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Digital Collections and Archives


Collaborating with public post-secondary education institutions to create and support Florida libraries' digital archives and collections, including scholarly journals, electronic theses and dissertations, archival finding aids, open access textbooks, and education resources. 
§ F.S. 1006.73 (1) & (2)

Products and services that enable institutions to host digital collections, publish scholarly journals, provide discovery of collections, and more.

Statewide Metadata Standards Guide

The purpose of this document is to guide the description of digital collection resources using Dublin Core, MODS, and MARC21 to facilitate access to Florida Academic Libraries’ Digital Collections (i.e. through catalog or discovery for patrons) from Florida Academic Library Services Cooperative (FALSC) member institutions as well as the general public.   The State-Wide Metadata Standards Subgroup of the Digital Initiatives Standing Committee (DISC) was established to develop metadata standards that could be used by Florida’s Academic Libraries to provide quality, control, and unification to the metadata amongst the vast, unique, and diverse digital collections held throughout the state of Florida.  This document will address the description and discovery of digital collection resources by suggesting standards for a variety of metadata elements.  These elements were chosen due to their importance with description and discovery for the intended audiences of the digital collection resources.  Because of this it is encouraged that all eleven elements within this guide are applied to each digital collection resource, where possible and applicable.  In general, the metadata elements should describe the original resource, not the digital representation.

Digital Collections in Primo

Links to information on Ex Libris’ knowledge center about loading external collections: 

Loading Records from External Sources into Primo VE

Loading external records into Primo VE (video)

Short video about loading external records (video, includes normalization rules)


Please see the document on TEAMS via this link which contains various notes about Digital harvesting in Primo VE.

The document includes the content we discussed at the 10/14 DISC meeting and notes from FALSC’s meeting with Ex Libris on 10/27. In addition to resource type standardization, Ex Libris identified a few other areas where the Discovery Working Group could use assistance with standardization. These items are in the linked document.


Ex Libris’ expectation is that they will provide the training and then the institutions/FALSC will configure profiles for and harvest the remaining collections. The profiles are considered “retained configuration” which means that they will not be wiped out when the Full Test Load phase is over. The data will need to be re-harvested, but the profiles will remain in Alma. The Full Test Load phase runs mid-February – late April.

Here are the links to the recording and slides from the webinar on Primo VE Configuration Form Review.

The links are also posted on the Implementation LibGuide.



Do you know if the vendor has a previous example of Resource Type crosswalk?  One from another consortia would be great.

Short Answer: No.

Vendor Reply:

Unfortunately, I don't have or maintain examples of Resource Types. Resource Types and their usage can vary widely (or not) from collection to collection. My suggestion is to develop a master list relevant to FALSC. You can always inquire on the Primo Listserv, if you have Resource Type issues of special concern.

Also, are we able to add new resource types that are not in the current right side of the form?  I.e. Thesis.  These are not dissertations and would not be a good fit in “dissertations” but also deserve not to be listed as “other.”

Short Answer:  Yes, but we are allowed only 20 local resource types whether for bibs or digital. The Discovery working group is looking at this now. The "20" applies to both areas. DISC will have to propose resource types for consideration with the other local resource types that might be added. 

Also please note that could change the label of the example to Dissertations/Theses as an option.

Vendor Reply:

The OTB existing Primo VE Resource Types and how they are assigned are explained in the first two documentation links below. Not all of the Resource Types suggested by the mapping column 2 of the above documents are part of the OTB set. Anything new or not in the existing list would have to be added as a Primo VE Local Resource Type, as per the third documentation link below. The 20 local resource types limit applies to all Primo VE, digital or otherwise.

Yes, you can rename "dissertations" to "dissertations/theses" via the Labels table "Facet Resource Type Labels" - in Discovery UI Labels code table (Configuration Menu > Discovery > Display Configuration > Label), see the fourth documentation link below. I would recommend that you consider how complete of a list of Local Resource Types you want to maintain ongoing, before taking on too many or too fine of a granularity.

