2. europeana
cloud
Ingestion Clinic
Chiara Latronico
Operations Officer, The European Library
Marian Lefferts
Executive Manager, CERL – WP4 Leader
Europeana Cloud Ingestion Clinic: 19-21 June, 3 July, 2013

3. Agenda
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Ingestion process step by step
Ingestion plan broken down per provider
Rights documentation (Europeana Pro)
Other topics:
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Thumbnails
De-duplication
Sets and subsets
Catalogue records vs digital objects
Collection descriptions
 Providers experience and questions

4. The European Library Portal

5. The European Library: Ingestion
Workflow
Preparation Work
Content ingestion questionnaire
Ingestion plan
Sample records to ingest
Datasets ready for harvesting
Create case in CRM: case # to provider
Step by Step
Harvest metadata
Enhance metadata
Index in acceptance portal
Communicate with data provider
Live index = live portal
Deliver to Europeana
Enhance and publish in Europeana

6. The European Library: System
Architecture

7. Harvesting: Repox

8. Harvesting: Repox

9. Ingestion: UIM Loading

10. Ingestion: UIM Validation

11. Ingestion: UIM Validation

12. Ingestion: UIM Validation

13. UIM Validation: Record in Portal

14. UIM Validation: Record in Portal

15. UIM Validation: Records in Portal

16. Validation: Acceptance Portal

17. XSLT to Internal Object Model

18. Ingestion: UIM OAI-EnrichmentAcceptance

19. Ingestion: UIM OAI-EnrichmentAcceptance

20. Validation: Acceptance Portal

21. Dataset in Acceptance
 Create an account on
http://www.theeuropeanlibrary.org/
 Use credentials to sign in to acceptance
http://www.tel.ulcc.ac.uk/acceptance/
 Validate data using tabs
 Default
 Dublin Core
 (Soon) EDM

22. Validation: Acceptance Portal

23. Acceptance Portal:
Communication
 When a dataset is in acceptance
 Communication with data provider
 Fixing dataset if needed
 More commination until provider
gives approval to publish
 Data provider accepts dataset
 Dataset ready for The European Library
live index

24. Ingestion: UIM Index to Publish

25. Live Index: Live Portal
 When a provider accepts dataset
 Dataset ready for live index
 Dataset indexed into the live portal
 It takes from 1 day to 1 week for a
dataset to be searchable in The
European Library live portal
(this is variable and changes due to circumstances)

26. Dataset Live in Europeana
When a provider accepts a dataset
 Dataset delivered to Europeana
 Dataset searchable in Europeana by
following quarter
 Dataset published live in Europeana
 E-mail to provider with link to dataset into
Europeana portal

27. SugarCRM: eCloud Ingestion Plan
eCloud Ingestion Plan Report

28. eCloud Ingestion Plan: Hangout # 1
19 th June
1. National Library of Technology (NTK), Prague
Three datasets scheduled for Q2 2014
Delivery to The European Library: April 2014
In Europeana by Q3 2014
2. ULB
Five datasets scheduled for Q4 2013
Delivery to The European Library: October 2013
In Europeana by Q1 2014
3. DIALNET
Two datasets scheduled for Q1 2014
Delivery to The European Library: January 2014
In Europeana by Q2 2014

29. eCloud Ingestion Plan: Hangout # 1
19 th June
4. Tilburg University
One dataset scheduled for Q1 2014
Delivery to The European Library: January 2014
In Europeana by Q2 2014
5. OAPEN
Two datasets scheduled for Q2 2013
Delivery to The European Library: May 2013
In Europeana by Q3 2013

30. eCloud Ingestion Plan: Hangout # 2
(21 st June)
1. University of Edinburgh
Ten datasets scheduled for Q4 2013
Delivery to The European Library: October 2013
In Europeana by Q1 2014
2. DANS
Three datasets scheduled for Q3 2013
Delivery to The European Library: July 2013
In Europeana by Q4 2014
3. UNIBI
One dataset scheduled for Q3 2013
Delivery to The European Library: July 2013
In Europeana by Q4 2014

