It is my personal opinion that DigiTool is a potentially very
powerful and generic solution to manage collections of
digital objects and give access to these collections; be that
as it may, the application will certainly hold up to the
standards of the Leiden University Library.
Paraphrase of G.E. Moore’s Ph.D. examination report of the Viennese philosopher
Ludwig Wittgenstein.
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Using DigiTool – first results and experiences
Drs Marlon Domingus
system librarian for DigiTool
Leiden University Library [The Netherlands]
domingus@library.leidenuniv.nl
http://ub.leidenuniv.nl
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This presentation is based on:
• the DigiTool documentation by Irit Saidoff Ex Libris
• a hands on training (5 days) by Yossi Tissona Ex Libris
• experiences of the Leiden DigiTool team:
Lucas van Schaik, Ger Rongen, Gilles Bestebroer, yours
truly – supervised by Maarten Steenhuis (head of the
Leiden University Library’s IT Department) and Janus
Linmans (deputy librarian).
• the staff of the following institutions in Leiden:
Bibliotheca Neerlandica Manuscripta, the Prentenkabinet
and the Africa Study Centre.
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Overview of this presentation
1. Why Leiden University selected DigiTool
2. How does it work?
3. Technical specs DigiTool
4. First results
5. Lessons learned [implementation and organization]
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1. Why Leiden University selected DigiTool
Two kinds of challenges:providing web based access to the
special collections of the Leiden University Library and
participate in the national DARE repository [OAI] initiative.
1.a. General requirements
• an easy to use cataloguing module: the DigiTool client
• an easy to use user interface: the DigiTool web interface
• easy management: the DigiTool management tool
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1.b. Integration
Leiden University had good experiences with Ex Libris
products such as Metalib and SFX.
Easy integration with the services based upon these products
was an additional unique selling point.
Recently Leiden University started preparing the
implementation of ALEPH as well. Integration of ALEPH and
DigiTool features is also desired.
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1.c. Compliant with current international standards,
formats, protocols and file types
DigiTool supports:
MARC21, DC [simple and qualified], OAI, the Z39.50 protocol
and Unicode (UTF-8). [Today’s knowledge: also support for
the MD5 algorithm (for ‘fingerprint’ purposes).]
DigiTool supports the following file types:
DOC, PDF, RTF, GIF, JPEG, TIFF, MPG, QuickTime and RM.
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1.d. Full access, good support and adequate DigiTool
documentation
full access to DigiTool’s open architecture:
we can fully configure our DigiTool based services
from defining all kinds of indexes, to the public presentation,
with copyright statements and even the pay per use possibility
All this with the backup of good support and the growing
amount of proper and adequate documentation.
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2. How does it work?
DigiTool—a DAMS, or Digital Asset Management System—
provides the necessary tools required for building, archiving,
indexing, searching, and displaying digital collections.
DigiTool serves as a management tool as well as a tool for
resource discovery.
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Repository
A DigiTool repository / collection / library, consists of elements
in which metadata are linked to one ore more digital objects.
Related metadata records can point to one another to depict
hierarchical relationships;
Multiple metadata records can point to one digital object,
thereby avoiding wasted storage space and duplicated data
maintenance;
One metadata record can point to multiple versions of the
resource, thus allowing the aggregation of multiple digital
manifestations of a single work.
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Figure 1: example of an element, generic and specific
bibliographic
Drawing
record
technical
technical record
technical
record
record
technical
record
PFD
JPG / GIFF [web]
[web]
Object
Object
GIF
[web]
thumbnail
Object
Object
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TIFF
[archive]
document
image
image
image
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Metadata
DigiTool distinguishes between three types of metadata:
descriptive, technical, and intellectual property rights.
Metadata are stored in Unicode (UTF-8) in order to support
the entry, indexing, searching, and display of any script
supported by the Unicode standard.
Digital objects
Digital objects may be stored in the Oracle database, a local
file system, or any remote location accessible via URL.
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Figure 2: a indicative peek at the DigiTool client – the
cataloguer’s interface. Here’s where two kinds of metadata are
entered while entering a given object (no batch import).
