Art and Architecture Thesaurus. Controlled vocabulary developed by the Getty Research Institute that contains subject terms, attributes, and other information about art, architecture, and cultural heritage objects. Vocabulary is licensed from the Getty and made accessible to users creating cataloging information in Shared Shelf.
Artstor Digital Library. An image database featuring images from the world’s leading museums, photo archives, scholars, and artists in one easily-navigated repository. It is the most comprehensive image resource available for educational and scholarly use, with many rare and important collections available nowhere else. The library adds new collections monthly, continually expanding areas of reference and study. All images are accompanied by comprehensive metadata and are rights-cleared for educational use.
User role. Three possible uses of “admin” apply:
- Shared Shelf Administrative Tools, the administrative tools for building and managing projects on Shared Shelf.
- Institutional Administrators, users with access to Shared Shelf Admin that are involved in building and managing projects on Shared Shelf.
- Project Administrators, users that do not necessarily have access to Shared Shelf Admin, but are granted admin permissions to specific projects on Shared Shelf for overseeing and managing content. Project Administrators may have access as Institutional Administrators, but it is not required. A Project Admin user has access to all cataloging forms and publishing privileges in a project. They can also see all sets and saved filters in a project.
- Artstor-provided Fields
Earliest Date, Latest Date, Artstor Classification, Artstor Country. Four specific fields in Shared Shelf that, when mapped for publishing to the Artstor Workspace and Shared Shelf Commons, make it possible for users to sort and filter search results.
Also called Item. Unit of description for Shared Shelf content. Describes one media file and its corresponding metadata. Assets are viewable in the asset panel when a project is selected and are filterable, searchable, editable in Shared Shelf. Assets can be published to end users or suppressed from publishing environments, and can be deleted from Shared Shelf.
- Asset Panel
Also called Item Panel. Excel spreadsheet-like display of all the records in the project, with column headers showing field names and data. Data cannot be edited directly within this view, but all columns may be filtered and sorted to created refined searches.
Artstor Workspace. Home to the Artstor Digital Library and a platform with various tools for use in teaching, it is one of the available publishing target types to expose Shared Shelf content to local users. Shared Shelf content published to an Artstor Workspace publishing target is only accessible to your campus community based on IP range.
- Base Filters
A filtered view of the items in a project that can be assigned to a user to restrict their access. Base Filter options include “all records in the project”, “only records created by the user”, or “only records created by the user and never updated by anyone else”. A base filter is applied when a user is assigned as a cataloger in a project.
- Boolean Checkbox
Field type that supplies true or false values. The field appears a checkbox, and when checked indicates a True value, when unchecked indicates a False value, and when checked with a square indicates a null value.
Built Works Registry. Project developed by Artstor in collaboration with the Avery Library at Columbia University and the Getty Research Institute to create authority records around built works. Data developed through the BWR project will eventually be contributed to CONA.
User role. A cataloger, by default, doesn’t have access to any cataloging forms or publishing privileges but can be provisioned with forms and publishing privileges by an admin.
- Cataloging Form
The cataloging form contains the fields in the edit tab. Users can design cataloging forms for customized views of the fields. Forms can be assigned to users so they are limited to a custom view of all the fields in a project.
The organizational unit in end-user environments through which cataloged records are published. Shared Shelf projects can result in multiple collections, each with varying levels of access. For example, a project can be linked to a Shared Shelf Commons collection for publishing on the open web, and also linked to an Omeka collection to create an open access exhibition of the content.
- Column Views
Within the asset panel, personalized display of columns/fields within a project.
State of a Name Record. When a Name Record has data in the following fields: Name, Source, Birth date, Death date, Gender, Roles, Nationalities/Culture, Bibliography.
Cultural Objects Name Authority. Controlled vocabulary developed by the Getty Research Institute that contains authority records for cultural works. Includes architecture and movable works such as paintings, sculpture, prints, drawings, manuscripts, photographs, textiles, ceramics, furniture, other visual media such as frescoes and architectural sculpture, performance art, archaeological artifacts, and various functional objects that are from the realm of material culture and of the type collected by museums. The focus of CONA is works cataloged in scholarly literature, museum collections, visual resources collections, archives, libraries, and indexing projects with a primary emphasis on art, architecture, or archaeology.
Digital Asset Manager. Generic term; a business process for organizing, storing and retrieving rich media and managing digital rights and permissions. Rich media assets include photos, music, videos, animations, podcasts and other multimedia content.
