm collection Harvested content stored in ARC storage and in new Digital Archive (optional) 856 link will enabled in WorldCat Actions Review Delete Ingest View report Cancel 34

Web Harvester: Integrated capture and management of Web content Integrated with existing tools and workflows Cataloging workflow via OCLC Connexion client Digital collection management via CONTENTdm Access via 856 to single objects and serials via WorldCat, major search engines, and your local systems Customizable end user online access via CONTENTdm Integrated Digital Archive (optional) 35

Building your digital collections Three ways CONTENTdm fits into your workflow: Included workflows CONTENTdm Acquisition Station – submit digital files (any format) through this CONTENTdm client CONTENTdm Web-based Add – submit digital files (any format, only simple files) thru a Web browser Specialized workflows Connexion digital import – submit digital files through the Connexion client Web Harvester – harvest web content & submit digital files through the Connexion client Integrated preservation workflow Digital Archive – store master files & digital originals Web Harvester – harvest Web content and submit the digital files thru OCLC Connexion cataloging service (details later)

Where are you applying your resources? Digital Program Costs – JISC study Estimates from UK National Data Centres Acquisition & Ingest ~42% Archival Storage ~23% & Preservation Access ~35% Two points here. There is not a lot of discussion about this level of resource allocation in digital projects for archival storage & preservation. How many of you are spending this much of your staff and budget on this issue? 2. There is probably constant pressure on this level of spending to get the most out of it as possible since it doesn’t affect users today! http://www.jisc.ac.uk/publications/publications/keepingresearchdatasafe.aspx

Challenges for digital preservation Increasing volume of digital material to manage Some solutions for widely published materials Few standards & not widely implemented Limited resources to apply to preservation All the issues below are exacerbated by the need to do something now. Without incorporating digital preservation into your workflow at the beginning of the lifecycle you have a hard time playing catch-up in the future. There are many challenges you’re encountering as you consider how to manage digital content More and more information is managed solely in digital form. How will I store the digital originals and digital masters over the long term? Solutions such as Portico, JSTOR, CLOCKSS are in place to support e-journals and e-books. But, options for unique digital content are all new and often require custom programming or building systems & operations in order to implement them. We’re still on the frontier of standards and best practices in digital preservation. PREMIS 2.0, the foundational metadata standard, was just introduced last month! Options are varied as are the implementations of these practices. How will I know what data formats I have in my collection and how will I know how to update them?

Operational preservation questions How will I store & maintain these for 5, 10, 50 years? Where have I put them? What is in my collection? When will I know to take preservation actions? How -- Store & maintain – requires a complete management system for digital master storage Where -- Remembering where – at least tie the masters to the access copies with metadata What -- What’s there – descriptive metadata in access system linked to masters When -- What formats – identified currently by mime type, but there is work underway to build a deeper, standard definitions of format types.

Secure, managed storage Digital Archive The importance of preserving master files grows as your digital collections grow. The collection manager needs a workflow for capturing and managing master files that “fits in” with the acquisition of both digitized and born-digital content while not outpacing your capability to manage these large files. The Digital Archive is a new service providing a cost-effective, managed storage environment for digital master files that fits in with the several workflows for acquiring digital content. Secure, managed storage Automated monitoring & reports Simple, straightforward workflows "The Montana Historical Society has chosen the Digital Archive service as the storage facility for our digital collections. The ease of adding materials through Connexion and the secure, managed storage make the Digital Archive service the ideal solution for our needs.” —Molly Kruckenberg, Research Center Director

Secure, managed storage OCLC’s Digital Archive is a specially designed system in a controlled operating environment dedicated to the ongoing managed storage of digital content. OCLC has developed specific systems process and procedures for the Digital Archive tuned to the management of data for the long term. Systems management – the Digital Archive exists in a managed systems environment. Many of the tasks that your staff would perform if you kept physical copies of your master files are automated and many others are regular procedures. For example, OCLC monitors the lifecycle of the disk storage devices and regularly replaces them. As content is migrated to new devices we ensure the integrity of each file being migrated. Physical security – the Digital Archive system is in OCLC’s limited access operations facility secured by a badge reader system and monitored 24x7 by systems operators, security guards, and CCTV cameras. Data security – OCLC employs a dedicated information security team. The team is part of the review process for applications, systems, and procedures. Data backups – Content in the Digital Archive is backed up using industry standard procedures. At any point in time there are 6 copies of the content of the Digital Archive at offsite facilities and one copy onsite. Short term data loss (less than 24 hours) is minimized by utilizing redundant, self-healing storage devices. Disaster recovery – OCLC’s facilities and systems are protected from minor outages with uninterruptable power supplies, fire suppression systems, and redundant servers and network feeds. OCLC has specific recovery procedures for the Digital Archive system in the event of a major disaster. ISO 9001 Certification – OCLC Dublin, Ohio, has met ISO 9001 quality standards and has received registration. OCLC’s registration is to ISO 9001, the International Standard for Quality Systems. OCLC’s registration covers its processes and systems for quality assurance in design, development, operation, and support of automated library services. Digital Archive provides … Systems management Physical security Data security Data backups Disaster recovery ISO 9001 Certification

