Digital Title Creation

Purpose

This procedure walks a user through the creation of a digital title record in Specto. It included creating a Representation and related clean up work after appending files.

1. To create a Digital Title record in Specto, first open the MDE in Alma.

2. Navigate to the Templates tab and look at the "DC AP1" section. There are several general templates that can be used. Users can also create new templates.

A screenshot of a software interface showing navigation tabs for Records, Templates, and Rules. Under the selected Templates tab and "DC AP01 (3)" subcategory, a list of shared templates is displayed, including "DCAP 1 template (Default)", "ORO General template" (highlighted in yellow), and "ORO Thesis template".

3. Edit the new record created by the template. Some templates have guidance on using the individual DC fields written into the template.

A screenshot of a metadata editor interface showing Dublin Core (dcterms) elements with instructions for each field. The fields include dcterms:abstract (containing the note "ADD ABSTRACT LAST [for ease of cataloging]"), dcterms:contributor, dcterms:creator, dcterms:dateCopyrighted, dcterms:description, dcterms:subject (dcterms:LCSH), dcterms:title, and dcterms:type set to "text", with English selected as the language for each element.

4. Complete the record and save it. NOTE: the dcterms:subject (dcterms:LCSH) should only be used for correctly formatted subjects from LCSH. The can include subdivisions but are separated by <space>--<space> rather than subfield codes. Also the dcterms:type field is for the type of digital object not  the format. Please see the DCMI Types vocabulary. for a list of terms, if a term not on this list is used the digital object will display as "Other" in Primo

5. Add a Representation by going to Add Inventory>Add Representation (ALT+R). The Representation  serves the same function as holdings records for print materials in Alma, they tie the files that will be loaded later to a specific collection in Specto.

A screenshot of a metadata editor interface with the "+ Add Inventory" menu option highlighted at the top. The expanded dropdown menu displays various "Serial prediction" options, with the bottom option, "Add Representation", highlighted in yellow.

6. The "Representation Details" panel will open and you must fill out the collection name. This is a searchable field and the user can choose from a list of available collections.

A screenshot of a digital repository form divided into Descriptive Information and Representation Details sections. Under Descriptive Information, the highlighted "Collection" field is set to "Theses and Dissertations". Under Representation Details, status is set to "Active", Usage Type is selected as "Modified Primary", and Library is set to "UMaine".

7. IMPORTANT: Uncheck the "Remote" check box.

8. Usage type: Select the usage type as defined by Ex Libris: Options are Primary, Modified Primary,  Derivative, and Auxiliary. (The primary is the original copy, modified primary is a version that is changed from the primary but without any data loss, the derivative is, for example, a copy with a lower resolution, and auxiliary is a representation that is supplementary to the main representation, for example, a table of contents).

9. Assign Copyright license, in the "Rights" section, "Copyrights" drop down. If it is unclear which license to use consult with your institution's Specto administrators.

10. Scroll down to the bottom and add the file(s) to the Representation.

A screenshot of a digital repository record entry form showing Representation Details, Rights, and File Details sections. The "Remote" checkbox at the top left and the "Add Files" button under File Details are highlighted in yellow. Selected settings include "Active" status, Usage Type set to "Modified Primary", Library set to "UMaine", and the file input mode set to "Upload".

11. After the file(s) have been uploaded, click on Save in the upper right.

12. At this point the record is complete, but the file(s) do not have thumbnails. The user must go back into the file list and edit them.

13. From the Digital Title record, View Related Data>View Inventory (CTRL+I).

A screenshot of a Dublin Core (DC AP01) metadata record interface for "Replication data for: The cresting wave: Larval settlement and warming sea predict rise and fall of the American lobster harvest". The "View Related Data" dropdown menu at the top toolbar is expanded, with the "View Inventory" option highlighted in yellow over fields detailing abstract, creator, date, and description metadata.

14. From the Inventory pane, select Edit for the Representation to be edited. For the vast majority of Specto records there will be one Representation. Think of these like holdings records for print materials in Alma, they are a specific collection in Specto.

A split-screen software view showing a Dublin Core (DC AP01) record on the left for "Replication data for: The cresting wave: Larval settlement and warming sea..." and an Inventory pane on the right. In the Inventory pane, the "Representation(1)" tab is selected, displaying an entry for Usage Type: Primary with Number of Files: 9. The "Edit" button for this representation is highlighted in yellow.

15. In the Digital Representation Resource Editor select the Files List tab.

A screenshot of the Digital Representation Resource Editor showing tabs for General Information, Files List, Notes, and History, with the "Files List" tab highlighted in yellow. Under the active General Information tab, Properties display Active status, Usage Type set to "Primary", and Library set to "UMaine".

16. The list of files attached to the Representation appear, select the file without a thumbnail and click on the three dots button to the far right.

A screenshot of the Digital Representation Resource Editor showing the Files List tab. A list of uploaded ZIP files is displayed with columns for PID, Creation Date, File Name, Label, and Size. For the first item, the action menu icon (three dots) is clicked and highlighted, displaying a dropdown menu with options including View, Deliver, Download, Thumbnail (highlighted in yellow), Fulltext, Delete, and View hidden.

17. Select Thumbnail.

18. In Thumbnail Management select Generate, and OK.

A screenshot of a pop-up modal titled "Thumbnail Management" overlaid on top of the Digital Representation Resource Editor. The modal displays radio options for "Upload" and "Generate", with the "Generate" radio button selected and highlighted in yellow. A text box for file upload appears on the right, and Cancel and OK buttons are located at the bottom right.

19. Specto will take a bit to generate the thumbnail, so be patient.

20. When complete click on the Save button in the upper right until you get back to the Digital Title record in the MDE. Save and Release (CTRL+ALT+S) and the record will be live in Primo.

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