Primo VE existing Resource Types:

Documentation: "Mapping to the Display, Facets, and Search Sections in the Primo VE Record" - "MARC21 and KORMARC - "Mapping Resource Types in Primo VE" - "MARC21 and KORMARC - Resource Type Mapping"

Documentation: "Configuring Normalization Rules for External Resources (Primo VE)" - "Supported Resource Types in Primo VE"

Adding new Primo VE Local Resource Types:

Documentation: "Configuring Local Resource Types for Primo VE"

Primo VE Display Labels:

Documentation: "Configuring Display Labels for Primo VE"

I hope this helps clarify.


Can we copy digital collection profiles down from the union Primo to the local?

Short Answer: Yes

Vendor Reply:

"Resources > Import > Manage Import Profiles" then select the "Network" tab. On the ellipses, there is a copy option. For more information, please review the "Managing Import Profiles" documentation link.

Documentation: "Managing Import Profiles" - "Creating/Editing an Import Profile: General Profile Information"



Are the "Resource Types" for the digital repositories a seperate list from the resource types for Alma. Can someone confirm?” 

The link Sharai and Terry put in the chat describes the resource types in Primo VE. Note that these are not material types as used in Alma. We are used to Material type/resource type/format being nearly synonymous in Mango, but that’s not the case in Alma/Primo VE.  The link below should jump directly to the section on resource types.


For bibs, the table labeled MARC21 and KORMARC Resource type mapping lists the possible resource types in the first column.  The resource types are derived from bib fields as listed in the table. For digital repositories, the Dublin Core mapping section in this documentation states: Primo VE determines a record's resource type based on the existence of the following fields in order: discovery:resourceType field, dcterms:type field, and dc:type field. Since the resource type comes from the Dublin core metadata, I looked to that documentation for the resource types used. They are listed here:


The Primo VE – Digital Repository tab on the Configuration Spreadsheet has that section headed this way:

From DC Resource Type (dc:type / dcterms:type)

To Primo Resource Type


Staff must map the dc type in the first column to the primo resource type in the second column. The second column is pre-populated with the list as shown in Ex Libris’ documentation at the link above. This is the section that DISC is helping us with because we need to have all the mappings the same. For example, dc type of image should be mapped for everyone to the Primo resource type of image, dc type of model must be mapped to Primo resource type of realia (or mapped to Primo resource type of other, as long as this mapping is the same for all 40).


In addition to the out-of-the-box resource types, we are able to identify 20 local resource types as described here: This is something the discovery WG has been working on. Ex Libris’ recommendation and what the working group agrees is that the 20 local resource types need to be the same across all 40 institutions so that “headphones” appear as “headphones” no matter which Primo VE view is being looked at. This is just an example—not one that has already been decided. What FALSC learned recently is that the 20 local resource types span both bibs and digital. In other words, we can add local resource types for bibs and local resource types for digital, but it’s not 20 per each category. It’s 20 local resource types across both categories. 


What format types are we using in the Florida Open Academic Library (FOAL)?
Book (8)
Cartographic (77)
Finding Aid (16,876)
Mixed Material (900)
Mixed Materials (1)
Moving Image (596)
Notated Music (745)
OER (786)
Online Resource (1,131,745)
PDF (56,698)
Poster (1)
Software, Multimedia (21)
Sound Recording (54)
Sound Recording-musical (125)
Sound Recording-nonmusical (27)
Still Image (63,005)
Text (72,712)
Three Dimensional Object (16)
Video (2)

FALSC Member Guidance

Things to think about when starting digitization or digital preservation services:

1. Staffing

Dedicated, permanent staff can be a critical first piece of a new program.  Temporary or student staffing should be used to support and not manage this type of service.  If you must rely on temporary staffing it is crucial to document the workflow and decisions, including where digital files are stored, which type of file you created (i.e. master, access, edited), content rights, use permissions, and all contracts/paperwork.

Can we use existing facilities/staff, or do we need to hire?

2. Equipment

Equipment is an obvious and important part of digitization.  Please reach out to members to discuss their experience with equipment before making a new purchase.

  • What are the minimum quality standards for finished digital items (e.g. do they need to be FADGI-compliant or will a lower set of internal standards do)?
  • Is vended scanning a plausible component of the project? (could be all or partial depending on legal status, condition, and rarity)
  • Do you need to arrange for new space and equipment?