Descriptive
Information
Z00
Technical
information
Z403
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Relations
An element might also consist of only one descriptive
metadata record where the actual element is a parent of a
group of other elements.
In the DigiTool Web OPAC a hierarchical display of related
records is maintained. The searcher can use hyperlinks to
navigate between the parent record(s), the currently
displayed record, and the child record(s).
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Figure 3: a representation of an
element with parent-child
relations - generic and specific
Parent
Bibliog.
record
Child
Bibliog.
record
Child
Child
Bibliog.
record
Bibliog.
record
Child
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-------Parent
Overall
description
Child
Child
Partial
description
Partial
description
Partial
description
fol.33-47
fol.19-33
fol.1-19
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manuscript
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3. Technical specs DigiTool
The DigiTool product runs on Unix/Linux servers while end
user interfaces run on Windows PC workstations over the local
LAN or the Internet.
The following server platforms are supported:
• Sun – Solaris 2.8 and Solaris 2.9
• IBM/RS/6000 – AIX 4.3 and AIX 5
• Compaq/Alpha – OSF V4.0.D, V4.0F, and Tru64 V5.1
• Linux – Red Hat 7.2 and 7.3
The following client platforms are supported:
• Windows 2000/XP – CPU Pentium III, Memory 128MB
(preferred: 256MB), Disk 10GB
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Figure 4: schematic representation
of the delivery of an object in
DigiTool
Click on Icon
(Request for viewing Object)
CLIENT
(Browser)
DigiTool Server
DigiTool Main
Program
(2b) – Page with
URL of the object
(3) – Request URL
(2a) – Copy
Object to
Directory
APACHE
SERVER
(4) – Object
(5) Check MIME Type
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DigiTool
FileSystems
apache_media
Directory
Object Viewer
Application
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4. First results
The first collections are visible in the DigiTool OPAC of the
Leiden University Library:
http://digitool.leidenuniv.nl
[guest login]
please note that implementation is still taking place
1. BNM 01
2. PKL 01 / 05
3. DAR 01
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Bibliotheca Manuscripta Neerlandica
Prentenkabinet [Art Collections –
paintings, drawings, pictures and objects]
DARC (Digital Academic Africaner
Repository) a DARE project (Digital
Academic Repository)
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Using DigiTool
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Ad 1. BNM 01:
Bibliotheca Manuscripta Neerlandica
Mission
converting existing digital material to
DigiTool
Main specific issue mapping from pica+ to MARC21 for
manuscripts. MARC21 is designed for
modern publications [books and articles],
not for manuscripts. In pica+ a specific
manuscript field range (see below) was
developed which is mapped to MARC21
conform best practice mainly in the
Vatican Library and the United States
[LOC].
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Table 1: specific manuscript fields – in pica3 format not the pica+ format
kmc 4000
shelfmark
kmc 1300
layout code
kmc 4205
contents
kmc 1500
language
kmc 5905
title in manuscript
kmc 230X
watermark code
kmc 4206
incipit
kmc 5805
author
kmc 4201, 4202, 4203
annotation
kmc 5810
scribe
kmc 4204
colophon
kmc 5815
reviser
kmc 1100
dating
kmc 5820
decorator
kmc 5800
place of origin
kmc 5825
miniaturist
kmc 5840
owner
kmc 5830
binder
kmc 326X
other indications
kmc 5835
destinaris
kmc 4207
literature
kmc 5850
uniform title
kmc 4208
additional information
kmc 5855
text category
kmc 5900
regional code
kmc 5860
subject heading
kmc 1200
description code
kmc 5910
keywords incipit
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Ad 2. PKL 01/05
Prentenkabinet [Print Room]
Art Collections: paintings, drawings,
pictures and objects]
Mission
converting existing digital collections
from an Oracle database to DigiTool
Main specific issues mapping database fields to MARC21 and
teaching staff the DigiTool Gui and
MARC21
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3. DAR 01
DARC (Digital Academic Afrikaner Repository), a
DARE project (Digital Academic Repository)
Mission
converting existing data from different Access
databases in a DARE [OAI] compliant repository
in DigiTool that serves as a data provider.
