Welcome to the DRS User Guide for CERES: Exhibit Toolkit!
What is the DRS?
The Digital Repository Service (DRS) is a digital object storage and preservation tool created by Northeastern University’s Snell Library. The DRS is the home to more than 70,000 digital files, including theses and dissertations, research publications, archival photographs, and monographs.
Why use the DRS?
The DRS allows users to securely store and share materials. It acts as an archive, assuring that inserted items and their metadata are properly preserved. It has its own set of useful tools and features, and allows users to work with CERES: Exhibit Toolkit to build exhibits for their materials.
What can I put in the DRS?
The DRS can accept all file types, but works better with some. These file types include .tiff, .jpg, .doc, .docx and .pdf.
Only material you created or have the rights to should be uploaded to the DRS. For more information on this, click here.
How do I get a DRS account?
Accounts are not required to use the DRS, but you must sign in to upload files or view restricted content.
All members of the Northeastern community, including faculty, staff, and students, can sign in to the DRS using their myNEU username and password.
Northeastern faculty can deposit individual files to the DRS right away. Staff and graduate students can also request deposit access by contacting the Library Repository team at Library-Repository-Team@neu.edu.
If a non-Northeastern colleague needs to view restricted content or deposit items, they must first get a sponsored account. For more information on sponsored accounts, view the Information Technology Services help page.
How do I upload my files into the DRS?
Once you are authorized to deposit files in the DRS, you should create a collection that you will use for your project. It’s important all material for the project is in one collection, and then organized into subcollections if necessary. If you don’t organize your items in this way, you’ll run into problems when you go to create exhibits.
To create a collection, go to your “My DRS” page and click “Create a new collection.”
To add an item to this collection, go into the collection. Then, click the “Add” button. Click “Upload File” and read and agree to the Terms and Conditions. Once you’ve done this, you can select the file. Finally, click “Upload.”
If you have a large amount of items, or they have very large file sizes, the DRS can assist you with the bulk uploading process. For more information on this, click here.
How do users gain access to my items? How do the privacy settings in the DRS work?
Items uploaded into the DRS are automatically set to “Public,” which means they can be found and seen by anyone. Items must be set to “Public” to work with CERES: Exhibit Toolkit.
To give a person or a group of people the ability to upload items into your collection, contact Sarah Sweeney, the Digital Repository Manager, at firstname.lastname@example.org.
Can you tell me more about metadata?
The DRS uses a metadata standard called MODS to store descriptive information about a file. All objects in the DRS have a MODS record that records things like title, creator, and the rights to the item.
When you insert an item into the DRS, the DRS will automatically extract some information about the file, like its size and when it was created. You can also enter additional information. The “Title” and “Keyword” fields are required, but we highly recommend being as descriptive in your metadata as possible. This allows your work to be more discoverable, both in the DRS and in CERES: Exhibit Toolkit.
You can edit some metadata once it has been put into the DRS. These include things like the title of an item and its permissions. To edit this metadata, go to the item whose metadata you want to change. There will be an “Edit” tab above the metadata. If you click this, it will bring you to the editing page. Collection metadata can also be changed by clicking “Manage Collection” to the right of the collection name.
Some metadata, like rights statements, need to be edited by DRS staff. Contact the DSG Coordinator for help changing these fields.