11. Adding Supporting Content

Owned by Julie Wetherill
Last updated: Oct 12, 2022


Overview

In DRS 2, supporting content such as licenses, statutes, risk assessments, Harvard policy, donor agreements, embargo documentation, project documentation, finding aids, thesis certificates, thesis supplements, project methodologies, etc., can be deposited along with the regular content and linked to from the regular content. There are three methods for linking regular content to supporting content:

  • Deposit supporting content to DRS first, in a separate batch.
    • After supported content is deposited, the supporting object URN, DRS ID, or Object Owner Supplied Name can be used to link it to the regular content. Use the corresponding relationships fields in Batch Builder to link regular objects to supporting content when creating a regular content batch.
  • Deposit supporting content to DRS together with regular content with both types of objects being in the same Batch Builder batch.
    • In this case, Object Owner Supplied Name rather than Object URN is used for linking. If placing supporting content and regular content in the same batch, make sure that the supporting objects (the targets of the relationships) are named in such a way that the Object Owner Supplied Name of the supporting object occurs alphabetically before the Object Owner Supplied Name of the object with regular content that is linking to it (the source of the relationship). This is needed because in order for the relationship to be created correctly, the supporting object needs to be ingested into DRS before the regular object. 
  • Deposit supporting content to DRS after regular content. 
    • If depositing supported content after the regular content objects have been deposited to DRS, the relationships between the supporting content objects and regular content objects will need to be created in DRS Web Admin after both types of objects have been deposited. This option is not currently recommended for large volume workflows.

Depositing supporting content into the DRS before regular content

  1. Follow the batch creation procedure in this guide for one of the following DRS content models:
    • Still Image (valid for all rights and supporting documentation objects except THESIS_CERTIFICATE, EMBARGO_DOCUMENTATION and Methodology objects)
    • Document (valid for all rights and supporting documentation objects except Methodology objects)
    • Text (valid for all rights and supporting documentation roles except THESIS_CERTIFICATE and thesis EMBARGO_DOCUMENTATION objects)
    • Audio (only valid for depositing thesis supplements with role “THESIS_SUPPLEMENT” to link to Theses)
    • Opaque (only valid for depositing thesis supplements with role “THESIS_SUPPLEMENT” to link to Theses)
  2. Choose one of the following roles for your supporting objects:

    1. For methodology objects, other project-level documentation such as workflow descriptions, objects documenting reasons for storage restrictions, delivery restrictions and embargos (excluding theses and dissertations embargo documents): 

      • Choose role DOCUMENTATION

    2. For theses and dissertations embargo documents:

      • Choose role EMBARGO_DOCUMENTATION 

    3. For theses and dissertations supplements:

      • Choose role THESIS_SUPPLEMENT 

    4. For theses and dissertations certificates:

      • Choose role THESIS_CERTIFICATE

    5. For donor agreements:

      • Choose role DONOR_AGREEMENT 

    6. For non-OASIS finding aids:

      • Choose role FINDING_AID

    7. For Harvard policy documents:

      • Choose role HARVARD_POLICY 

    8. For license documents:

      • Choose role LICENSE

    9. For statute documents:

      • Choose role STATUTE

    10. For risk assessment documents:

      • Choose role RISK_ASSESSMENT

  3. Process the supporting content batch and deposit it to DRS.

  4. Get the object URN from the batch report (the URN starts with “urn-3:HUL.DRS.OBJECT”). 

  5. In Batch Builder project for main content, enter the supporting object URN(s) into the relevant relationship fields

    • Do this for each individual object in your batch if there are different supporting objects for each main object

    • Do this in object template if the relationships are the same for all objects in the project

  6. Depending on the relationship you need to create enter the following information:

    1. Embargo Rights – Documentation object URN (Embargo Rights block in Content Panel under the Optional tab). Note that Basis value is required when entering the object URN for embargo Documentation object.

      • Select this to link to an object in DRS describing embargo terms

    2. Harvard Policy (Other Rights Documentation block in Content Panel under the Optional tab)

      • Select this to link to an object in DRS that records Harvard Policy

    3. License (Other Rights Documentation block in Content Panel under the Optional tab)

      • Select this to link to licenses and donor agreements in DRS

    4. Statute (Other Rights Documentation block in Content Panel under the Optional tab)

      • Select this to link to government statutes in DRS

    5. Has Documentation (in the Content Panel under the Optional tab)

      • Select this to link to project documentation objects in DRS

    6. Has Methodology (in the Content Panel under the Optional tab) – methodology object can only be deposited as Content Model “Text.”

