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- E-library / Digital Repository
- Who it's for
- Institutional digital collections
Institutional digital collections
A department maintaining a digital collection needs a reliable answer to which item was accepted, under which project and with which evidence. The repository record connects the organization, project, owner, requirement outcomes, files, decision and delivery reference. This helps teams hand work between preparation, review and release without losing the case context.
How E-library / Digital Repository is set up for you
Multiple project scopes
Each item belongs to a project and organization, while each project retains its own code and policy reference.
Source evidence
Requirement and file references make it possible to compare an incoming item with its origin.
Corrections
Assigned tasks give returned work an owner, due date and written resolution.
Delivery trace
Runs, attempts and step receipts explain what happened when an item was sent onward.
A department maintaining a digital collection needs a reliable answer to which item was accepted, under which project and with which evidence. The repository record connects the organization, project, owner, requirement outcomes, files, decision and delivery reference. This helps teams hand work between preparation, review and release without losing the case context.
Begin with one organization and one active project. Give the administrator responsibility for the project definition and the operator responsibility for preparing items. Agree the naming and numbering conventions before importing existing records. Select an item whose external source reference can be checked and an item with an uncertain prior delivery.
For the first case, follow the requirement outcomes, file verification and reviewer decision through to its delivery reference. For the second, compare the operation key, attempt status and receipt against the receiving endpoint before deciding what to do next. A status on the content item gives the work queue its shape; the evidence and execution records explain the decision behind it.
[See the delivery process](/e-library-digital-repository/processes/decision-to-delivery) and [data model](/e-library-digital-repository/data-model).
Features to start with
Roles on the team
- Digital Repository Administrator
- Maintains approved configuration: record entry on Projects, read-only on all operational, review and provenance tables, and access to all four repository pages. No schema editing, deletion, bulk operations or export grants.
- Digital Repository Operator
- Prepares assigned work: record entry on Content Items, Application Requirements, Production Tasks and Content Files, read-only on configuration, review and provenance tables. Scope to authorized organizations is enforced by workflow guards.
- Digital Repository Reviewer
- Reviews independent assigned work: record entry on Review Decisions only, read-only on every other table. Reviewers cannot approve their own preparation; the workflow guards enforce reviewer independence.
- Repository Read Only Analyst
- Reads authorized summaries and aggregates across every table plus the four repository pages. No record creation or editing, no schema or administrative capability.
Set up E-library / Digital Repository your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.