3. Digital Asset Management System (DAMS)

A digital asset management system (DAMS) will provide discovery and access to your digital collections and archives.  Public post secondary institutions in Florida may set up one FL-Islandora site per institution, contact for assistance.

4. Strategy

A good first step is to set strategic direction for your services by answering these questions:

  • Who are the stakeholders?
  • What are the scope, scale, and expectations?
  • What is the level and duration of funding?

​Look around at what others are doing.  Digital projects and programs that impress you are a great resource for strategic planning.  Contact them to talk and found out: What did they do? What do they recommend? What didn’t work for them? ​

It's okay to build digital collections project by project.  You do not have to have a full program planned out to begin.  Start with what's important, has funding, and/or is in a deteriorating state.  You can find webinars on digital project selection and planning here from FSU:

Florida Open Academic Library

Through collaboration with our member libraries we are pleased to announce the launch of the Florida Open Academic Library. Developed to include multiple platforms across our members, this index provides "a statewide searchable database that includes an inventory of digital archives and collections held by public postsecondary education institutions" (§ F.S. 1006.73 (2)(a)4). The Digital Services and OER team worked with stakeholders across FALSC member institutions to review a sampling of digital collection display records and gather recommendations for improvements to the index within the discovery layer provided by FALSC. The features and functionality of the first phase of index was based off of the recommendations included within the Digital Services and OER March MCLS Digital Collections Index Recommendations Report and feedback gathered on the demo site. Platforms harvested for the live site will include all collections contained in the Inventory of Digital Libraries and Collections Held by Florida Public Universities and State Colleges 2018 Update, all collections within FALSC hosted platforms (i.e. FL-Islandora, Florida OJ, Orange Grove), and identified statewide OER collections (i.e. Open Textbook Library, Open Stax). Additional feedback is always welcomed and can be provided to


Florida Online Journals (Florida OJ)

The Florida Online Journals (Florida OJ) program can work with your library to publish and produce open access journals. If you need a publishing system for your journal, Florida OJ can provide a free platform and technical support. Editors using Florida OJ may use the platform to have journal authors submit and edit manuscripts and publish their journal issues to the world wide web.  Florida OJ, like journal publishing platforms you may be familiar with, supports basic search and browse features for hosted journals. In addition, editors may use the platform to facilitate national indexing (i.e. with the Directory of Open Access Journals), provide RSS feeds for integrating your content into other sites, generate automatic email notifications for users, and several other features.  If you want to know more about these available features or you wish to request a new journal site hosted with Florida OJ please:

In June 2019, Florida OJ was upgraded to Open Journal Systems (OJS) version 3, which resulted in a more modern interface.  Information on the upgrade process and training information for the new OJS version can be found on the OJS 2 to 3 Upgrade page.  Current Florida OJ Editors and Administrators may find it helpful to join our Florida OJ Listserv.


Florida Islandora (FL-Islandora)

A digital library platform, Florida Islandora (FL-Islandora), enables users to create digital collections and make them accessible to the public.  FL-Islandora sites are available free of charge to public universities and community colleges in Florida.  If you would like a FL-Islandora site for your institution, contact to request more information.  Libraries using the FL-Islandora platform can find detailed instructions on the Florida Islandora Guides (FIG) wiki and can stay up to date with news about the system shared through the Florida Islandora listserv.  Islandora SubGroup (ISG) meetings are held monthly between FALSC and libraries using FL-Islandora; Agendas and links to these meetings are posted on the  Islandora SubGroup (ISG) LibGuides page.  FL-Islandora was recently enhanced and updated to improve user experiences. 

Gallery of sites hosted on FL-Islandora:

Broward College Florida Gulf Coast University Florida Atlantic University Libraries Hillsborough Community CollegeIndian River State College's Islandora siteFlorida State College at Jacksonville Florida State University Valencia College Gulf Coast State College's Islandora sitePublication of Archival Library and Museum Materials (PALMM)Lake Sumter State CollegeState College of Florida's Islandora siteUniversity of Central FloridaSt. Petersburg CollegeFlorida Agricultural and Mechanical UniversityUniversity of West Florida  

Excel to MODS Transformer

Excel to MODS Transformer was created to assist FL-Islandora administrators in creating MODS descriptive metadata for their materials. This service allows administrators to catalog using Excel spreadsheet templates which are then transformed into MODS XML files that can then be loaded directly into FL-Islandora.