Automated monitoring & reports You’ve got a lot of digital content to manage & there aren’t the hours in the day for you to label, shelve, inspect, and maintain each digital file in your collection. So, the Digital Archive provides you with regular management reports based on automated inspections and verifications of the files in your Archive. From the time your content arrives on the doorstep of the Digital Archive our systems begin inspecting it to ensure that what you sent us is the same thing you’ll get back in the future. On the day your content is ingested to the Digital Archive our systems perform the following quality checks: Manifest verification – to verify that the files you sent us match what’s listed in the shipping manifest. No more, no less. We’ll notify you of any anomalies we find. Virus check – to check each file received by OCLC for viruses using industry standard security software. Fixity check – to create a ‘fingerprint’ for each file copied to the Digital Archive. Each file is scanned and a unique “fixity key” is created for the file. If anything is altered within the file a subsequent fixity scan will generate a different key so we and you will know if there’s been a change. Format verification – to verify that the file is the format indicated by its file extension (eg., .tif file extension for TIFF format files). Once OCLC’s systems have gathered this information we add it to the health record we keep for each file in the Digital Archive. Our automated systems revisit the Virus check, Fixity check, and Format verification periodically so you get up to date reports on the health of your collection. OCLC provides updated reports for all your collections on your personal archive report portal each month. Digital Archive performs … Manifest verification Virus check Fixity check (digital fingerprinting) Format verification Reports on … Storage use & growth File types Accesses & disseminations

Simple, straightforward workflows The Digital Archive is a new service providing a cost-effective, managed storage environment for digital master files that fits in with the several workflows for acquiring digital content. For users of CONTENTdm (either hosted or direct) the Digital Archive is an optional capability integrated with the various workflows for building collections. Master files are secured for ingest to the Archive using the CONTENTdm Acquisition Station, the Connexion digital import capability, and the Web harvesting service. For users of other content management systems the Digital Archive provides a low-overhead mechanism for safely storing master files. Digital Archive fits in … CONTENTdm collection building WorldCat cataloging Web Harvester Other digital asset management systems

Building your digital collections with CONTENTdm - workflow Dublin Core metadata and files from local computer or network WorldCat Two methods of populating CONTENTdm collections Via Acquisition Station client, submit digital files stored on your local computer/network to your CONTENTdm collections Single or batch Simple or compound objects JPEG2000 derivatives, A/V, PDFs, etc. Via Web-based Add, submit individual digital files stored on your local computer/network to your CONTENTdm collections Simple files — images, multi- and single-page PDFs, audio, video (1) Acquisition Station client and (2) Web-based Add CONTENTdm Digital Archive Master files on physical media mailed to OCLC

Metadata and display image Building your digital collections with Connexion digital import - workflow Metadata Files from your local computer or network WorldCat Connexion digital import CONTENTdm The Connexion digital import capability provides a MARC-based workflow for adding items to your digital collection. This allows the library to combine the expertise of the cataloging group and the digital library group to provide effective research for users. Adding the Digital Archive to this workflow creates a seamless preservation capability for digital masters and digital originals uploaded through this mechanism. In this scenario the DA option is shown in dotted lines. The digital master files are “attached” to a WorldCat record and uploaded to the Connexion host. At the same time access copies are being created and placed in CONTENTdm, the master files are copied to the Digital Archive in real time. There are no extra steps or material handling involved when you incorporate the preservation workflow into the WorldCat cataloging workflow. Productive Staff Workflow 2: Workflow utilizing Connexion digital import capability, CONTENTdm, and the Digital Archive The Connexion digital import capability provides a MARC-based workflow for adding items to the digital repository. This allows the library to combine the expertise of the cataloging group and the digital library group to provide effective research for users. A CONTENTdm collection administrator configures a collection for uploaded digital content. A Cataloger uses Connexion client to create a MARC record in WorldCat and attach digital content to it. The MARC record and digital content are uploaded to OCLC’s systems. The MARC record and digital content are processed by the CONTENTdm Import middleware. The middleware converts the MARC to Qualified Dublin Core metadata and performs transformations on the uploaded content based on its data format. For example, TIFF images are automatically converted to JPEG2000 for efficient and powerful end-user display from CONTENTdm. The uploaded content is copied to the Digital Archive. The MARC record is added to WorldCat with an OCLC#-based hyperlink in it that points to the Digital Object. The uploaded content is now discoverable and viewable through WorldCat & CONTENTdm. A CONTENTdm collection administrator indexes the newly added metadata. The uploaded content is now discoverable and viewable through the CONTENTdm end-user interface. Digital Archive Master file Metadata and display image