- Date Fields
Field type available in project set up that is indicated by a calendar icon; metadata is formatted as MM/DD/YYYY. A date field can also be created as a text field to enable the use of words, punctuation and abbreviations in the display of the date. Begin Date and End Date fields enable the record to be indexed by date.
A sandbox environment ideal for training and testing, where subscribers may use it as a staging environment to try out new features and workflows for various projects. Institutions retain access to Demo throughout the duration of their subscription.
Optional customizations made to fields. Hover text that will display in the cataloging form to help a Shared Shelf user know what to enter into the field.
Digital Public Library of America. A national digital library that brings together thumbnail images and metadata from the digital collections of libraries, museums, and archives around the country into a single, freely available, searchable website. Artstor facilitates sharing collections with DPLA that have been published into Shared Shelf Commons (SSC).
- Dublin Core
Template option. A set of fifteen metadata elements designed to facilitate diverse resource description. The name “Dublin” is due to its origin at a 1995 invitational workshop in Dublin, Ohio; “core” because its elements are broad and generic, usable for describing a wide range of resources.
- Excel Template
An Excel template is exported from the Shared Shelf project, and includes columns for each of the project fields as well as unique field ID numbers in brackets. These field ID numbers allow the system to recognize which fields to add or update the data upon import. Exported records include a unique Shared Shelf ID number (SSID) in the Excel template that allows you to modify existing records.
- Field Types
Optional customizations made to fields that defines the type of input allowed in the field. A field can be configured as a text field, text area, linked field, list field, date field, numeric field, alphanumeric field, or Boolean checkbox.
Used for managing data. Two concepts of fields apply. Project fields are fully customizable through the Administrative Tools based on field types, labels, and description text. Once established, the fields contain the data which describes your content and makes it searchable and retrievable to end users. Field access can be restricted to certain users as well as restricted in how the data may be entered by users.
- Project Field: A field used within a project. Project fields can be established from an existing template, a previous project, or created freely. Project administrators can set up specific field types to allow for free-text entries, list values, numeric values, or link to authorized vocabularies. In the mapping process, a project field is mapped to a target field for published display. Any project field not mapped to a target field will not be represented in that published environment.
- Target Field: A field that displays in the published environment. A target field may or may not be identical to a project field. In the mapping process, the target fields are populated with project fields.
Filters are created in the asset panel to search on keywords, date ranges, or controlled lists. Multiple filters may be applied on multiple fields, and filters can be saved for accessing later through the Saved Filters panel. New records added to your project that fit within the filter criteria will be dynamically added to your saved filter for use in cataloging workflows.
- Filters Panel
Available below the Projects panel in an accordion-fold, you can manage saved filters through the the options of Edit Saved Filter Information or Delete Saved Filter. Search for filter names in the search box, or narrow the list of results down by the permissions applied using the person icons according to their level of restrictions (Private, Restricted, or Shared).
- Google Image Search
Built-in functionality that allows you to find more information about the image, or to verify that the image matches the data you are cataloging. Other uses may include finding a different view of the place or object, determining whether an image was accidentally captured with horizontal inversion, or obtaining a better resolution of that image.
- Hosted Collection
Institutional content that was hosted on Artstor servers and made available to institutions within the Artstor teaching and learning software. Hosted collections are no longer offered by Artstor.
International Image Interoperability Framework. International framework for delivering images. Currently, Shared Shelf Commons uses a IIIF compliant image viewer. To learn more about IIIF, see http://iiif.io.
- Image Viewer
Tool to make images in Artstor Digital Library and Shared Shelf viewable by the user, and includes zoom and pan functionalities to see details of the image.
- Implementation Manager
Your Shared Shelf Support contact that will assist you through the implementation of Shared Shelf at your institution and continue to provide ongoing support as long as you remain subscribed to Shared Shelf.
- Institutional Administrator
Your local Artstor or Shared Shelf contact that oversees the Administrative work of permissioning users, building new projects, and other local decisions requiring guidance.
Also called Asset. Unit of description for Shared Shelf content. Describes one media file and its corresponding metadata. Items are viewable in the asset panel when a project is selected and are filterable, searchable, editable in Shared Shelf. Items can be published to end users or suppressed from publishing environments, and can be deleted from Shared Shelf.
- Item Panel
Also called Asset Panel. Excel spreadsheet-like display of all the records in the project, with column headers showing field names and data. Data cannot be edited directly within this view, but all columns may be filtered and sorted to created refined searches.
