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How to use admin sets as policy objects

Types of Repositories

Institutional Repository

  • purpose: is to collect research output of the university
  • depositors: either deposited by content creator or by a designated group
  • typical content:
    • data
    • article
    • white papers
    • anything

Digital or Managed Collections Repository -

  • purpose:  is to collect curated content
  • depositors:  smaller number of depositors, larger number of content
  • typical content:
    • media
    • digitized books
    • manuscripts
    • center

Multipurpose Institutional Repository

  • purpose:  support both types
  • depositors:  mix of self deposit and staff deposit
  • typical content:  mix

Designing for Use Cases (~1 hour)


  • How items come into a system?  May have multiple workflows to support many different purposes.
  • 1 time users

Digital Collection

  • Fewer people (depositing works into) working with the system.
  • More homogenous workflow.


  • What types of users will work with your repository?
    • do users play different roles in the repository?
    • are there limits on who can create collections or certain kinds of collections?
    • are there limits on who can create works?
    • are there limits on which collections a user can add a work?
    • are the users occasional/one time users or power users? 
  • What kind of content do you want to have in the repository?
    • is the content ho
  • What types of collections are needed beyond the predefined User Collections and Admin Sets?
    • limits on who can create
    • limits on discoverability (NOTE: can't control with an admin set)
    • limits on other configurable settings (e.g. branding, nesting, sharing, membership restrictions, visibility restrictions, etc.)
  • What admin set strategy is needed?
    • multiple admin sets vs. just using the default
    • do you need collection based permissions?
    • one to one relationship between worktype and admin set? (customization)
  • What workflow strategy is needed?
    • always use same workflow?
    • need multiple workflows?
    • need custom workflow?
  • What visibility strategy is needed?
    • same visibility for all works?
    • visibility policy based on legal access to works?
    • visibility depending on type of work?
  • What worktype strategy is needed?
    • How many distinct worktypes do you need and what are they?
    • Will everyone need to use them or should some people be able to use certain worktypes?  (customization)
    • Will worktypes be defined by user needs or metadata needs or both?
    • Or deposit only to certain admin sets or collections? (customization)
  • What relationship strategy is needed?
    • Is nesting need? 
    • When will you use collections, parent/child, work/fileset relationships?
    • Do you have metadata at the file level where child/nested works are needed or will you use filesets?
    • How will performance be considered? (e.g. nested works vs filesets vs collections have different performance concerns)
    • Do you need ordered relationships?
  • What is your discoverability strategy?
    • Do names of worktypes matter?
    • What about resource types?