1. General Information

MOPSEUS is a digital library system based on Fedora-commons which allows the management of digital resources. MOPSEUS is designed to facilitate institutions to develop and maintain their own repositories, giving emphasis on flexibility, interoperability and digital preservation. It is fully accessible via the web (web-based) while the main technologies used are: PHP, Java / JSP, MySQL.

Digital preservation strategy of MOPSEUS follows a set of rules that aim towards a long-term storage and access to the digital items with respect to small and middle-sized institutions. It supports basic functions, namely ingestion, access, storage and data management as well as searching, modifying and purging data.

The content model used in MOPSEUS is very flexible, allowing various ways for structuring items. Thus, the information model followed is independent to its scope to the highest possible extent. This model is as follows:

• All entities in MOPSEUS are digital items.
• A special class of digital evidence, containers, is used in order to organize the information (digital evidence). Containers can be interconnected using semantic connections so that they can form from simple to complex hierarchies of graphs.
• Each digital item can include an unlimited number of metadata and / or digital data files. MOPSEUS supports the use of multiple metadata schemas per digital item.
• Metadata can be depicted either as XML or RDF triples.

Moreover, it allows semantic relationships between items which are imported via graphical interfaces while their definition is simply and easily conducted through the GUI. From the perspective of both users and documentarists, all operations are organized into workflows which are also defined via graphical interface equally easily and simply.

MOPSEUS has successfully installed the following projects:

• European project CARARE (Connecting Archaeology & Architecture in Europeana). (http://store.carare.eu)
• European project 3D-ICONS (3D Digitization of Icons of European Architectural and Archaeological Heritage)
• Library of Panteion University of Social and Political Sciences
• Department of History and Archaeology, University of Athens.

2. System Description

This section is a brief presentation of the system. Please note that in the first two sub-sections, a distinction is made between a normal user and an administrator. The reason for this is that the manager has more capabilities; those capabilities will be further discussed as we move along. From section 2.3 onwards, the actions are common to both an administrator and for a user – documentarist.

2.1. Login as administrator

To be directed to the login page of the system, type [Your_Mopseus_URL] in your browser search bar. Every user with administrator privileges has been given a name (UserID) and a respective code (Password), in order to provide a control mechanism for the operations performed within the system. The user is able to select the "Remember me" option. By selecting this option, the browser will remember user’s credentials in the next session and therefore the user will not have to type in his/her credentials again.

Once the administrator has entered the system, he/she will be directed to the main page. The main page contains all the Centers accompanied by their units as well as the items that have been documented in each unit. Furthermore, the administrator can see the titles of each item per unit by clicking the icon and can add a new item by selecting .

The administrator can browse through sections either by scrolling down using the bar on the right or by selecting the section he/she wants, from the respective center to which it belongs, using the menu on the left.

By selecting the icon , the administrator can see the titles of documents registered in a specific section. For each item it is shown,presented if the documentation is complete () or not () as well as when and by whom the documentation was done.

The administrator is responsible for:

• User management
• Thesauri management
• Literature management
• Semantic documentation management
• Display collections
• Display field

2.1.1. User Management

Through user management, the administrator can add or delete users as well as process their data. Choosing the "User Management" from the menu on the left, a list of all users is displayed.

Selecting a user by clicking on the name or by clicking on the icon , the administrator can see the details. If the administrator wants to add a new user, he/she must select the "Window New User" button. The data he/she needs to fill in are shown in the image below. The data he/she needs to fill in, are shown in the image below.

It is worth pointing out that the manager should be particularly careful in the following points:

• If the user has editing rights on documents or if he/she has only access to their preview.
• If the new user was assigned administrator privileges or not.
• If the user sees all the centers or only a specific center.

2.1.2. Thesauri Management

An additional capability that is provided to the administrator is managing thesauri. During the documentation of the project material, thesauri for the following categories were registered:

• Person
• Place name
• Subject
• Date

The administrator can edit any of the existing terms of a thesaurus or add a new one. Additionally, there is the ability to browse through linked records with a specific term. This kind of browsing shows in which Center a specific record belongs to while the administrator is able to delete the link between a term and a record.

