making private during itemimport

[Jose Blanco]

Is there a way to make an item private when using the itemimport script in 6.3.  I could not find documentation on that.  

Thank you!

-Jose

[Tim Donohue]

Hi Jose,

I'm assuming by "private" you just mean access restricted?  Please be aware that the term "private" can mean two different things in DSpace.  There's the "private item flag" which doesn't access restrict an item...it just hides it so that it's only available via a direct link/bookmark, see  https://wiki.lyrasis.org/display/DSDOC6x/DSpace+Item+State+Definitions

There's also the capability to access restrict an entire item (so metadata + files cannot be visible without special permissions), or just the bitstreams (so that metadata is publicly visible but bitstreams are *not* visible or downloadable).

Using the Item Import script, at this time it's only possible to access restrict *bitstreams* via the "contents" file. See description of the "contents" file in this section of the docs: https://wiki.lyrasis.org/display/DSDOC6x/Importing+and+Exporting+Items+via+Simple+Archive+Format#ImportingandExportingItemsviaSimpleArchiveFormat-DSpaceSimpleArchiveFormat

However, if you want all Items deposited to a Collection to be automatically access restricted (at the Item level), you can change the Collection's "Default read access" setting/group (in the Edit Collection screen).  If you change that setting, then all Items submitted into the Collection will automatically be access restricted to that Group.

Tim

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From: dspac...@googlegroups.com <dspac...@googlegroups.com> on behalf of Jose Blanco <bla...@umich.edu>
Sent: Tuesday, April 21, 2020 8:43 AM
To: DSpace Technical Support <dspac...@googlegroups.com>
Subject: [dspace-tech] making private during itemimport

 

Is there a way to make an item private when using the itemimport script in 6.3.  I could not find documentation on that.  

Thank you!

-Jose

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[Jose Blanco]

Tim, I was thinking of the private that means items never show up via search or browse.  We're thinking of using the Embago that comes with 63, and in the process of marking something as embargoed, you can set it to private also when using the via ( not sure I can do this using itemimport? ). I was assuming that when the embargo is lifted the private status is removed.  But perhaps it's not.  The bottom line is that we don't want embargoed items to show up in search or browser until the embargo expires. Possible?

-Jose

[Tim Donohue]

Hi Jose,

Yes, that's possible. There are two types of Embargo in DSpace.  You can Embargo *just* the Bitstream, which would mean that the Item is still searchable/browsable, but the Bitstream is not downloadable.  Or you can Embargo the entire *Item* (which sounds like what you want), in which case the entire Item is not accessible/searchable/browsable until the Embargo expires.

To Embargo the entire *Item* you need to have the "AccessStep" enabled in the Submission process, and specify the "Embargo Access until Specific Date"  See https://wiki.lyrasis.org/display/DSDOC6x/Embargo#Embargo-SimpleEmbargoSettings

If you only wanted to Embargo the bitstream, you'd instead use the "UploadWithEmbargoStep".  You can choose to enable either of these steps individually or both, depending on the type(s) of embargo you'd like to allow.

When doing a Batch import, you should be able to initialize/create an Item-Level Embargo via metadata (however, you cannot update an existing embargo in this way, that would need to be done via the UI or similar).  See the docs at: https://wiki.lyrasis.org/display/DSDOC6x/Embargo#Embargo-CreatingEmbargoesviaMetadata

Tim

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From: dspac...@googlegroups.com <dspac...@googlegroups.com> on behalf of Jose Blanco <bla...@umich.edu>

Sent: Tuesday, April 21, 2020 10:41 AM
To: Tim Donohue <tim.d...@lyrasis.org>
Cc: DSpace Technical Support <dspac...@googlegroups.com>
Subject: Re: [dspace-tech] making private during itemimport

 

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[Jose Blanco]

Tim, Sorry to be so hard headed about this, but I tried using the ItemImpor to embargo an item.  These were my settings:

#### Embargo Settings #### dspace.cfg

# DC metadata field to hold the user-supplied embargo terms

embargo.field.terms = dc.date.available

# DC metadata field to hold computed "lift date" of embargo

embargo.field.lift = dc.date.computed

# string in terms field to indicate indefinite embargo

embargo.terms.open = forever

AND then, in my dublin_core.xml I had:

<dcvalue element="date" qualifier="available">2022-01-01</dcvalue>

If you go to the Item authorization page, you see that the bitstream Anonymous permission starts on 2021-12-31, which is correct, but the item itself is not Private, and therefore can be reached by search or browse. I don't want the item to be reachable until the embargo period  expires.

Attached is a screen shot of the Authorization page.

[Tim Donohue]

Hi Jose,

I'd recommend not using an existing, system metadata field to store your embargo date.  Please use a custom "dc" field to ensure it doesn't conflict with metadata that DSpace itself will be adding.

The "dc.date.available" field is used by the DSpace system to note the exact date that the Item was accepted into the system.  See https://github.com/DSpace/DSpace/blob/master/dspace/config/registries/dublin-core-types.xml#L162-L168  It's possible that attempting to reuse this field for embargo purposes is causing you problems, as it's already used as the "date of submission".

Tim

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From: Jose Blanco <bla...@umich.edu>
Sent: Wednesday, April 22, 2020 9:44 AM

[Jose Blanco]

Tim, I tried using date.embargo ( I created this date for that purpose ), and got the same result as date.available: bistreams look good, but item is not private.  When using the UI, the private status is not assumed - user has to select it.  I wonder if when using the import scrip it's the same way?

Thank you! Jose

 

[Tim Donohue]

Hi Jose,

I think you may be mixing up two different concepts.  An embargoed item *never* gets "private status".  It is access restricted, which is different from the "private" flag in DSpace.  So, an embargoed item is available in search/browse to Admins only (so if you are logged in as an Admin, you'll see it in searches, but if you are not logged in, it won't appear in searches).  A "private item" is a different concept which hides the item from all searches, but the Item itself is NOT access restricted (so anyone with a direct link can access it).

Put another way:

• An anonymous user cannot access embargoed items (they are access restricted), even if they stumble on the link to them somehow. Embargoed items won't appear in searches for anonymous users either.
• For Admin users, embargoed items *will* appear in searches and be accessible.
• An anonymous user *can* access a "private item" (not access restricted) if he/she is passed the link...but they won't be able to discover the link themselves via search/browse.
• For Admin users, private items only appear in the separate "private item" search.
  

So, if you expect embargoing to make an Item "private", that won't happen.  Again see the docs at: https://wiki.lyrasis.org/display/DSDOC6x/DSpace+Item+State+Definitions

Hopefully that helps.

Tim 

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From: Jose Blanco <bla...@umich.edu>
Sent: Monday, April 27, 2020 10:46 AM

[bla...@umich.edu]

Tim, In my development environment, I just deposited an item via the UI ( did not mark it as private ), and put an embargo on it.  I can see as an admin that the authorization of the item and files look good. As an Anonymous user I can find the item by search or browse.  I can't access the item or files, which is what I expected.  But if I read what you said correctly, I should not be able to search or browse to items in embargo.  Are you sure that in 6.3 embargoed items can't be discovered by Anonymous users?

Thank you!

-Jose