This user manual is written for contributors to Pictura. Namely those managing collections, adding new records or editing existing records. Instructions for using the public user interface and understanding the basic structure of the database and its records can be found on the help page.
Collections and User Groups
Records in Pictura are organised into collections. Collections may have subcollections.
Users are organised into groups. Users within groups can have different roles. There are two types of groups, communities and subcommunities.
Each top-level collection must correspond to a community. The data curators of the community are responsible for managing the records in their community and cannot modify records of other communities. Data curator may also invite community members (can read all content in the community, even restricted and embargoed records) and contibutors (can add new records). New users must register to Pictura and a system admin will then assign the user a role in a community.
If you need to give a group of people access only to some records, it is possible to create a subcommunity and assign the selected records and users to it. Contact the system administrator at digitalia@phil.muni.cz and they will set up the subcommunity.
Creating a Record
To add a record to a collection go to the landing page of the collection and click Add Child in the Children tab. This will prefil the "Main group" and "Part of collection" fields in the record form. Fill out the record deposition form. Click on the question mark to display hints for each field.
Some fields use extensible controlled vocabularies, such as Agent (people, organization, groups, etc.), Storage or Keywords. These values can be added in the the menu at Structure/Taxonomy/<Name of vocabulary> > Add term. You need permission to add terms. If you do not have it, contact the data curator of your community or the system administrator about gaining access. Before adding a new term, always make sure the same term or one of the same meaning doesn't already exist! When creating a new term, add a link to an authority source (e.g. to ULAN for Agents) wherever possible. Always add a description of the term so that the meaning is clear.
Many fields have also subfields specifying e.g. the language, type or source. In the source subfield add bibliographic citations supporting the claim, if relevant. If linking to an authority source, you can add the persistent identifier of the external source in the source id subfield (DOI, ARK, link, etc.).
Few fields are strictly required because some aspects of the resource can simple by unknown. However, the more detailed the metadata of the record is, the better it can be discovered and used.
Uploading Images
To manually upload an image file to an image record, go to the landing page of the media tab of the record landing page and select Add media > Image. In media use select original file. For digitalized images you can also add more detailed technical metadata.
Adding Contracts and Agreements to Photograph
Add a new contract via Content -> add content -> Contract.
Fill in the form with information about the contract. After saving, apload the full text of the contract via media tab. Select Document for PDF. Do not upload word files!
- Name the contract e.g. contract number | Provider.
- Description - summarize the conditions of the contract - what is its scope and what is required regarding reuse and sharing of the images.
- Make it part of the collection that the records it relates to are part of. If possible, link to the images it relates to (field objects). This can be done during import.
- Provider - the part the contract was signed with
- Recipient - who signed the contract on behalf of the Faculty of Arts
- for personal names of providers and recipients write them in the form Last name, First name
- Access rights - restricted metadata only (even the metadata will be available just to members of the top level collection, the media are only accessible to the managers of the collections.