For each one of the above categories, the respective term is described with some specific metadata. This metadata is:

• For the thesaurus of Person, metadata describing each term is the title of the person (e.g. professor, assistant professor, lecturer, etc.), name and surname as well as the type, namely if it is a person or an organization. By changing a value in any of the fields and saving it, the term will acquire these new values.
• For the thesaurus of Place Names, metadata describing each term is the name of the corresponding place, the name of the village, the community, the province, the county, the identifier of the Geonames database, the latitude and longitude of a place name.
• For the thesaurus of Subject, metadata describing each term is the name of the subject, its definition as well as its broader term, if exists.
• For the thesaurus of Date, metadata describing each term is the name of the date, the exact start - end date (year - month -day) of the period described.

2.1.3. Literature Management

Finally, the administrator can manage the entire literature that has been used through the documentation process. The documentation of the literature is based on bibTeX model and the data used to describe it is the title of the document, the date, URL, type (Books, Book Chapters, Articles in journals, Preprints, Articles in conferences, Technical reports, Presentations, Master theses, Doctoral theses, Files, Newspapers, Letters, Inscriptions), the author, the publishing point as well as a summary of the document. The administrator can edit an item of the literature, add a new record or delete an existing one.

Additionally, the administrator can browse through documents linked with a particular literature, checking simultaneously the Center to which it belongs as well as the metadata of the chosen document.

2.1.4. Display Collections

Another service that the system offers to administrators is the option to show specific units - collections. Therefore, by choosing a Unit to be "Non-Active" it means that the items will not be visible to users of the portal. In this way, all items of a collection can be hidden and visible only to the administrator and / or the documentarist.

2.1.5. Display Fields

Finally, another service offered by the system to administrators is the option to display fields per metadata schema. The administrator selects a section of interest (dropdown list on the top right of the screen) and the fields of the particular unit appear. Moreover, by selecting "On", the corresponding field will be visible in the digital repository. This service is very useful in the case that a Center wishes to conceal some information for its records.

2.2. Login as documentarists

To be directed to the login page of the system, type [Your_Mopseus_URL] in your browser search bar (first image). Every user has been given a name (UserID) and a respective code (Password), in order to provide a control mechanism for the operations performed within the system. The user is able to select the "Rememb er me" option. By selecting the "Remember me" option, the browser will remember user’s credentials in the next session and therefore the user will not have to type in his/her credentials again. For system security reasons, it is recommended that storage of such data is performed only on computers on which the user has exclusive access.

Provided that the user credentials are correct, the user enters the system and is directed to the home page. Through the system’s home page, the user has control over the collections that have been documented. The collections are also presented on the left and right part of the screen. When displaying on full screen,the user name and his/her status (online) are shown.

A text box is presented in the center of the screen with general information about the system, while on the right the already registered collections are sorted alphabetically or numerically. Next to the name of each collection, there are icons for viewing items of the collection and for registering new ones.

In order to reduce the information presented, the user can select the icon next to the logo of the system, after removing the left panel.

2.3. Profile Management

The system allows the user to manage his/her profile. Clicking on the user’s name on the top right of the screen, a pop up panel appears where the user can select the "User's Profile" and view a form with his/her data. Through this form the user can process all the available features, except the Username. Also, the user can upload his/her own photo.

2.4. Import and Edit Images

2.4.1. Import

Through the tool Import documents, the user can search his/her computer to find the folders with the digital items, by selecting Scan.

After searching, the new file is added to the list of files on the screen waiting to be loaded. Trigger the loading by selecting the Load option.

Once the loading of the file is done, the user can enter and navigate through the digital items of the collection, through the Browse option.

To import images, the user can upload them via SFTP / FTP using an application. Τhe WinSCP and Filezilla applications will be presented here as example of applications through which you can connect.

• WinSCP

  The user can download the application via the link winscp.net/eng/download.php. After a successful installation of the application (see instructions here), the user must fill in the appropriate information (shown above) to connect.

  
• Filezilla

  The user can download the application via the link filezilla-project.org/. After a successful installation of the application (see instructions here), the user must fill in the appropriate information (shown above) to connect.

  

2.4.2. Create items

2.4.2.1. Create items

After selecting the Browse option, we will be directed to a new screen where the digital items are displayed in its main part. Moreover, in its left side a framework of actions is displayed based on which the start - stop and storage process of the new – to be created - items will start.

The image illustrates the main screen of the process. In this screen four digital items are presented per row (later on we will see how to manage/change the display environment on our own).

To initiate the creation process the user has to press and then he/she has to select the items that will compose the new item. In the image below the user chose the first three images for the composition of the item that will be documented later. Once the selection is complete, the user has to choose . Important Note: The selection is made by clicking each time on the item without using Ctrl.