31. eCloud Ingestion Plan: Hangout # 2
(21 st June)
4. VU University
Nine datasets scheduled for Q3 2013
Delivery to The European Library: July 2013
In Europeana by Q4 2013
one dataset scheduled for Q1 2014
Delivery to The European Library: January 2014
In Europeana by Q2 2014
one dataset scheduled for Q3 2014
Delivery to The European Library: July 2014
In Europeana by Q4 2014
5. Wales
One dataset scheduled for Q1 2014
Delivery to The European Library: January 2014
In Europeana by Q2 2014

32. eCloud Ingestion Plan: Hangout # 3
(3 rd July)
1. Bavarian State Library
One dataset scheduled for Q4 2013
Delivery to The European Library: October 2013
In Europeana by Q4 2013
2. Debrecen University Library
Three datasets scheduled for Q1 2015
Delivery to The European Library: January 2015
In Europeana by Q2 2015

33. eCloud Ingestion Plan: Hangout # 3
(3 rd July)
3. HAZU
Twenty-eight sub-sets scheduled for Q4 2013
Delivery to The European Library: October 2013
In Europeana by Q1 2014
One sub-set scheduled for Q2 2014
Delivery to The European Library: April 2014
In Europeana by Q3 2014

34. eCloud Ingestion Plan: Number of
Records
Records promised = Records delivered
Number of records promised needs to be the same of the
number of records delivered to The European Library
If a data provider cannot deliver the record promised
 The Collections Team needs to be informed soon
If a data provider has more records to deliver
 It’s good news and we will be happy to ingest more
Deliverable D4.1 (containing the ingestion schedule) is available
on Basecamp and can be accessed by everyone

35. Europeana Pro Website
Europeana Pro is the Europeana Professional website
http://pro.europeana.eu/
Here is possible to find
Information about projects
News
Discussions
Technical documentation
 For data provider to make metadata
 Europeana rights information

36. Europeana Rights on Europeana Pro
Europeana Rights...
Define the rights to the digital object
A definition is mandatory for each record
Can be inserted into the metadata
Can be sent via email (if the same statement is
appliccable for each record)
There are 12 rights statements to choose from
 2 Public Domain
 6 Creative Commons Licenses
 4 Europeana Rights Reserved Statements
Europeana Rights on Europeana Pro website
http://pro.europeana.eu/web/guest/available-rights-statements

37. Other Topics
Thumbnails
Are not mandatory but they enrich the collection
Can be inserted into the metadata
A pattern to thumbnails can be sent via email

38. Other Topics
De-duplication
If two or more of your datasets share the same records,
the data provider needs to
Inform the Collections Team
Help us to identify a pattern to de-duplicate records
Or give us a list of identifiers to work with
The European Library portal clusters similar records
But Europrana does not accept duplications

39. Other Topics
Sub-sets
If a dataset is made up of
several sub-sets, the data
provider needs to
Inform the Collections Team
Because tables and Ingestion
Plan might need to be updated

40. Other Topics
Catalogue records and digital objects
A catalogue record (bibliographic info) is recommended for each
record
A link to a digital object is mandatory for each record
Link to digital objects need be inserted into the metadata
Europeana does not accept records without links to digital
objects

41. Other Topics
Example of record with no catalogue records or digital objects

42. Other Topics
Collection descriptions
A data provider could enrich a dataset by sending us a
collection description
It would appear on the collection level page in The European
Library portal
It would improve retrieval of a dataset on Google search
It supports data analysis for Content Ingestion Strategy
A few examples
Picture Archives and Graphics Collection, Austrian National
Library
Alba amicorum from the Koninklijke Bibliotheek, National
Library of the Netherlands
Digital Periodicals and Newspapers, National Library of
Spain

43. Other Topics
Providers experience
Comments about time table?
Special issues regarding your own datasets?
Assistance in preparing the data?
Issues with number of records?
Questions?

44. Thank you!
For every questions or feedback contact
collections@theeuropeanlibrary.org
Chiara Latronico
Chiara.Latronico@kb.nl

45. www.theeuropeanlibrary.org