Logging In Part 3.1 Part 3 Getting started 3.1 Logging on to VITA

Logging In Part 3.1 Part 3 Getting started 3.1 Logging on to VITA

Part 3


Getting started

Logging on to VITA

Access the logon page at: http://data.ourontario.ca/

Enter your username and password. Usernames and passwords are assigned by your site and agency administrators.

Click on Login button

Note: links to the Our Ontario Toolkit Network (“Connect”) and Live Chat support (“Get help”) are both available on this screen as well as a link to find out more about Our Ontario.

Without appropriate permissions, you will not be able to log into any of the

“Aternative Databases” linked from this screen.

Logging In Part 3.1

If you are managing data in multiple agencies, you will be presented with a list of agencies. Select the agency whose collection content you are planning to work on.

If you work with a single agency, you will be delivered immediately to the main menu of that agency.

Logging In Part 3.1

3.2 Adding Records

The process for adding collection items is to add a record with or without a digital file, create the metadata record and associate other files with the record. The following is the basic add record procedure. If you are working with newspaper content (publication profiles, issues, articles/clippings and Birth Marriage & Death index records) see the VITA Newspaper Content Management manual for more specific instructions.

3.2.1 Add Record with Digital File

Once you click on the login button or agency name, you will be presented with the Main Menu.

Choose the option – Add Record and upload file from the Main Menu.

On the Add record screen, enter the following data:

Title - Enter a working title for the metadata record you are creating. The title can be edited at any time.

Media type - Choose the media type of the object file you are going to

describe. Default options may include image, text, video, audio, newspaper, or genealogical resource. Please note that the site administrator can select

the default media types to appear on this screen. The media type you choose here will dictate the template for input fields used to enter data.

Uploading a Digital Object Part 3.2

Common Media Types include: o Image o Text o Video o Object o Audio o Newspaper o Genealogical Resource

For example: If you are describing a postcard, the primary media type would be “Image” and you can select “Text” as secondary media type once your record is established (see next steps). If you are uploading an audio file of an oral history, for example, upload the audio file first and select media type and category “Audio” then associate another file with the record and upload the image file that will represent the oral history once the record is established.

Choosing the right media type and category at this stage affects what transformations are applied to the file you are uploading, and how this file will be served to the end-user.

Category – The category determines how the system will handle and display the file you are uploading. I.e. the tool will resize an image file to thumb+reg+full display sizes if the appropriate category is selected and the tool is “allowed” to resize; text, audio and video files must have matching media types and categories. See below for more information.

Remember: you can later replace the files in this category for each record.

Options include: o Thumbnail + Regular + Full o Thumbnail + Regular o Thumbnail (Only one allowed) o Regular (Only one allowed) o Full Image (Only one allowed) o Reverse (Only one allowed) o Stereoview (Only one allowed) o Detail (Multiple allowed) o Not for Public Display (Multiple allowed)

Note: When you just want to display the file in the system, but not for the public discovery or display in the VITA site—

do not use in place of making a record Public or Non-Public o Audio (Multiple allowed) – audio file is associated with record o Video (Multiple allowed) – video file is associated with record o Page (Multiple allowed) o Text file (Multiple allowed)

Uploading a Digital Object Part 3.2

Label – If you chose one of the following Category options: Reverse, Detail,

Not for Public Display, Audio, Video, Page, or Text file you may add a brief

(<50 characters) descriptive label that displays in the right hand navigation bar.

Change file size – This field applies only to Image files.

If you leave the selection at Yes, the image will be resized on the server according to the default values set up for your agency (organization).

If you select no, the image file will not be resized.

Image files that are not JPEG format will automatically be converted into a

JPEG for web delivery and hosting by Our Ontario.

File - Browse your computer for the digital object file that you are going to upload. Upon selecting the file, the uploader starts to work automatically.

Once the file is at 100%, a “Continue…” button will appear in the bottom right of the screen. Click this to move to the next stage.

Uploading Video and Audio Files:

• Upload the audio or video file and select “Audio” or “Video” as the Media type and category

• In the File/Tech data screen, select “Associate another file with this record” and add a still image that will represent the audio or video file and select the “Thumb+Regular” category*

*optional for streaming (FLV) video files (see Plus Plan manual)

Uploading PDFs:

1. To display individual pages of any multipage object saved as a PDF, the file needs to be split. Select “Yes” for the Split PDF option.