Persistent Uniform Resource Locators (PURL) ToolKit

The PURL toolkit was strongly influenced by the active participation of OCLC's Office of Research in the early Internet Engineering Task Force Uniform Resource Identifier working groups and Zepheira's participation at W3C in defining a web architecture for identifying and managing decentralized resources for supporting a variety of business and information management needs.

PURLs (Persistent Uniform Resource Locators) are web addresses that act as permanent identifiers in the face of a dynamic and changing web infrastructure. Instead of resolving directly to web resources, PURLs provide a level of indirection that allows the underlying web addresses of resources to change over time without negatively affecting systems that depend on them. This capability provides continuity of references to network resources that may migrate from machine to machine for business, social or technical reasons.

Publication of Archival, Library and Museum Materials (PALMM)

Publication of Archival, Library and Museum Materials (PALMM) supports the cooperative building of shared collections using common standards and a shared infrastructure by providing digital access to important source materials for research and scholarship.  Projects may involve a single university or college or may be involve collaborative efforts between a university or college and partners within or outside of the state university or college system. PALMM projects create high-quality virtual collections relevant to the students, research community, and citizens of Florida. Detailed PALMM documentation is available.  Click here to visit the PALMM collections homepage



FALSC provides limited support for the long-term preservation of digital content.  Please see the Digital Preservation Libguide for a brief overview of long-term digital preservation topics, standards, and services.

DAITSS (Dark Archives In The Sunshine State) is an open source digital preservation software application developed for the Florida Digital Archive and is available to any other repository. DAITSS provides automated support for the functions of submission, ingest, archival storage, access, withdrawal, and repository management, and is particularly well suited for materials in text, document, image, audio, and video formats.  The DAITSS software is OAIS and PREMIS (Preservation Metadata: Implementation Strategies) conformant.  For more information on DAITSS please see the METS DAITSS SIP Profile and the Table of Recommended Data Formats for Preservation Purposes.

The Florida Digital Archive was the first fully OAIS (Open Archival Information System ISO 14721:2003) conformant repository in production in the United States.  During the December 2018 meeting of the Members Council of Library Services (MCLS), a motion was passed to sunset the Florida Digital Archive and return archival packages to affiliates.  In accordance with this motion in 2019 FALSC took steps to ensure removal and safe transfer of this content.   

Archival Finding Aids

FALSC is paying for all costs for ArchivesSpace through the end of fiscal year ’19-‘20. For the fiscal year beginning in July 2020, each institution will be responsible for paying for their ArchivesSpace hosting fee at a discounted rate negotiated by FALSC (Savings of ~$39,000 statewide).

As of 2019, FALSC has migrated from Archon to ArchivesSpace.  All institutions previously using Archon hosted through FLVC have been contacted and have completed migration or were slated for deletion.  A LibGuide to track the status of the migration is available at  The ArchivesSpace Training center can be accessed at: Announcements will be sent, and workflows will be shared between institutions using the listserv FLVC-ARCHIVES-MIGRATION@LISTSERV.FLVC.ORG, which any interested parties may subscribe to by sending a request to Please note that this arrangement is available to *all* FALSC member libraries; new institutions may join in June or January of each year.

Archives Florida

With the migration to ArchivesSpace Lyrasis is providing a central search portal for Florida Archival Finding Aids.

Citation Server

Databases available through this server include:

Archie Carr Center for Sea Turtle Research:


London Times Index (1906-1980):

Independent Florida Alligator Index 1984-1991:

Florida Times Union Index (1986-1997):

Florida Documents Index (1967 - ):

Citrus Greening Bibliography:



By appointment, digital services consultations are available:

  • By Phone (352-415-6800)
  • By Email (
  • Or Online (Teams)


Team Members

Rebel Cummings-Sauls

  Rebel Cummings-Sauls
  Director of Digital Services and Open Education Resources (OER)

  M.L.I.S, Florida State University; B.S., Information Studies, Florida State University



Wilhelmina Randtke

Simone Jackson
Digital Services and OER Support Specialist

  • B.S., Information Technology: Network Systems Operations, University of West Florida



Stephen SzanatiStephen Szanati

Digital Services and OER Support Specialist

A.S., Graphic Design Technology; A.S., Internet Services Tech; A.A., General Social & Behavior Science, Santa Fe College



Shaping lifelong learners in the State of Florida by enhanced and enriched support of the learning experience with cost effective leadership and collaboration with the Florida Libraries' digital community of higher education.