In this DARC repository information about all
Afrikaner scientists in The Netherlands is linked
to the metadata records that describe their
scientific output - and their affiliated
organizations.
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Mission
National rules for DARE compliant use of
Dublin Core metadata are formulated to build
institutional repositories (OAI data providers)
and to harvest these. [starting point: UKOLN,
University of Bath]
In the DARE repositories, bibliographic records
are linked via persistent urls to the full text
articles and pre press publications they describe.
The DARC project also aims to add more detailed
information about the creator [scientist] to the
DARE services, such as affiliated institution and
expertise.
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Main specific issues
DARE specific: mapping from database
fields to Dublin Core (basic and even
more so: qualified), building an OAI
compliant and DARE compliant data
provider in DigiTool. Also Open URL /
DOI / Persistent URL issues are
relevant.
DARC specific: development of a Digital
Author Identifier (DAI) and a new
approach (and a new functional design)
of the new services.
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5. Lessons learned [implementation and organization]
Budget issues aside, the next topics are quite universal but
nonetheless highly likely to trouble implementing staff:
5.1. Mapping / conversion / migration
5.2. Quality of digital objects
5.3. Workflow
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5.1. Mapping
Conversion to DigiTool ▶ mapping to either MARC21 or Dublin
Core (simple and/or qualified).
▶ the dilemma: which sub set of MARC21 / DC will meet the
own library’s wishes and is still compliant enough with other
libraries? Furthermore, how is the own MARC21 / DC set
managed?
▶ what cataloguing conventions should be used ▶ to what
extent should one follow best practices that by definition are
developed for situations unlike your own?
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5.2. Quality of digital objects
In order to make digital objects available, quality issues have
to be dealt with. Relevant questions are amongst others:
5.2.a. (in case of manuscripts) Is a scan in black & white or
grayscales sufficient for scientific purposes? If so, digital
representations could relatively easy be derived from (in most
cases) existing microfilm material.
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5.2.b. (in case of pictures, paintings, maps etc.)
Should the user see the digital representation in a scale 1:1 to
the original resource?
‣ then resolution should be relatively high
‣ and special software (like Mr. Sid) should be used.
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5.2.c. (in case of coloured original resources e.g. art work)
‣ Question: first make a colour slide and digitise that
representation or ‣ make a digital representation with a
digital camera right away? [For conservation purposes,
making a colour slide first might not be a bad idea.]
Special care has to be taken to ensure that the correct colours
appear in the digital representation. ‣ Defining or
implementing quality standards for ‘colour’ costs time. The
digital images consequently have to be checked with these
standards too…
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‣ Professional photographers should do the job. Are they
available in your organization or do you have to hire external
professionals?
‣ Is it safe to bring the valuable originals outside of the
library, or should all work be done inside?
‣ Is it a sound idea to make digital / physical reproductions
(e.g. microfiche, slides) of the valuable originals before they
leave the building for an exposition?
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3. Workflow
The digital objects that are placed in DigiTool are either
existing digital objects, accessible (or not) by some form of
interface, or these objects have to be created.
In both cases the existing workflow has to be revised and all
change management issues are relevant. People are used to
work in some way or another – sometimes for a lengthy
period of time – and yet changes have to be implemented.
Teaching staff the DigiTool GUI client and MARC21 is a
necessary investment that influences workflow as well.
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‘Proper’ project management is part of the answer.
Leiden University has implemented the British PRINCE2
[Projects In Controlled Environments] as its standard method.
This method is very effective in projects where IT services
play an dominant part. It helps breaking down a complex task
into stages and formulating all kinds of control tools during
these stages – as most project management methods do.
Another important PRINCE2 feature is that decisions that have
a large effect on the success of a project are made in stages
as well. This trick ensures that insights developed in a given
stage can be used to (re)define the scope and deliverables of
the next stage.
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Using a service (delivery) management method like for
example ITIL [Information Technology Infra structure Library]
helps also.
All team players in a project thus learn how to speak the same
language and expect the same things of colleagues in certain
roles and specific processes (what is an incident and what a
problem, what is a Service Level Agreement and so on).
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Q & A – at the end of this session
Issues: DigiTool User Group, ADAM, …
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