Building digital collections with the Web Harvester - workflow Metadata WorldCat Web sites CONTENTdm Web Harvester via OCLC Connexion client Web Harvester allows you to harvest content from Web sites and add it to your digital collection. Adding the Digital Archive to this workflow creates a seamless preservation capability for the digital originals captured by the Web harvester. In this scenario Web sites are “harvested” and associated with a WorldCat record. When the harvested content is moved to CONTENTdm, in this scenario, optionally the digital originals are copied to the Digital Archive in real time. (shown in dotted line) There are no extra steps or material handling involved when you incorporate the preservation workflow into the Web Harvester workflow. Productive Staff Workflow 3: Web Harvester workflow integrated with Connexion client, CONTENTdm, and the Digital Archive The Web Harvester service provides a Web harvesting workflow for adding items to the digital repository. This allows the library to capture ephemeral Web content, provide structured access to it today, and preserve it for future generations. A CONTENTdm collection administrator configures a collection for uploaded digital content. A Cataloger uses Connexion client to create a MARC record in WorldCat and initiate the Web harvester. The MARC record is uploaded to OCLC’s systems. The Web harvester gathers the content specific by the Cataloger The MARC record and harvested content are processed by the CONTENTdm Import middleware. The middleware converts the MARC to Qualified Dublin Core metadata and performs transformations on the uploaded content to prepare it for online viewing. The harvested content is copied to the Digital Archive. The MARC record is added to WorldCat with a OCLC#-based hyperlink in it that points to the harvested content. The uploaded content is now discoverable and viewable through WorldCat & CONTENTdm. A CONTENTdm collection administrator indexes the newly added metadata. The uploaded content is now discoverable and viewable through the CONTENTdm end-user interface. Metadata and harvested content Digital Archive Master file(s)

Sharing your digital collections Your organization’s digital collections are built and shared via the Web… what’s next? Promote your collections Increase discovery through WorldCat WorldCat.org WorldCat Local Google Yahoo! Search

Increase discovery via Google and WorldCat

Search WorldCat.org

WorldCat for global discovery Thumbnail View the item

WorldCat for global discovery

WorldCat for global discovery OCLC number OCLC number, citation. Item citation 52 52

WorldCat for global discovery Adds scholarly credibility to digital items. 53 53

Claremont Colleges: Access and discovery via CONTENTdm and WorldCat Claremont Colleges: Access and discovery via CONTENTdm and WorldCat.org “It was the solution we needed to not only manage the collection, but to share it with the broadest audience possible.” Pat Vince, Digital Initiatives Librarian Claremont Colleges http://ccdl.libraries.claremont.edu/

Better global discovery with WorldCat Libraries and other cultural heritage organizations add their CONTENTdm collection metadata to WorldCat Through WorldCat.org and WorldCat Local, people on the Web discover—not only traditional library collections— but special collections that have been digitized. So where is this all going in the future? WorldCat…the world’s largest digital repository? CONTENTdm supports that digital repository and will continue to evolve as we want to be the best tool for creating, curating and managing digital collections.

7. User Services We can help you get to success! Professional assistance is an available option for digital collection projects: Planning and implementation Metadata and workflow design CONTENTdm collection building Training (onsite and online) NOTE: Important point – these are services available at an additional charge.

The CONTENTdm user community More than 400 licensed sites More than 1000 users Alaska 2 British Columbia 3 Alberta 6 Saskatchewan Manitoba Ontario Quebec 1 New Brunswick Washington 18 Oregon 9 Idaho 5 Montana Wyoming North Dakota South Dakota Nevada Utah 7 California 29 Arizona Colorado Nebraska Kansas New Mexico Texas 16 Oklahoma LA Arkansas 4 MS AL Tennessee Missouri 8 Georgia FL SC N Carolina 11 Iowa KY Illinois 13 Indiana 15 Ohio 24 WV VA Pennsylvania 19 Minnesota Wisconsin Michigan New York 30 Maine VT 3 NH 2 MA 4 CT 8 NJ 2 DE 3 MD 5 DC 3 Hawaii Canada: 14 licensees (Newfoundland – 1 Nova Scotia – 1) Now that we covered what CONTENTdm is… let’s look at who uses CONTENTdm… There are now over 400 licensed sites in the United States and Canada being used by over a thousand institutions. Many of the licenses are used by collaboratively between libraries’ and other cultural organizations’ or support consortia environments. From state libraries and university libraries to historical societies and museums…CONTENTdm is used by a wide range of institutions to meet a variety of digital collection management needs.