The mission of the Digital Services and Open Educational Resources unit of the Florida Academic Library Services Cooperative is to provide high-quality, affordable, and collaborative resources and services for Florida public postsecondary institutions that enhance learning, teaching, and research through facilitated access to a user-centric, open access treasury of unique cultural heritage materials, education resources, textbooks, scholarly communications, and original research.


  • Florida Statute,  § F.S. 1006.73 

  • Members Council,, provides input on the suite of services that FLVC/FALSC offers to the students and staff of Florida's public college and university libraries, including the digital services listed above. The Members Council is composed of one presidentially appointed representative from each institution.  All business of the group are governed by the MCLS Operating Procedures.

    • Digital Initiatives Standing Committee,, provides recommendations to the Members Council regarding all technical aspects of digital collection building, digitization,and/or digital production, digital curation, and digital services in support of scholarship.  Committee members are appointed by MCLS.  Committee meetings and the listerv are open to all.  
      • The Islandora Sub-group (ISG),, of the Digital Initiatives Standing Committee (DISC) of the Members Council on Library Services (MCLS) is a working group that is tasked with the responsibility of working closely with the Islandora Development Team on the implementation of the FLVC Islandora Common Digital Library Platform. 
    • Textbook Affordability and Open Educational Resources (OER) Standing Committee,, of the FLVC Members Council on Library Services works collaboratively with the Digital Initiatives Standing Committee (DISC) and Collection Management and E-resources Standing Committee (CMESC) to use existing digital platforms, initiatives, and e-resources collections in support of textbook affordability and OER.
  • Input and feedback gathered though the Help Desk and user groups,

Reports and Publications


  • Statewide Metadata Standards Guide for Florida Academic Libraries’ Digital Collections (PDF)
  • 2019 FL-Islandora Report, June 2020 (PDF)


  • Updated Inventory of Digital Libraries and Collections Held by Florida Public Universities and State Colleges, August 2019.  (PDF)
  • Consortial Implementation and Faceted Search for Reuse Rights in Digital Library Materials, by Wilhelmina Randtke, Randy Fischer, and Gail Lewis, Code4Lib Journal, Issue 45, 2019.  (Article)
  • Opening Up Open Access Institutional Repositories to Demonstrate Value: Two Universities’ Pilots on Including Metadata-Only Records by Karen Bjork, Rebel Cummings-Sauls, and Ryan Otto, March 2019. Journal of Librarianship and Scholarly Communication, 7(1). DOI: (PDF)


  • Updated Inventory of Digital Libraries and Collections Held by Florida Public Universities and State Colleges, November 2018 (PDF)
  • Black History Resources in Florida’s Digital Libraries, February 2018 (PDF) (Word)


  • Altmetrics in Action: Digital Libraries, Altmetrics, and Metadata (poster presentation), Wilhelmina Randtke (FALSC), Florida Association of College and Research Libraries (FACRL) Annual Program, October 2016 (PDF)
  • The Final Report of the Open Access Textbook and Educational Resources (OATER) Task Force, September 2016 (PDF)
  • Adventures in Analytics!: Alternative Approaches to Metrics in Islandora by Bryan Brown (Florida State University), Gail Lewis (FLVC), and Wilhelmina Randtke (FLVC), Islandora Camp Florida, May 2016 (PowerPoint)
  • Finding the Right Page:  Book Navigation in FL-Islandora, Gail Lewis (FLVC), Islandora Camp Florida, May 2016 (PowerPoint)
  • FL-Islandora: Florida's shared Islandora instance hosted by the Florida Virtual Campus, Lydia Motyka (FLVC), Islandora Camp Florida, May 2016 (PowerPoint)
  • Experiences with Off-Production Server Ingests, Randy Fischer (FLVC), Islandora Camp Florida, May 2016 (PowerPoint)
  • Inventory of Digital Libraries and Collections Held by Florida Public Universities and State Colleges, Spring 2016 (PDF)