Key Value Pair. A term used in information architecture to establish relationships between a field and a value. In Shared Shelf, the KVP Target Field exists as an unspecified field for mapping custom Project Fields that do not fit into the Artstor default Target Fields.
- Linked Fields
Field type available in project set up that connect a text field to a controlled authority, such as the Getty Art and Architecture Thesaurus or the Library of Congress. The Getty’s vocabularies Art and Architecture Thesaurus (AAT), Thesaurus of Geographic Names (TGN), and Union List of Artist Names (ULAN) are fully integrated with Shared Shelf and are selectable for linked fields. Other authorities can be linked as well using the website’s URL.
- List Fields
Field type available in project setup that allows for a controlled list of terms to ensure standardized and consistent data. Lists can be setup as simple single-field lists of terms, or they can have multiple fields to qualify the term’s definition, its source, etc.
- List Values
Controlled vocabularies created locally by your institution and added to a list.
A predefined set of terms and definitions that can be accessed by Shared Shelf users in certain data fields.
Also called PROD. The primary environment for Shared Shelf, this is where the actual work of building projects and cataloging records for exposing to your audiences is performed.
Only available to the institution that created the name record, work record, or list term.
The process of assigning project fields to target fields in order to expose the data in the published environment.
- Master Record
A record manually set to have all or most of its data copied to other records. The set Master Record will clear each time the user logs out of Shared Shelf.
The visual representation of an item in the format of an image, audio, video, PDF, PowerPoint, or document (Word, Excel) file. The storage utilized for a project is calculated based on the size of the media files uploaded to that project. Shared Shelf automatically creates derivatives for media files to be used throughout the system, (thumbnails, for example, are used in the grid view in the asset panel). Derivatives are not included in the calculation of subscribers’ storage.
- Media URL
A shareable URL that provides users access to the media file on the storage server. The URL can be accessed from the edit tab of individual records, or exported in bulk to Excel.
- Mobile Artstor
Application developed by Artstor that will allow the Artstor Digital Library to be viewed on mobile devices such as the iPhone and iPad.
- Name Records
A set of fields describing a creating entity (person or corporate body) involved in the production or conception of material culture.
- Number Fields
Field type that is available in project setup and only accepts numeric values.
An Open Access Initiative Protocol for Metadata Harvesting (OAI-PMH) server that makes content discoverable in a library’s discovery environment or by an OAI Harvester.
A locally-hosted (omeka.net) or Omeka-hosted (omeka.org) website used in creating online exhibitions of digitized content.
Personal Collections. An Artstor Workspace collection that’s only accessible by the collection owner, but can be shared through image groups and folders. Shared Shelf-created Personal Collections differ from those created in the Artstor Workspace. See Personal Collections Overview on support.artstor.org.
Determines the level of access a Shared Shelf user has in a project.
Optional customizations made to fields. Determines the default order in which a field column will display in an Excel export, and in the project panel.
Also called Live. The primary environment for Shared Shelf, this is where the actual work of building projects and cataloging records for exposing to your audiences is performed.
The top-level organizational unit in Shared Shelf through which metadata schema are defined and items are managed. Projects are also where publishing to end-user collections is set up. Shared Shelf can contain multiple projects, while access to projects can be restricted on a user by user basis. For example, a student cataloger may only have access to one project but a visual resources curator may have access to multiple projects.
- Project Administrator
A Project Admin user has access to all cataloging forms and publishing privileges in a project. They can also see all sets and saved filters in a project. Project Admins do not necessarily have access to Shared Shelf Admin, but are granted admin permissions to specific projects on Shared Shelf for overseeing and managing content. Project Administrators may have access as Institutional Administrators, but it is not required.
- Project Panel
The list of all the projects that your account has access.
- Project Template
Consist of pre-built metadata schemas, meaning the field labels are created, the field types designated, description text added, and the position number of the fields in the asset panel defined. Project templates are entirely editable to create your custom fields, so you can use a template to define your own metadata fields if you’re unsure where to begin.
When creating a new Name Record, catalogers and project administrators may promote the record to be accessed and used by other Shared Shelf subscribers.
- Propagation Monitor
The Propagation Monitor displays the propagation status when updating works, names, or list terms that are linked to items. You can access the Propagation Monitor by selecting Activity Monitors then selecting the Propagation Monitor tab. The Propagation Monitor displays the username that performed the update, date of update, propagation status, updated term ID, term type, and a batch ID.
