VITA by Our Digital World – Profile
Note
This profile was completed by the software vendor at CHIN's request and does not reflect the views or opinions of CHIN. It is presented for information only and does not indicate approval or accreditation by CHIN. Inclusion of specific products does not mean that CHIN recommends the software, but that members of the community expressed interest in learning about these products.
This information was accurate as of September 2021. For more information or to request updated information, please contact the vendor directly.
List of abbreviations
- API:
- Application Programming Interface
- DC:
- Dublin Core
- GB:
- Gigabytes
- GLAM :
- Galleries, Libraries, Archives and Museums
- GNIS :
- Geographic Names Information System
- KML:
- Keyhole markup language
- MARC :
- Machine-Readable Cataloguing
- MODS
- Metadata Object Description
- NGA :
- National Geospatial Intelligence Agency
- OAI-PMH :
- Open Archives Initiative Protocol for Metadata Harvesting
- ODW:
- OurDigitalWorld
- PostgreSQL:
- Postgres
- RSS/Atom:
- Really Simple Syndication/Atom
- SQL:
- Structured Query Language
- VINTA:
- Video Image Newspaper, Text, Audio
- VITA:
- Video, Image, Text & Audio
Product name
VITA [vee-tah] Digital Toolkit
Vendor name
OurDigitalWorld Organization
Vendor overview
Website URL
Head office
Toronto, ON
- Year Founded:
- 2012
- Telephone Number:
- 647-288-0254
- Fax Number:
- N/A
- Email:
- info@vitatoolkit.ca
- Contact Person:
- Jess Posgate at jposgate@ourdigitalworld.org
Product overview
Product description
VITA [Video, Image, Text, Audio] Digital Toolkit is a web-based software for uploading, describing and displaying digital collections. Includes a robust set of search and discovery tools, customizable collection site, powerful aggregation options, and interactive tools like exhibits, user contributions, mysteries and comments. Great for collections of all sizes and for telling stories around community collections.
Disciplines supported
An “agnostic” tool, that allows for description of collections from across the Gallery Library Archives & Museums (GLAM) sector.
Product launch date
- Version 1 initial software launched in 2002
- Version 6.0 was released in January 2018
- Version 6.2 was released November 2020
Product history
The original purpose was to showcase digital versions of two-dimensional images. This expanded to printed volumes, audio and video files. In 2010 we merged it with a parallel toolkit that managed runs of digital newspapers (and related serial publications: magazines, newsletters etc.) It has been used to document artefacts as large as ships, and as dispersed as historic houses and cemeteries.
Future development
Next release: first quarter 2022, version 6.3
- Under the hood:
- Support for the Open Archives Initiative - Protocol for Metadata Harvesting (OAI-PMH)
- Management side:
- Updated data management dashboard
- Automatic extraction of positional information from born-digital documents for hit highlighting
- Improved and enhanced rights statements
- Updated and decolonized subject authority files
- End user:
- Image jigsaws
- Sparkline/slide option for date browse
- Audio/video option for user contribution module
- Improved mobile responsive design
Demo version
Free trial available
Support
Support methods
Central Help website includes manuals, tip sheets, recorded webinars, and newsletter links; one-on-one email support; phone; optional fee-based training.
Support language(s)
English; some French
Support availability and hours
24/7
Support fees
Included in subscription; custom training available for negotiated fees.
Client support network
Training
On-demand canned webinars available 24/7; custom organizational training sessions available in person or custom live webinar sessions for a fee
System updates and maintenance
System maintenance is automatic, ongoing and centralized; everything from bug fixes to application upgrades; universal to all users. Only major code changes that may require training are flagged as numbered releases.
Cost
Pricing
VITA Toolkit annual subscriptions:
- VITA Basic or News Basic
- $349/year (<1GB storage included)*
- VITA Standard
- $899/year (<10GB storage included)*
- News Plus
- $899/year + newspaper page hosting ($0.015-0.03/pp, based on total page count)
- VITA Plus
- $1299/year (<50 GB storage included)*
- VINTA
- $1499/year + newspaper page hosting ($0.015-0.03/pp, based on total page count)
Maintenance costs
Plan upgrades can be made anytime for a prorated fee.
Maintenance and software upgrades are included.
Additional fees
Hourly fees apply for customization or training; data migrations and file export fees are charged on a case-by-case basis.
*Extra storage for non-News plans can be purchased at $75/year for every extra 5GB[Gigabytes].
System specifications
Operating systems supported
VITA Toolkit is hosted and web-based, not distributed software. Users simply need a modern browser and logon privilege. Our logs show users engage with just about every modern operating system that supports a browser. There are occasional issues with pre-2007 browsers (Internet Explorer 6 and before).
Underlying database
The database is server side and requires no client install. We use the current version of PostgreSQL. Full-text searching is supported by Apache Solr.
Platform(s)
Both data managers and end users require a browser. The product is designed to support the major (and most minor) browsers released since 2007. The software, both data management and public sites, function on all types of devices, including desktops, tablets and mobile phones.
Hardware requirements
Users should have a reasonably current browser and good to excellent internet speed and service.