On the left side of the screen, in the framework of actions the new item appears, with the respective numbering, which can be saved by selecting Save. In the following picture, it is obvious that an item that has been created awaits its integration in a collection and in the unit of a Centre.

To complete the Saving process, the user should select Save in order to be directed to the screen below. In that particular screen, he/she has to select the Center and the corresponding unit and then save again.

The item has now been created and integrated into the set of items of the Center and the unit, which are awaiting documentation, as its state indicates .

2.4.2.2. View Items

The user is able to configure the work environment according to his/her needs. Through the framework of actions, the user can choose the number of images he/she wants to view per row (2-4 images) and the number of images per page (from 25-100). At the same time, in order to improve the browsing experience of the users in the pages of the images, users are able to select the number of the image from which they want to start browsing.

2.5. Documentation Capabilities

2.5.1. Import Item

When the user wants to document a new item he/she should click on the icon from the control panel and he/she will be directed to a list of the existing items. From this list, the user will either select or create a New item (for implementation) in order to start a new record.

The image below illustrates all the required fields that each user has to fill in, according to the documentation instructions (in this case for ΚΕΕΛΓ center).

The icon after each field is used to open a frame of subfields. The user can choose between the options that have been already registered or to add a new one on his/her own, which will be displayed in future registrations. The process ends with clicking the Save option. Similarly, the user can delete an option from his/her list by selecting it and clicking the Delete button.

During the documentation of an item, the user is able to:

• choose whether an item will be in a published state or not. The published state of an item means that the item is accessible and searchable by the user in the digital repository.
• add a new image or delete an existing one. Apart from importing items, during the documentation the user can upload new files or select from one of the folders that have been imported into the system. In this way, the new file will be replaced in the folder or a new folder with the new image will be created.

2.5.2. Import Collection

Through the creation of a new record, the collection in which the item belongs is created as well. Each collection created in this section, will appear on the main page. If the collection already exists, it can be selected or searched from the left half of the frame. Otherwise it is imported from the right frame with the respective fields. Moreover, the use of can create a second field where the user can add new information.

2.5.3. Import Language

Regarding the Import of language, select the appropriate language from a drop-down list.

2.5.4. Import Person

Regarding the Import of persons, the user comes in contact with the following dialog box, in which he/she can insert the corresponding information. The existing information can either be selected from the left or be added from the fields.

2.5.5. Import Date

The insertion of data associated with time is similarly done. The particularity of the field is to add a time event in a broader term. In this context we can set the duration of an event and also to define its type (BC, AD).

2.5.6. Import Place Name

The input box used for inserting information associated with place names follows the above mentioned process.

2.5.7. Import Subject

Similarly, the subject field introduces a subject integrating it or not under a broader term. On the left side of the frame we can see the hierarchies of subjects that we have created but also the remaining available subjects.

2.5.8. Example of a complete record

In the following figure we can see an example of a complete record. The fact that some fields are still empty does not necessarily signify the lack of quality of the record. However, it demonstrates the inability to complete due to the lack of information.

2.6. Semantic Documentation

The documentarist, apart from the documentation of an item, has also the ability to make a semantic documentation of the item. By saying semantic documentation we refer to the interconnection of an item or part of an item with a class of an ontology. The ontology used in the MOPSEUS case is based on the core classes of CIDOC-CRM model. Through semantic documentation, the user can view / manage an ontology as a whole and the related instances of this class. Through viewing, the user can navigate through the data of an ontology while managing includes adding elements or instances of the class as well as modification of an ontology.

The linking of a class with an ontology can be done by:

• a document. For example, the document "Agiotheodoritis, Ioasaf" can be linked to any class of the ontology, identifying an instance for each one of these. The user can scroll to see all the classes of an ontology and respectively the instances he/she has to add, and select the appropriate
• a part of an item. For instance, the term "Event" from the item "Agiotheoritis, Ioasaf" can be linked to the class 'event' of the ontology. Therefore, by selecting the icon from the term Event, a list of all classes is displayed and the user searches for the class Event to make the connection. Subsequently, the users are given the ability to create instances and link them with an item. Choosing one of the classes of the ontology, the documentarist can add an instance of the class and link this particular instance to this item. For example, the documentarist of "Agiotheoritis, Ioasaf” document links the term event with the Event "Signatories of the Metropolitan of Varna Chrysanthou in patriarchal encyclical."