A vibrant user community CONTENTdm users freely share best practices and locally-developed extensions through: CONTENTdm listserv User Support Center Available online 24x7 Tutorials, comprehensive Help files and more User groups Example: Drake University http://www.lib.drake.edu/heritage/odm/map/

CONTENTdm Regional User Group Meetings 2008 ALA Midwinter 2008 January in Philadelphia Midwest User Group April in Indianapolis, Indiana Western User Group June in Claremont, California ALA Annual 2008 June/July in Anaheim, California Northeast/Mid-Atlantic User Group July at Pennsylvania State University South/Southeast User Group July/Aug at Mississippi State University    

CONTENTdm Upgrades for users 3.3 Jul 2002 3.1 May 2001 3.5 Jul 2003 3.7 & 3.8 Jul 2004 4.0 Jun 2005 4.1 Mar 2006 3.2 Feb 2002 3.4 Jan 2003 3.6 Feb 2004 4.3 Oct 2007 4.2 Dec 2006 3.5.1 Sept 2003 4.0.1 Oct 2005 Version 3.4 Jan 2003 OAI support for harvesting of metadata Multi-Site Server Version 3.5 Jul / Sep 2003 WorldCat link for metadata harvesting Customizable Web Templates Version 3.6 Feb 2004 Batch Add wizard Advanced Search has a new interface and added functionality User Support Center introduced Version 3.7 & 3.8 Jul 2004 Zoom and pan toolbar for viewing images; Compare button Tab-delimited Text Import Collection and item-level security Web browser-based editor Version 3.8 JPEG2000 Version 4.0 Jun / Oct 2005 EAD support PHP-based API which supports broader customizations and interoperability User Interface based on the new PHP API OCR Extension with ABBYY FineReader Version 4.1 Mar 2006 Redirects for obsolete URLS PHP 5.0 supported Version 4.2 Dec 2006 Multiple Compound Object Wizard OCR Extension upgraded to ABBYY FineReader Version 8 Ability to highlight, view and clip individual newspaper articles Search and browse by date range Version 4.3 Oct 2007 Easier to manage and access PDF documents, especially multiple-page PDFs Improved controlled vocabulary OCLC Connexion digital import CONTENTdm has been available for years. New features and functionality are added on a regular basis. Most recently, CONTENTdm has been enhanced to provide even better management and access to newspapers and documents.

What’s next? CONTENTdm 5 In progress! Next release will fully support Unicode New search engine (Find) Pilot project with Simon Fraser University Chinese language newspapers 61

What’s next?

OCLC Digital Collection Services WorldCat.org WorldCat Local CONTENTdm Web Harvester Digital Archive Global Regional Build a digital repository within the OCLC cooperative Global Discovery – WorldCat Digital Delivery – CONTENTdm Digital Preservation – Digital Archive WorldCat + CONTENTdm = OCLC digital repository A rich set of digital collections created by libraries linked through the global discovery of WorldCat.org and WorldCat Local. WorldCat becomes the digital repository Local

OCLC Digital Collection Services: A complete set of solutions Solutions to help you create, manage, preserve and share your digital collections

Next steps Explore CONTENTdm users’ collections at www.oclc.org/contentdm/ Evaluate the CONTENTdm software www.oclc.org/contentdm/evaluate/ Contact us … Taylor Surface e: taylor_surface@oclc.org t: +1 614 761 5145

Digital Archive - Other system workflow Files from your local computer or network Metadata WorldCat Data analysis & conversion You can also use the Digital Archive with systems that are unrelated to CONTENTdm. With other content management systems working with the Digital Archive is straightforward too. Creating Archival Volumes is as easy as copying the master files to a removable storage device and shipping it to OCLC. You add metadata to your access collection locally that links the archived content to the access copy. Getting your collection visible through WorldCat is also straightforward. You can contact batchload@oclc.org and let them know you’ve got metadata to load to WorldCat. If you have an OAI repository, OCLC’s batchload staff can harvest your metadata, analyze it, convert it to MARC, and review it with you before loading it to WorldCat. Digital Archive Metadata and display image Master files on physical media mailed to OCLC Digital asset management system