Editing rights metadata (Web Admin)

Owned by Julie Wetherill
Last updated: Feb 09, 2023
6 min read

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Overview

DRS2 supports rights metadata that specifies the terms and restrictions on stored content. Rights metadata is optional and should be applied to objects and files as needed.

Rights metadata can be applied by a depositor using Batch Builder or by a curator using Web Admin. This section describes how to add rights metadata to objects and files using the DRS2 Web Admin.

About rights metadata

Rights metadata can be found under the Rights tab for objects and files.  Rights metadata is a set of fields collectively known as a rights segment.  More than one rights segment can be present if there is more than one rights basis, rights document or restriction that applies to the content.

If you need to document multiple restrictions (i.e. content needs secure storage and a delivery embargo), you will need to create separate rights segments for each restriction.  The same is true if there is more than one rights basis or documentation that applies.

Each rights segment includes these parts:

  • Rights basis: the statute, license, policy, etc. that is the basis for the rights granted and any restrictions associated with the content.  Possible values include:
    • Harvard policy: Rights and restrictions that derive from Harvard policies (e.g., “Vote of the President and Fellows of Harvard College, October 3, 1988”).
    • License: Legal agreement between two or more parties (e.g., contracts, donor agreements).
    • Risk assessment: Rights and restrictions that arise from a curator's judgment (e.g., risk assessment in the absence of specific license, statute, or policy).
    • Statute: Governmental regulations and laws (federal, state, city, etc.).
  • Rights document: includes two components:
    • A link to a document already stored in the DRS that documents the selected rights basis.  The pull-down list of rights documents (identified by object owner supplied name) is limited to documentation stored in your owner code.  For the characteristics of rights documentation, see Preparing rights documentation for deposit.
    • Rights document note: Free text note if additional information about the basis documentation is needed.  For example, add a note to identify the applicable section or regulation within a document.
  • Restrictions that apply to the content as derived from the basis.  Restrictions are available only when applicable – the list of possible restrictions is conditional based on the object content model or file type.  For example, the restriction “download prohibited” will only be available for audio files.

This value is available at the object level:

  • Embargo:  Indicates a delivery embargo on the content.  Select this value and you will be prompted to supply start date, duration and/or end date of the embargo.

Note that selecting a delivery embargo does not result in automated action. Curators must still set the DRS access flag appropriately.

These values are available at the file level:

  • Download prohibited (audio files only).  Select this value and the audio content may be streamed or rendered, but it will not be provided to the user as savable content.
  • Maximum image delivery dimension (JPEG200 image files only).  Select this value and you will be prompted to supply the maximum pixel size for the longest dimension.  The Image Delivery Service will restrict delivery of this image to the specified maximum dimensions.

How to limit still image delivery size

You can assign file-level rights metadata that will limit the maximum size of a JPEG2000-based delivery still image delivered by the Image Delivery Service (IDS).  By default, the maximum size IDS can deliver is 2400 pixels in the longest dimension.  For example, if a donor agreement or license restricts delivery size below this default, use file rights metadata to set a lower maximum size.

Documentation for the rights basis (for example, donor agreement or license) needs to be stored in the DRS before following this procedure. See Preparing rights documentation for more information. When following this procedure, have ready the owner supplied name of the document -- OSN is used to identify these objects in the rights document pull-down list.

  1. Display the file’s summary page and select the Rights tab (on the left).
  2. Click + add rights block to create a new rights segment.
  3. Select the rights basis (required).  This indicates the type of rights document (license, policy or statute) that is the basis for restricting delivery size.  Or select risk assessment if this restriction arises from the curator’s judgment.
  4. Select the rights document (required if basis is license, policy or statute).  The pull-down list displays the object owner supplied name of eligible documents in your owner code. See Preparing rights documentation for information on eligibility requirements.
  5. Enter the maximum image delivery dimension.  Add an integer that indicates the maximum pixel size of the image’s longest dimension. 
  6. Click the Save changes button to commit this change.  If the Save button is not active (green), click once anywhere on the form to activate it.