State of a Name Record. When a Name Record does not have data in all the fields that are necessary to mark the record as complete: Name, Source, Birth date, Death date, Gender, Roles, Nationalities/Culture, Bibliography.
- Publishing Targets
Also called Targets. The environment in which content will display when published; this includes the Artstor Workspace, Artstor Personal Collections, Shared Shelf Commons, Omeka, and the OAI server.
- Record Tab
Edit tab in which you can edit the metadata of a single item or multiple items in bulk. Open different record tabs at once to work across records in a project.
Two relationship types may be established:
- Work to Work
- Work to Item
Usage statistics made available in Shared Shelf that tracks user activity.
Manually created group of records by a Shared Shelf user that allows users to organize items within a Shared Shelf project. Personal sets are viewable only by the creator, though the content within the set may be viewable by others in the project. Restricted sets are visible to the creator and specified users with access to the project. Shared sets are visible to all users that have access to the project. Administrators can see all sets in a project, regardless of permissions. Deleting items within a set will remove them only from the set and not from the project.
- Sets Panel
Panel for viewing and opening available sets in a project. The sets panel is located below the project panel and opens like an accordion-fold.
When a name record, work record, or list term is made available to all Shared Shelf users.
- Shared Shelf API
Shared Shelf’s application programming interface (API) which allows users to pull content from projects and use it in other environments.
- Shared Shelf Lists
Artstor-supplied lists made available to link terms in list and linked field types. Also integrated in the Work and Name record forms, local terms can be added to these lists while cataloging in the Work form. Further management of Shared Shelf Lists is available in the list tab.
- Splash Page
Visible on Shared Shelf Commons and Artstor Workspace, splash pages add context to your content through a text description and representative image of the collection, department, or institution.
Shared Shelf. Media management system that allows you to catalog, manage, and share your digital collections locally or broadly. You can upload your images, video, audio, and documents to Shared Shelf for adding descriptive data to make it searchable. The content you catalog can be published and shared with your institution through the Artstor Workspace, or open access through Shared Shelf Commons or online exhibitions through Omeka.
- SS Admin
Shared Shelf Administrative Tools. The building tools for creating projects and managing the structures of existing projects. Institutional Administrators may define the metadata schemas by using available templates or building fields from scratch. DEMO and LIVE spaces are administered separately.
Shared Shelf Discuss. Email listserv open to all Shared Shelf subscribers.
Shared Shelf Commons. Artstor’s open access platform for content published by Shared Shelf subscribing institutions.
Shared Shelf Names. Controlled vocabulary submitted by Shared Shelf users to create local names and authorities. Any name records created are searchable locally alongside ULAN records. Users have the option of promoting local terms more broadly with all subscribers.
Shared Shelf User Group. Voluntary group of users that meet bi-annually to learn more about upcoming features, discuss user needs, and inform the development timeline.
Removes the item(s) from any publishing target collection(s), but the item will still be available in Shared Shelf to edit or re-publish at any time. Suppression will not necessarily remove a record from a third-party environment.
Getty Thesaurus of Geographic Names. Controlled vocabulary developed by the Getty Research Institute that contains names and other information about geographic locations. Vocabulary will be licensed from the Getty and made accessible to users creating cataloging information in Shared Shelf.
Union List of Artist Names, included within Shared Shelf Names. Controlled vocabulary developed by the Getty Research Institute that provides standardized information about artists. Names in ULAN may include given names, pseudonyms, variant spellings, names in multiple languages, and names that have changed over time (e.g., married names). Vocabulary is licensed from the Getty and made accessible to users creating cataloging information in Shared Shelf.
- User Roles
Permissible roles granted to Shared Shelf users. Roles include admin and cataloger. Admins are often referred as “project admin” and may oversee the work and performance of managing content. Admins have access to every cataloging screen, publishing target, set, filter, and record added to the project. Catalogers may receive granular permissions, with limited access granted to only specific cataloging screens, specific publishing targets, and base filters of records. Catalogers may also be restricted from publishing altogether, or given access to built read-only cataloging screens, depending on level of project accessibility needed.
- Work Records
Commonly referred to as Works. Serves as the controlled record where details about a Work are cataloged and shared across a collection, across projects, and across an institution. A work records serves to populate an item record (or “display record”) with terms common to any representation of the work itself, and the item record may contribute additional data representing that particular item.
- Work to Item Map
The map defining how the data from the work propagates to fields in the item record when linked. The map can be defined using the Admin Tools or using Excel for importing to the Admin Tools.