Rights

Describes the process when Metadata Services Unit (MSU) requests rights metadata be added to records in the Metadata Management System (MMS) by Copyright and Information Policy (CIP)

Table of contents

  1. Overview
  2. Steps for MSU Staff
    1. Requesting Rights Metadata
  3. Steps for CIP Staff
    1. Adding Rights Metadata
  4. See Also

Overview

See General Guidelines › Rights and Digital Collections › Criteria for Appearance for more information about the role of rights metadata in MMS and how rights codes determine what appears on Digital Collections (DC).

  • Rights metadata are added and maintained by Copyright and Information Policy (CIP)
  • Metadata Services Unit (MSU) uses ClickUp to request rights metadata be added to records in the Metadata Management System (MMS)
    • MSU typically requests rights metadata if it has not already been assigned during the Approval workflow after digitization is complete and records are approved to ensure captures and records are structured correctly and descriptive metadata are accurate
    • Occasionally, MSU may request rights metadata at other points such as:
    • The location of the corresponding ClickUp task will be based on the relevant workflow
  • Staff outside MSU should contact CIP 🔒 directly when rights metadata updates or corrections are needed

Steps for MSU Staff

Requesting Rights Metadata

For MSU Staff

  1. Open the ClickUp task that corresponds to the record that needs rights metadata:
    1. Metadata Services › New Digitization › New Digitization Approvals 🔒 for incoming approvals that correspond to newly digitized material
    2. Metadata Services › New Digitization › New Digitization Tracking 🔒 for tasks that correlate to digitization of materials currently underway
    3. Metadata Services › Remediation › Remediation Projects › Remediation Tasks 🔒 for tasks generated as part of remediation projects such as backlog approvals, reimports, etc.
  2. Toggle the Rights field of the ClickUp task to Rights Needed
    1. For approvals, toggle Status to On Hold
  3. Add the Digitization Coordinator (DC) to the DC (only if Rights Needed) field of the ClickUp task
    1. The appropriate Digitization Coordinator (DC) is based on the Project Type and Research Library
    2. If you are unsure who is the Digitization Coordinator (DC), discuss with the Manager, Metadata Services
  4. Add a comment to the ClickUp task to specify the URLs for the records needing rights and tag the DC with an @ symbol
  5. Once the DC sets the Rights field to Rights Completed, a ClickUp bot will add a comment to the task indicating  ✅ rights completed
    1. For approvals, the task status will automatically be updated to In Progress, and the next approvals steps can be taken

Steps for CIP Staff

Adding Rights Metadata

For CIP Staff

  1. When an MSU liaison determines rights metadata are needed, they take the following steps on the corresponding ClickUp tasks:
    1. Set the Rights field to Rights Needed
    2. Indicate the appropriate Digitization Coordinator (DC) in the DC (only if Rights Needed) field
    3. Add a comment specifying the URLs for the records needing rights
  2. All ClickUp tasks that indicate rights metadata are needed will appear at Metadata Services › Rights Needed 🔒
    1. It is recommend that DCs “favorite” this page by clicking the name of the Rights Needed tab to click ☆ Add to favorites
    2. By default, favorite views are accessible from the left-side navigation column in ClickUp, but they can be made to appear at all times at the top of the screen by clicking the 📌 icon next to Favorites to Pin Favorites to top
    3. DCs can also find any tasks assigned to them on the Home page, from the MSU personalized views, and in notifications
  3. DCs are encouraged to use the comments to discuss any questions for the MSU liaison and provide updates as needed
  4. Once rights metadata has been completed, toggle the Rights field to Rights Completed

See Also