2. Upload all PDF objects as media type “Text” and Category “Text” to auto-generate a thumbnail and regular display image from the first page.

3. Full text will be automatically extracted during upload.

For more information about uploading PDFs and associating full text, see the

Text Object Management manual.

3.2.2 Adding a Record Without a Digital File

Use this option to create a record for a fragment of a larger part of your collection, like a clipping from a publication—i.e. to create a record without a

Uploading a Digital Object Part 3.2

scan or digital file. For more information, see Publications and/or the Text or

Newspaper Content Management manual.

Uploading a Digital Object Part 3.2

Part 4 Creating records in VITA

The basic data-entry template is divided into eight screens:

 Display – displays how the record will look in the public interface

 File/Tech – details the file list and information about each file associated with the record (e.g. File size, location, etc.) and input areas for technical metadata

 Descriptive – data elements that describes the intellectual content of the digital object, and assists with the discovery of the object

 Geographic – lists quick pick locations for collection and location input box with preview in Google Maps (if applicable)

 Administrative – data elements that facilitate the management of the digital object and capture non-public information

 Groups – for adding objects to existing groups and adding new groups

 Links – for adding links to display with the object

 Delete – offers the option of deleting the object from the index (Level 2 and higher)

Options available on more than one screen include:

Record ID – on all screens except Display and Delete the record title is followed by the record ID number. This helps isolate and identify records to enable fast searching from the main menu via the Record ID search box.

Update Record Button – immediately updates the record to include the latest data that you have input. Update the record whenever you enter information in a data field or once you have finished entering the information on a given screen. Preview the updated record as it would appear to an end-user by viewing the record in the Display screen. Always update record before moving to a new screen.

Public Display – denotes whether the record is available on the public site. If yes, the record is available to end-users; if no, the record is only available to internal users of your organization who have login access to

VITA software.

Creating Records in VITA Part 4

Helpful reminders - highly recommended data elements will appear on the top of the screen if they have not been completed.

Creating Records in VITA Part 4

4.1 Display screen

This screen allows you to view the record you are editing as it will appear when displayed to end-users. You can view the display screen at any time during data entry.

Alternate Views: enables you to open the metadata file for the individual record you’re working on for export into other systems. Remember that a complete data export of all your agency records can be accomplished through the Agency

Management screens (See the Site Administration Manual).

Display Screen Part 4.1

4.2 File/Technical data screen

The File Details list shows the digital files associated with the record and how they are organized by display category.

Digitization Details offers input boxes for tracking technical information about the digitization process. This technical information is for data management purposes only and is not made public.

Note: the options on the left side of the screen vary according to what stage you have reached in adding files.

If you do not add a thumbnail file, VITA will associate and display a generic image for the record’s media type. This process is not tracked on the File/Tech data screen. For more information about default icons and graphics, see the

VITA Site Administration Manual.

File/Tech Data Part 4.2

4.2.1 File Summary

File details are automatically generated as files and file types are associated with a record.


• “File exists” provides the location of the digital object file.

• “OCR / full text” is a snippet of the text that is associated with the image file (if available).

• “Zoomify: files available” indicates that a zoomify file is associated with an image file and will offer up the zoomify display with optional JPEG view to users on the pubic side.

File/Tech Data Part 4.2 File Order

For objects with up to 20 files, order them by clicking and dragging the

“sort” icon up or down the list. This will commit your changes.

For objects with more than 20 pages order the pages using the numeric input boxes o Click the Update File Order button to commit your changes.

File/Tech Data Part 4.2 File Details/ Edit

To add, review or edit details associated with a file, click “Details/Edit” at the end of the File URL

File Details/Edit Screen

File/Tech Data Part 4.2

Label: Any label information will be carried forward from the Add Record screen.

Edit Labels here.

Label (extension): Use this to distinguish a labelled page as something else, like Title Page, or Index. The file display will include a colon and the extension label (e.g. 1 : Title Page).

Category: The category displayed here reflects either the category selected on the Add Record screen (e.g. Text, Detail, Full, Regular, etc) or will be automatically populated during a batch upload of pages (i.e. Category: Page).

