DRS Web Admin User Guide

Version 2.1

A PDF version of this manual is available.

The DRS Web Administrative Interface (DRS Web Admin) allows Harvard collection managers, their local surrogates and their designated DRS depositors to create, view, and manipulate digital objects and their administrative metadata in DRS.

Need help? To report a problem or ask a question about DRS Web Admin, contact the DRS Support team in OIS (http://nrs.harvard.edu/urn-3:hul.ois:drshelp). If you are reporting a problem, please provide a detailed description of the problem, including activity that led to the problem and any error messages. If appropriate, provide the DRS ID of objects that illustrate the problem.

1. DRS Web Admin Registration
2. Connect to DRS Web Admin
3. DRS Web Admin Functions Summary
4. Working with Individual Objects
5. Working with Groups of Objects
6. MD5 Applications

Top | Registration | Connecting | Functions Summary | Individual Objects | Groups of Objects | MD5

1. DRS Web Admin Registration

In order to begin using DRS Web Admin, Harvard collection managers, their local surrogates and their designated DRS depositors should submit a DRS Web Admin Access request (http://hul.harvard.edu/ois/systems/drs/f-drspds_operator_reg.html). Access to test and production versions of DRS Web Admin requires a valid Harvard ID and PIN.

As part of the registration process, each user will be assigned a role in the system associated with a requested level of access. There are three roles available:

Role

Level of Access

Manager

ability to update existing DRS Billing Code metadata (Name, 33 digit CoA, billing contact email); ability to add, update, delete objects and object relationships, and create reports

Depositor

ability to add, update, delete objects and object relationships, and create reports

Maintainer

ability to update some metadata

Report

read all data and create some reports

Roles are assigned to an entire DRS owner code. At this time it is not possible to provide DRS Web Admin access to a specific billing code, specific objects or collections.

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2. Connect to DRS Web Admin

Production Web Admin: http://nrs.harvard.edu/urn-3:HUL:drs-admin

Test Web Admin: http://nrs.harvard.edu/urn-3:HUL:drs-admin-qa

Top | Registration | Connecting | Functions Summary | Individual Objects | Groups of Objects | MD5

3. DRS Web Admin Functions Summary

Top | Registration | Connecting | Functions Summary | Individual Objects | Groups of Objects | MD5

4. Working with Individual Objects

This section describes functions that can be performed on individual DRS objects. For more information, consult any of the following pages:

4.1 Search for object in DRS
4.2 View an object
4.3 Change or update object metadata
4.4 View or change object relationships
4.5 Add an object to DRS
4.6 Delete object relationships
4.7 Delete an object from DRS

4.1 Search for object in DRS

The search option allows the user to find either a single object in the DRS or a group of objects that meet a user defined criteria. To find an individual object:

Search criteria marked with a * can be searched using a wildcard `*'.

4.2 View an object

View an object by clicking on the individual object link. The object format (i.e.: JPEG, JPEG2000, TIFF, GIF, etc) will determine if the object will either be displayed within the web browser or downloaded. If the object is downloaded the object name will NOT reflect the DRS ID or object owner supplied name.

4.3 Change or update object metadata

To change object metadata, search for the object by DRS Object ID or metadata profile. Select the individual object. The update function offers a series of drop-down menus and text boxes. The current information for each field is displayed and can be changed. Optional fields are marked with an asterisk *. Changes and updates will be immediately visible through the DRS Web Admin.

The following object metadata fields can be updated in DRS Web Admin:

4.4 View and change object relationships

It is possible to view and change object relationships within the DRS. A new object can be added to the DRS and then relationships to existing DRS objects can be created. To view or change object relationships, search for the object by DRS Object ID or metadata profile and then select the individual object.

Page Delivery relationships cannot be maintained from the DRS Web Admin. These must be done within use the PDS Maintenance System. More information about PDS Maintenance is available on the OIS web site: http://hul.harvard.edu/ois/systems/drs/maint.html

4.5 Add a persistent identifier

If an object is already in the DRS but not named, you can use DRS Web Admin to assign a persistent identifier. An operator must have the "Depositor" or "Manager" role to use this feature and name creation will be limited to the authority path(s) for which the operator is authorized.