  • More than Metadata:  Where the Rubber Meets the Road in DLS Migration, Lee Dotson (University of Central Florida), Lydia Motyka (FLVC), Joanne Parandjuk (Florida Atlantic University), Jamie Rogers (Florida International University), Digital Library Federation, October 2015 (PowerPoint)


  • PDF to PDF/A: Evaluation of Converter Software for Implementation in Digital Repository Workflow by Jamin Koo and Carol C.H. Chou, 2012 (Word)
  • Describing Digital Object Environments in PREMIS by Angela Dappert, Sébastien Peyrard, Janet Delve, and Carol C.H. Chou, 2012 (PDF)


  • Towards Interoperable Preservation Repositories: Repository Exchange Package Use Cases and Best Practices by Joseph G. Pawletko and Priscilla Caplan, 2011 (PDF)
  • DAITSS Grows Up: Migrating to a second generation preservation system by Priscilla Caplan and Carol Chou, 2011 (PDF)
  • Using preservation of faculty research as a demo preservation use case for developing a digital preservation strategy within a research university by Plato L. Smith II, 2011 (PDF)
  • Long-term preservation of ETDs: what do you do when your file formats become obsolete? by Lydia Motyka, 2011 (PDF)


  • The Florida Digital Archive and DAITSS: a model for digital preservation by Priscilla Caplan, Library Hi Tech, v.28:no.10, 2010 (Article)


  • Updating DAITSS - Transitioning to a web service architecture by Randall Fischer, Carol Chou, Franco Lazzarino, 2008 (PDF)


  • Ingest and Dissemination with DAITSS by Randy Fischer (FCLA) and Stephanie Haas (Assistant Director, Digital Library Center, University of Florida), 2007 (PowerPoint)
  • Format Identification, Validation, Characterization and Transformation in DAITSS by Carol Chou, 2007 (PDF)


  • Preserving ETDs with DAITSS by Chuck Thomas, 2006 (PowerPoint)
  • DAITSS and the Florida Digital Archive Presented by Priscilla Caplan, 2006 (PowerPoint)


  • The FCLA Digital Archive by Priscilla Caplan, Joint Meeting of the CSUL Committees, 2005 (PowerPoint)
  • Statewide Digitization and the FCLA Digital Archive by Priscilla Caplan, OCLC/IMLS Statewide Digitization Planners Meeting, 2005 (PowerPoint)
  • DAITSS: Dark Archive in the Sunshine State by Priscilla Caplan, DCC Workshop on Long-term Curation within Digital Repositories, 2005 (PowerPoint)
  • Digital Preservation and Trusted Digital Repositories by Priscilla Caplan, ALA PARS program, 2005 (PowerPoint)
  • Building A Dark Archive in the Sunshine State: A Case Study by Priscilla Caplan, 2005 (PDF)


  • How to Build Your Own Dark Archive (in your spare time) by Priscilla Caplan, Keynote, Cornell Digital Preservation Workshop, 2004 (PDF)
  • Preservation Ruminations: Digital Preservation and the Uncertain Future by Priscilla Caplan, New York Library Association (Rudi Weiss Memorial Lecture), 2004 (PowerPoint)
  • Digital Preservation Policies: Technical Considerations by Priscilla Caplan, Society of American Archivists (SAA) Boston, 2004 (PowerPoint)
  • Building a digital preservation archive: Tales from the front by Priscilla Caplan, VINE: The Journal of Information and Knowledge Management Systems Volume 34 Number 1, pp38-42, 2004 (Article)


  • Preserving Digital Collections by Andrea Goethals, Digital Libraries for Cultural Heritage: Current Status and Future Needs WorkShop, 2003 (PowerPoint)
  • A Tale of Two Archives: Notes from the Dark Side by Priscilla Caplan, with Jerry Persons, Fall CNI Task Force, 2003 (PowerPoint)