R1 - Use Cases for Admin Sets

Owned by Bill Branan
Jun 16, 2017
3 min read

1) ETDs 

The library or graduate school at an institution is responsible for managing and preserving the dissertations for every graduating PHD. The administrative unit has XML metadata and file(s) for each graduating student. A staff in the unit submits the dissertation to the system on behalf of the student. The student user retains no rights to the item to edit the work in the system. To submit dissertations into the system, a staff member loads several thousand files at one time. These files include the dissertations materials themselves (often in PDF format but can include auxiliary files like images, video, etc) along with xml files that include author and dissertation metadata. The files are loaded into a watched folder that is specific to that collection. The files are seen by Hydramata which kicks off the creation of the work, putting files in proper places, and creating the user profile. At some later date the staff (who retains access to the collection) returns to the works to make edits, enhance metadata or change access control settings.  

 

UVa example:
Electronic Theses and Dissertations are part of the official academic record of graduate students; submission of an ETD is treated as completion of a milestone in the path toward earning a graduate degree.  A student is allowed to submit an ETD only when the (external) student information system has indicated that the degree candidacy of the student is at the stage where submission is required.  The state of the student's degree candidacy is driven, in part, by the registrar for the graduate school conferring the degree; each graduate school has its own registrar who can update student milestone status in the external student information system and review the status of ETD submissions.  Ideally, ETD's for degree candidates from a given school would be treated as an administrative set to allow the school's registrar to have special privileges to manage ETD's under his/her purview (particularly for changes that are not permitted for the "owner" of the submission himself – certain metadata fields supplied by the student information system, and, after submission, the content files associated with the submission).

 


2) Library collections of general purpose “everyday electronic materials” pdf, images, etc. 

The library has started collecting materials in various electronic formats (digital video, pdf books, etc). These items do not relate to each other by subject, nor do they all need the same access restrictions. What they have in common is their holding library who is responsible for managing the content. The staff is charged with uploading, cataloging and setting access controls on the item. The staff needs a robust set of fields to describe the work and these fields will need to support MARC or at least crosswalk to a similar schema (whatever their library OPAC uses).  

3) Master Thesis (or undergraduate) that is managed by an academic department 

An academic department is responsible for managing their own Masters Theses. Johnny Science, the department assistant, gathers the final versions of the masters theses, the accompanying metadata, and author permissions, and then deposits the theses in the repository in the departmental collection. At the end of each semester, the department assistant creates an excel spreadsheet that contains, the metadata for the theses, information regarding any creative commons license chosen, access level, and embargo (if any). Theses will usually be single word or PDF files, though they may have additional auxiliary files. Each thesis should be linked to a student author profile. Only the department assistant for the education department, (or the individual student authors), should be able to create theses in this collection. Some student authors may prefer to submit their theses directly, or to make edits to their thesis records after creation.

4) Various archival collections from library holdings -- text, images, multimedia -- subject focused

A Collection Manager has a set of materials they want to archive and share. It is a combination of public domain, and under copyright material usable on campus via fair use. They want to create a collection and make public domain items shared over open access, and share other items with campus only. They need the ability to do bulk ingest and editing.