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Assets in the DAMS can be made publicly accessible through the Collections Portal. The portal is a separate computer system providing a ‘view’ on select digital assets, with browsing and search functionality aimed at patrons. Content curators decide which assets can be made publicly available.
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The public URL for a published asset on the Collections portal follows this pattern: https://collections.lib.utexas.edu/catalog/<PID>
What is published?
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Currently, only content stored with one of the following content models can be published to the Collections Portal: Large Image, Book, Issue. |
Large Image
The publishing software component uses a JPEG 2000 (JP2) derivative image that is automatically created from the OBJ datastream upon ingest. The JPEG 2000 derivative is made available to the Collections Portal's IIIF image server, which serves images to the embedded viewer on the Collections Portal asset landing pages.
A subset of the asset's metadata in the DAMS is copied to the search index of the Collections Portal. The publishing software component applies some changes to the metadata during the copying process, to create a more user-friendly display on the Collections Portal. The DAMS metadata remains unchanged, however. Check the metadata technical documentation for a particular metadata element for more information on whether the element is copied to the Collections Portal and how the data is transformed in the process.
Book/Issue
Book and Issue assets in the DAMS consist of an asset representing the entire analog object (book or issue), and of associated child assets that represent pages.
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A subset of the book/issue-level asset's metadata in the DAMS is copied to the search index of the Collections Portal. The publishing software component applies some changes to the metadata during the copying process, to create a more user-friendly display on the Collections Portal. The DAMS metadata remains unchanged, however. Check the metadata technical documentation for a particular metadata element for more information on whether the element is copied to the Collections Portal and how the data is transformed in the process.
Public Access
Publicly accessible content and metadata is available to anyone on the internet. It can for instance be shared, downloaded, copied and indexed by search engines or metadata aggregators. Per Policy, Content Curators have to make sure that assets and their metadata are intended and suitable for public access, given copyright status, privacy rules and other applicable standards and regulations.
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- Public Access: Allow the whole world see the object images and metadata for an asset
- Metadata Only: The Metadata is the only component of an asset that will be visible to the world
Requirements for publishing assets
The publishing software component performs a number of checks on a DAMS asset to determine if it can be published. Publishing will succeed if the following requirements are met:
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- Asset has either a valid creation date (dateCreated) or issuance date (dateIssued)
- Asset metadata value for the name of the content language is contained in the list of Reference Names specified by ISO 639-3
- Asset metadata value for the repository name is contained in the list specified in the documentation
JPEG2000 Derivative
A JP2 datastream will be necessary for any asset to be able to be published to the front end. The DAMS will automatically generate a JP2 datastream upon ingest for book page images, publication issue page images, and large images. The publication process will not succeed if no JP2 datastream is present.
Mandatory MODS elements
See the documentation on mandatory MODS elements on the Wiki. The publication process will not succeed if mandatory elements are missing.
Valid Date
If a dateCreated or dateIssued date is valid, then a keydate will be generated from it. However, if either value is "undated" that will also be acceptable.
Valid Language
The publishing process checks the names of languages against the list of language Reference Names provided by SIL: https://iso639-3.sil.org/code_tables/download_tables.
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If the asset does not contain linguistic content, use "not applicable" (no capitalization).
Valid Repository
Acceptable values for the Owning Repository field (physicalLocation):
- Alexander Architectural Archives, University of Texas Libraries, The University of Texas at Austin
- Architecture and Planning Library, University of Texas Libraries, The University of Texas at Austin
- Architecture and Planning Library Special Collections, University of Texas Libraries, The University of Texas at Austin
- Benson Latin American Collection, LLILAS Benson Latin American Studies and Collections, The University of Texas at Austin
- Fine Arts Library, University of Texas Libraries, The University of Texas at Austin
- Human Rights Documentation Initiative
- Perry-Castañeda Library Maps, University of Texas Libraries, The University of Texas at Austin
- Primeros Libros
- Walter Geology Library, University of Texas Libraries, The University of Texas at Austin
- University of Texas Libraries, The University of Texas at Austin
How to publish an asset
Manual publishing
- Navigate to the DAMS landing page for the asset you want to publish.
- Click on the "Manage" tab.
If the asset has a content model that allows for publishing, you will see a grey button labeled "Publish".
If the asset is already in published status, the button will be labeled "Unpublish". Click on the button labeled "Publish".
A green message box will appear, saying that your publish request has been sent.
The publishing button's label will change from "Publish" to "Unpublish".
You will receive an email message with information about the status of your publish request.
The asset will be accessible on the Collections Portal under the URL https:// collections.lib.utexas.edu/catalog/<PID>Warning Possible status email loop!
DO NOT submit another publishing request until your previous publishing request has finished.
Depending on the size of the asset being published, the publication process can take several minutes, especially for paged content. Check the criteria listed above or under "Verifying publication".
Note You should receive a status notification approximately 15 minutes after pressing the "Publish"/"Unpublish" button. The notification contains either an error message or a confirmation that the publish request was processed successfully.
If you do not receive an email within ca. 15 minutes, please submit a trouble ticket to the DAMS managers.
Batch publishing
If you want to publish larger numbers of assets (>10), please submit a service request with the DAMS managers.
Please include a list of PIDs of the assets that are ready for publication. This could be a status email for a successful batch ingest. You can also use the Python script for generating an asset status report to create a list of PIDs. The script is available from the following URL: https://github.austin.utexas.edu/mmh4428/dams_user_tools
Verifying publication
To verify that your publication worked, go to https://collections.lib.utexas.edu/ and check if you can search and access your published item. The public URL for a published asset follows this pattern: https://collections.lib.utexas.edu/catalog/<PID>. Ensure that no images are visible if you published metadata-only records. Check that your data is what you want it to be. If you need to change your metadata then simply edit your MODS in the DAMS, un-publish the item and re-publish to make those changes visible to the world.
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If you need to check the publication status of multiple assets in a subcollection, you can use a Python script to generate an asset status report. You can find the script under the following URL: https://github.austin.utexas.edu/mmh4428/dams_user_tools
How to unpublish an asset
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Unpublishing assets will result in an error message when a user tries to access the Collections Portal landing page of a previously published asset. Unpublishing assets permanently should be avoided, unless there is serious reason to do so (e.g. copyright infringement or severe privacy concerns). In this case, consider re-publishing an asset as a metadata only record to keep the Collection Portal URL accessible. |
Manual unpublishing
- Navigate to the DAMS landing page for the asset you want to unpublish.
- Click on the "Manage" tab.
If the asset has a content model that allows for publishing, you will see a grey button labeled "Unpublish".
If the asset is already in unpublished status, the button will be labeled "Publish". Click on the button labeled "Unpublish".
A green message box appears, saying that your request has been sent.
You will receive an email message with information about the status of your unpublish request.Note You should receive a status notification approximately 15 minutes after pressing the "Publish"/"Unpublish" button. The notification contains either an error message or a confirmation that the publish request was processed successfully. If you do not receive an email within ca. 15 minutes, please submit a trouble ticket to the DAMS managers.
Batch unpublishing
If you want to unpublish larger numbers of assets (>10), please submit a service request with the DAMS managers.
Please include a list of PIDs of the assets that need to be unpublished. You can use the Python script for generating an asset status report to create a list of PIDs. The script is available from the following URL: https://github.austin.utexas.edu/mmh4428/dams_user_tools
Purging a Published Asset
If an asset is published, then users will not be able to purge the object until the asset is unpublished successfully.
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