      • Select this to link to project methodology objects in DRS

    7. Has Supplement Object (in the Content Panel under the Optional tab) – for theses only

      • Select this to link to thesis supplement objects in DRS

  7. Process your batch and deposit it to the DRS

  8. Your objects are now linked to the supporting content

Depositing supporting content into DRS together with regular content

When depositing supporting content and regular content in the same Batch Builder batch, the Object Owner Supplied Name rather than Object URN of the supporting content is used for linking regular objects to supporting objects.

  1. Create batch that includes regular objects and supporting objects
  2. Set file roles for your main content as documented in content model procedures (still image, document, PDS document, etc.)
  3. Choose one of the following roles for your supporting objects (The object roles are located in the Batch Builder Content Panel under optional metadata):
    • DOCUMENTATION (select this role for methodology objects, other project-level documentation such as workflow descriptions, objects documenting reasons for storage restrictions, delivery restrictions and embargos)
    • DONOR_AGREEMENT (select this role for rights objects that are donor agreements)
    • EMBARGO_DOCUMENTATION (select this role if depositing an embargo documentation object to link with a thesis)
    • FINDING_AID (select this role for non-OASIS finding aids)
    • HARVARD_POLICY (select this role for rights objects that represent Harvard policy)
    • LICENSE (select this role for rights objects of a type “license”)
    • RISK_ASSESSMENT (select this role for rights objects of a type “risk assessment”)
    • STATUTE (select this role for rights objects of a type “statute”)
    • THESIS_SUPPLEMENT (select this role if depositing a thesis supplement to link with a thesis)
    • THESIS_CERTIFICATE (select this role if depositing a thesis certificate to link with a thesis)

  4. Make sure that the Object Owner Supplied Name of each supporting object (the target of the relationships) occurs alphabetically before the Object Owner Supplied Name of the main content object to which it is related (the source of the relationship). This is needed because in order for the relationship to be created correctly, the supporting object needs to be ingested into DRS before the regular object and the objects are inserted into batch.xml in alphabetical order. 

  5. Enter  supporting Object Owner Supplied Names (as displayed in Project Panel in Batch Builder) in the following fields in the affiliated regular content objects:
    1. Has Documentation (in the Content Panel under the Optional tab)
    2. Has Methodology (in the Content Panel under the Optional tab) – methodology object can only be deposited as Content Model “Text.”
    3. Has Supplement Object (in the Content Panel under the Optional tab) – for theses only

  6. Process your batch and deposit it to the DRS

  7. Your objects are now linked to the supporting content

Depositing supporting content to DRS after regular content

If depositing supported content after the regular content has been deposited to DRS, the relationships between the supporting content objects and regular content objects will need to be created in DRS Web Admin after both types of objects have been deposited. See Editing relationship metadata (Web Admin) in Web Admin User Guide for instructions. This option is not currently recommended for large volume workflows as relationships in Web Admin can be added only one-at-a-time at present.

Valid content models and roles for rights objects

For any rights objects such as documentation for storage restrictions, delivery restrictions and embargoes as well as donor agreements, Harvard policies, licenses, risk assessments, and statutes, an appropriate object role is required.

The following roles apply to rights objects:
"STATUTE," "LICENSE," "DONOR_AGREEMENT," "HARVARD_POLICY," "RISK_ASSESSMENT," "EMBARGO_DOCUMENTATION," "DOCUMENTATION." 

The following rights object roles can be assigned based on content models:

  • Document object rights roles:
    • Object (may have one or more of the following roles)
      • DOCUMENTATION
      • DONOR_AGREEMENT
      • EMBARGO_DOCUMENTATION
      • HARVARD_POLICY
      • LICENSE
      • RISK_ASSESSMENT
      • STATUTE
  • Still Image object rights roles:
    • Object (may have one or more of the following roles)
      • DOCUMENTATION
      • DONOR_AGREEMENT
      • HARVARD_POLICY
      • LICENSE
      • RISK_ASSESSMENT
      • STATUTE
  • Text object rights roles:
    • Object (may have one or more of the following)
      • DOCUMENTATION
      • DONOR_AGREEMENT
      • HARVARD_POLICY
      • LICENSE
      • RISK_ASSESSMENT
      • STATUTE

When the appropriate role is not specified for the rights objects, the DRS deposit of supporting content will not fail but you will be unable to see the reference to the rights object in rights section of your main object metadata. You will also be unable to add a rights relationship to the rights object in Web Admin.

In the future, validation or rights objects' roles and rights relationship references on ingest will prevent you from depositing a rights objects without valid roles specified. Currently, the depositor should make sure the role is set correctly before deposit, as ingest validation for rights object roles has not yet been implemented.

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