How to prohibit download of audio or video files

You can assign file-level rights metadata that will prohibit download of an audio or video file.  This prohibition will allow streaming delivery of the audio or video but will prevent it from being provided as savable content.  For example, if you acquire digital audio accompanied by a license that prohibits download, use file rights metadata to enforce this requirement.

Documentation for the rights basis (for example, donor agreement or license) needs to be stored in the DRS before following this procedure.  See Preparing rights documentation for more information.  When following this procedure, have ready the owner supplied name of the document -- OSN is used to identify these objects in the rights document pull-down list.

  1. Display the file’s summary page and select the Rights tab (on the left).
  2. Click + add rights block to create a new rights segment.
  3. Select the rights basis (required).  This indicates the type of rights document (license, policy or statute) that is the basis for restricting delivery size.  Or select risk assessment if this restriction arises from the curator’s judgment.
  4. Select the rights document (required if basis is license, policy or statute).  The pull-down list displays the object owner supplied name of eligible documents in your owner code. See Preparing rights documentation for information on eligibility requirements.
  5. Check the Download Prohibited box. 
  6. Click the Save changes button to commit this change.  If the Save button is not active (green), click once anywhere on the form to activate it.

How to indicate a delivery embargo

If access to content needs to be prohibited for a fixed period of time, you can specify the embargo delivery restriction.  This restriction is applied in object-level metadata. 

Note that embargo metadata is informational and there is no automated system action associated with it.  To enforce the embargo, you will need to set the DRS access flag for deliverable files to “N” (no access). 

Documentation for the rights basis (for example, Harvard policy, donor agreement or license that specifies the need for an access embargo) needs to be stored in the DRS before following this procedure.  See Preparing rights documentation for more information.  When following this procedure, have ready the owner supplied name of the document -- OSN is used to identify these objects in the rights document pull-down list.

  1. Display the object’s summary page and select the Rights tab (on the left).
  2. Click + add rights block to create a new rights segment.
  3. Select the rights basis (required).  This indicates the type of rights document (license, policy or statute) that is the basis for restricting delivery size.  Or select risk assessment if this restriction arises from the curator’s judgment.
  4. Select the rights document (required if basis is license, policy or statute).  The pull-down list displays the object owner supplied name of eligible documents in your owner code. See Preparing rights documentation for information on eligibility requirements.
  5. Select the embargo restriction.
  6. Specify a Start date (yyyy-mm-dd) and either a Duration or End date (yyyy-mm-dd).  Click the Calculate embargo button and the system will fill in the third value. 
  7. Click the Save changes button to commit this change.  If the Save button is not active (green), click once anywhere on the form to activate it.

Adding a review date or note

A review note or review date is optional metadata that indicates the need for further review of the content.  Review metadata is perceived as related to rights metadata, so it is located on the rights tab of an object or file.  You can search for objects or files by review date or keywords in review note, but in this release there is no automated functionality associated with either value. 

To add a review date or review note:

  1. Display the object or file summary and select the Rights tab (on the left).
  2. Click + add review date to create a new Needs Review segment.
  3. Click into the review date field to open a calendar and select a date.  Or, press Escape to close the calendar and input the date manually (format must be MM/DD/YYYY).
  4. Click into the review note field to add a free text note. 
  5. Click the save changes button to commit this change.  If the Save button is not active (green), click once anywhere on the form to activate it.

Preparing rights documentation for deposit

When the rights basis value is license, statute, or Harvard policy, a pointer to rights documentation stored in DRS is required.  You can point to rights documentation deposited under your owner code or under the H.LIB.SHARED owner code that is accessible to all owners.

The rights documentation that you deposit should:

  • Be in the image, text, or document (pdf) object content models.
  • Be assigned one of these roles:
    • Donor agreement
    • Harvard Policy
    • License
    • Statute
  • Have a meaningful object owner supplied name (OSN is used to identify these objects in the rights document pull-down list).
  • Have descriptive metadata such as:
    • Title of license, policy, statute
    • Licensed product name
    • Citation of policy or statute
    • Issuing authority/jurisdiction or contractual partner
    • Effective date
    • Summary description