5c. Access via the Digital Library

The University Library hosts a local digital library system for providing access to digital materials held in the Medusa Digital repository. Please note that before making materials available on the Digital Library, you will need to obtain editing permissions for both Medusa and the Digital Library. For more information, please see the Permissions page.

• • Log in to Medusa and navigate to the Collection record you would like to make available.

  • Navigate in Medusa to the image or file that you want to use as a preview of the collection in the Digital Library. Copy the UUID for that file from "File Information."

  • Return to the main collection record in Medusa. Click on the "Edit" button to edit the collection metadata.

  • On the "Descriptive Metadata" tab, check the box labeled "Open collection metadata to public list of collections," and paste the UUID of the collection's preview file in either the "Representative Image" or "Representative Item" box.

  • Make sure that the link to the Archon physical collection record is provided in the "Physical Collection URL" box in the "Descriptive Metadata" tab.

• Now log in to the Digital Library.

• Navigate to the backend of the Digital Library by clicking the dropdown arrow by username in top right of the page and choose "Administration"

• Click on "Collections" from the top menu.

• Click on "Index Collections Metadata from Medusa" at the top right. After a few minutes, you should be able to filter your search on the Collections page to find the newly added collection.

• Find the collection you have added by searching title, and click the title to open that collection's page on the Digital Library. Note: You can only search by title, the Digital Library does not recognize Record Series numbers.

• In the Local Info box, click the "Edit" button in the upper right corner. (You will want to have Medusa open to the same collection for steps 11-17.)

• Select the package profile. This will generally be Free-Form, but in certain circumstances if may be necessary to use Compound Object. For more information on package profiles, see the Digital Library Package Profiles page.

• In Medusa, navigate to "File Group: Content" and click on the "Metadata" button.

• Copy the UUID number from the middle section. (e.g., 7952e790-9e58-0131-4a3e-0050569601ca-e)

• Return to the Digital Library and paste the UUID in the "Medusa File Group UUID" field.

• Back in Medusa, click on the Record Series number.

• Navigate into the online directory.

• Copy the UUID number listed under "Director: Online".

• Return to the Digital Library and paste that UUID in the "Medusa Directory UUID" field.

• • Next, select the metadata profile. For Archives collections, this should always be the Archives General Metadata Profile.

  • Select the rights statement that most closely matches the one used in the Archon digital object. See rightsstatements.org for definitions.

  • Click "Save Changes" and box will close.

  • Once you are ready to make the files public, navigate to "Access" tab, click "Edit", and check the "Published" box . The "Publicize Binaries" box should be checked as well.

  • Next, click on the "Objects" button at the top right.

  • On the "Objects" page, click on "Import" at the top right. This will prompt the Digital Library to pull files from Medusa to display.

  • A pop-up window will appear. Make sure that "Create" is selected and the two boxes below are selected. ("Extract embedded file metadata into DLS metadata" and "Extract creation data from embedded file metadata")

• • Wait a few minutes (or longer if the collection is particularly large), and then refresh the page to see the items.

  • Click on "Public" and "View" to see the publicly accessible collection page.

  • Copy that URL and add to the Archon Digital Object under the field "Content URL."

Additional Notes: Re-structures

If you complete a re-structure of a file group in Medusa that is also published at the digital library and the file structure changes, then the UUID that you put in the digital library for the "online" access folder will no longer be the same. This means that the UUID of the new file location needs to be changed on the administrative side of the digital library. To make this happen, a few steps need to be followed:

• Purge the files from the Digital Library for the Record Series. If you do not have permissions to do this, please reach out to Patricia Lampron (lampron2@illinois.edu)

• Go into Medusa and navigate to the online file for the collection and copy the UUID for that location.

• Paste that UUID into the "Medusa CFS Directory UUID" field like you would when you typically publish a collection to the Digital Library. You do this by editing the collection (as shown below)

• Go through the steps to publish to the digital library again, and confirm that the file structure does reflect the changes you made.