File: The digital file name, File Size in bytes and pixels, and File type.

Original File Name: The name of the file uploaded to the tool from your hard drive. This is key information for mapping between the digital object online in

VITA and your copy of the digital file.

Put in Public Display?

Default is “Yes”. Use this option to manage files that are not meant for public display such as specifically sized details files, or the text files associated with an object where you do not want the text file to be displayed, but want the content to be indexed for full text discovery.

Is this corrected OCR?

If your full text is correct (i.e. edited for correct spelling, etc), select “Yes”. This allows the text from your page to be added to the index that drives the “Did you mean?” search help for end users.

Whether you select Yes or No, the full text displayed on this page is used for full text searching (see Index the text in this file?).

Index the text in this file?

This allows you to select which of multiple text files will have their content indexed for full text discovery. E.g. if you upload a PDF object, the text will automatically be extracted if possible, but you can upload a DOC file with the corrected or complete text, then select “No” for the PDF and “Yes” for the DOC, and only the DOC file content will be indexed for full text, page-level results.

Full Text: Any full text that is auto-extracted from the uploaded object or any uploaded .txt, .doc., .rtf, .pdf or .xls files will appear in this input box; use this input box to manage, edit or review full text. This full text will not display in the public details of the object. There is a 1 million-character cap on what will be displayed in this area; if the character count exceeds this, you will not have editable access via this screen.

File/Tech Data Part 4.2

To overwrite full text in the index, replacement text must be input i.e. leaving the full text box empty and reindexing will not overwrite the original text. Add non-searchable text (e.g. alkdh foihf,smnd) so that end users will not retrieve confusing search results based on non-content text in these spaces.

Click “Update/Edit Values” to commit your changes on this page, then...

Return to the File/Tech Data screen and click the “Update Index” button to commit the changes:

Note: For more information on Relabeling Pages, see the Text Object

Management or Newspaper Content Management manuals.

File/Tech Data Part 4.2 Associate other files

Use this feature if, for example, you want to add the reverse of an image, a detail, or a number of pages inside a brochure or scrapbook.

Associate another file with this record

This link takes you to an add file screen. The record title and media type are inherited.

Select the appropriate display type category (if you select a category that already has a file associated, this upload will replace the original).

Browse for a file.

Enter a label if applicable.

Allow or disallow Change file size for image files.

Browse and select a file to associate. Once selected, the uploader will start automatically. When the file is 100% uploaded, a “Continue…” button appears.

The file summary will include the new file and it’s category type.

File/Tech Data Part 4.2

Associate a single Zoomify zip file with this record

Zoomified image files display with zoom capabilities and rotation tools. This is particularly useful for pages or images where details are hard to see at regular or full display sizes, or contains content that is oriented differently from standard

“portrait” orientation.

To attach a zoomify image to a record, an image file must already be available for the object you wish to display in zoomify format. Zoomify files are created separately and uploaded using a free external application and associated on the

File/Tech data screen. ZoomifyExpress (free download at http://www.zoomify.com/express.htm/ ) is the application whose product folders

VITA recognizes.

For step-by-step instructions for creating and uploading Zoomify files, see the

Managing Text Objects manual.

Associate multiple pages with this record

Use this feature to perform batch uploads for multi-page objects. See the Text

Object Management or Newspaper Content Manual for full details on multipart uploads.

Associate OCR/Full text files with this record

Note: This option appears once a file has been uploaded in the “Page” category for this record or multiple files have been associated with the record.

For step-by-step instructions for creating and uploading OCR/Full Text files, see the Text Object Management manual.

File/Tech Data Part 4.2

Associate Zoomify files with these pages

Note: This option appears once a file has been uploaded in the “Page” category for this record or multiple files have been associated with the record.

Use this feature to perform batch uploads for multi-page objects. See the Text

Object Management manual for full details on batch uploading zoomify files.

4.2.2 Digitization Details

Use the Digitization Details input boxes to record technical information and technician names for administrative purposes. This data does not display publicly.




The person responsible for the digitization of the analog material.













The equipment (type of scanner, etc.) used to digitize the material










Software used to digitize the material.




File/Tech Data Part 4.2

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