To name an object:

  1. Search for the object by its DRS ID or another metadata value. If you retrieve a group of objects, click the DRS ID of the desired object from the result set to display the object's DRS record.
  2. Select "Add persistent identifier" from the left menu.
  3. Select an authority path from the dropdown list and enter a resource name. Click the Add button to request the persistent identifier.
  4. To view the new persistent identifier, click "Click here to view object metadata".

For more information about NRS authority paths and the format of persistent identifiers, consult the NRS User Guide.

4.6 Add an object to DRS

To add an object into the DRS the depositor must have MD5 software installed locally on their computer. MD5 is an algorithm that creates a digital "signature" of a file. It is a reproducible number that will allow the DRS to be sure that the file loaded into DRS was not corrupted upon submission. If the signature does not check as correct upon deposit, the object will not be deposited and an error message will be returned to the depositor.

Links to MD5 software are available in the DRS Documentation Center (http://hul.harvard.edu/ois/support/docs-drs.html) and at the end of this document. OIS does not support this software, it is the responsibility of the depositor to download and maintain their MD5 software.

4.7 Delete object relationships

Once object relationships have been deleted from the DRS they are completely purged out of the system. A list of deleted object relationships is not available.

4.8 Delete an object from DRS

You can delete objects and sets of objects from DRS using the "Delete object(s) from DRS" command in DRS Web Admin. Once objects have been deleted from the DRS they are completely purged out of the system. A list of deleted objects is only available on the Delete Confirmation page. Save the page or copy information from this page if you want to retain the list of deleted objects for your records.

Objects can be deleted by a DRS Web Admin user with a role of `depositor' or `manager'. Only objects within the DRS Owner Code(s) for which the DRS operator is registered can be deleted. The DRS is designed to be a long-term storage system and items should not be removed without forethought.

Top | Registration | Connecting | Functions Summary | Individual Objects | Groups of Objects | MD5

5. Working with Groups of Objects

This section describes functions that can be performed on groups of objects. For more information, consult any of the following pages:

5.1 Search for a group of objects in DRS
5.2 Search for batch deposits
5.3 Create an object set
5.4 Transactions performed on an object set
5.5 Download metadata about objects in a set
5.6 Download a set of objects

5.1 Search for group of objects in DRS

To search for a group of objects select a combination of object metadata elements from the drop-down menus. Object metadata choices include:

Search criteria marked with a * can be searched using a wildcard `*'.

The Result Set Summary will show how many objects met the search criteria. The objects in the result set can be viewed as a list and then individually selected. The objects in a search result set can also be added to an object set to perform group transactions on the whole set.

The total file size of the result set is also available in the search results.

5.2 Search for batch deposits

You must have the batch deposit ID in order to search for batch deposits. The Batch ID can be found in a DRS Report email. You can also browse recent batch deposits.

5.3 Create an object set

Objects sets in DRS allow a user to work with groups of objects rather than just one object at a time. Sets can be created by a user to view information about groups of objects or to make changes to characteristics of the set. One user can only have one active set of objects at a time. Be sure to clear the object set before selecting a new set.

A set of objects can be created by using the Search functions. An object set is usually created from a search results set by using "add to object set" command in DRS Web Admin. A user can perform multiple searches and each time add search results to the set.

5.4 Transactions that can be performed with an object set

The following transactions can be performed on an object set:

5.5 Download metadata about objects in a set

To review a list of objects download the set as a text file. The file includes the following metadata for each object in a set:

5.6 Download a set of objects

Download sets of objects for viewing later on a local computer. A set of objects can be delivered as a ZIP file using DRS asynchronous delivery. After a request to download a set of objects is submitted by a user, a web page with username and password for set retrieval comes up. Make sure to print out or otherwise save username and password information from this page. An email notification with a link to the set will be sent after the set is assembled and delivered. If a set of objects is larger than 2 GB in size DRS assistance should be requested.

Note that the files you will be getting back from DRS will not have the original file names with which there were deposited but will be named according to DRS ID of each file. In order to match these files to original filenames you can use the set download report which lists DRS IDs and corresponding Owner Supplied Names of each file.

Top | Registration | Connecting | Functions Summary | Individual Objects | Groups of Objects | MD5

6. MD5 Applications

Last modified: Friday, 27-Jun-2008 15:09:59 EDT
© 2008 President and Fellows of Harvard College
http://hul.harvard.edu/ois/systems/drs/drs_webadmin_help.html 		Harvard University Library Office for Information Systems
 For assistance contact: DRS Support