Staff requirements
Software is web based, is not highly technical, requires no local infrastructure and should have one, up to maximum two, site administrators. Other users can be added by the agency, with roles that can be restricted to uploading and describing content with no “delete” privileges.
Plug-ins and/or modules available
There are no required third party tools. Some agencies have chosen to licence Reachdeck Toolbar (formerly called BrowseAloud) Web Screen Reader software which is presented in their public site(s) See, for example, Oakville Newspapers. Only custom code embeds that require OurDigitalWorld staff time will have fees associated.
Third-party requirements
Serving PDFs and Word Doc files are an option for downloading and printing, as are a range of audio and video formats. Depending on the operating system, users may need to install some software to open those files. In general, the system is designed to serve web compatible files or to convert other formats to web-compatible versions on the fly.
Interoperability
Public records can be easily shared via social media platforms such as Facebook and Twitter.
Other share options are available as well: VITA will embed YouTube content. Videos can be viewed through iTunes podcasting service. Public records and page-level PDFs can be downloaded for printing locally. KML data can be exported for use in Google Earth or other mapping tools. Record metadata for any agency collection or item can be exported to a variety of standards for local storage or manipulation for other platforms. An API for user queries allows both result “count” and search results to be integrated into external discovery pages using a variety of metadata formats. An OAI-PMH compliant toolset is in beta release for agencies wishing to allow OAI records harvesting.
Accessibility
All VITA public sites are developed and tested to meet Web Content Accessibility Guidelines (WCAG) 2.0 AA compliance. All content that is system-generated is delivered in accordance with this standard.
Customization
The public interface of an agency’s search site can be customized. The client can use pre-defined stylesheets or themes with predetermined colour schemes or, for higher plan types, can upload a supplementary Cascading Stylesheets (CSS) to make additional customizations. All screen text in the public interface can be customized. Some functions can be selected or deselected. Search options and facets can also be adjusted. Metadata fields are fixed by template type but fields with no content will not display. Branding is applied by the client, including graphics for: site banner, favicon, RSS and Atom feed tiles, podcast coverflow art, and any footer information; as well, graphic thumbnails for groups, exhibits and external links can be customized to overwrite default graphics.
Web integration capabilities
Cloud functionality
VITA Toolkit is entirely web based and requires no local infrastructure.
Browsers supported
- All modern browsers are supported.
- Public access of content is via a standard web browser URL.
- Login to data management is a browser session requiring cookies.
Old browsers such as IE6 may fail to play some of the HTML5 features such as the video stream.
Web-based access for data entry
VITA is web based. Assigned users can login from any computer or other device to perform data entry.
There are limits to access of the software, based on security restrictions according to user profile: User accounts can be limited with security settings to be able to access only item level records but not delete records (Level 1), access all record types, including groups and exhibits, and delete those records (Level 2), or access all client content as well as manage the agency profile (Level 3); an additional level can be added to Level 3 users to make them Site Administrators, allowing them to alter the public interface of the client search site. The use of cookies is required for the session duration. (These are never shared outside this environment)
Web publishing platform
Any individual record can be made public or non-public; in each record there are fields that are explicitly non-public that the agency can use to populate private data; public records display through the client’s search site which are then crawled by search engines for discovery on the Web. As well, organizations within Ontario have their public content automatically included in the aggregate portal and news content in the Ontario Community Newspapers portal. Organizations can also work together and with ODW to create regional or thematic aggregate sites e.g. 1812 History Collection. All content made public is freely available on the Web.
The tool supports the creation of multiple virtual exhibits.
If enabled by the agency, user contributed content can also be solicited.
The non-proprietary API is available for user queries which allows both result “count” and search results to be integrated into external discovery pages.
Linked open data functionality
A variety of references for Linked Open data are currently supported, including geographical validation against Geonames.
User groups and security
User profiles
- Are there profiles for each user?
- Yes
- Can multiple users be logged in at once?
- Yes
- Can multiple users be editing at the same time?
- Yes
- On the same objects?
- Not recommended, but possible.
User groups
Is there an “admin” user available?
Yes
- Level 1: User account can be limited with security settings to be able to access only item level records but not delete records
- Level 2: access all record types, including groups and exhibits, and delete those records
- Level 3: access all client content as well as manage the agency profile
- Site Administrators: a Level 3 user with an additional privilege, allowing them to alter the interface of the client’s public site.
Visitor profiles
Not within the data management space.
The public fields of public records are available to any user via the public site. End users can “comment” on public records and these are moderated by the agency before being added to the record.
Visitors can create a Favourites account and bookmark items from any VITA collection with personalized notes and custom sorting and folders for personal use only.
Installations
- How many computers can the program be installed on?
- n/a
- How many can run it at the same time?
- There are no active limits at this time
- Is it restricted to one workstation?
- No
Audit trails and/or edit history
- Does the program provide a way to see what changes have been made to a record?
- No
- When they’ve been made?
- Yes
- And by whom?
- No, however record timestamps and last user login can be cross-referenced if necessary
Offline access
No
Privacy features
n/a
Data migration and stability
Import formats
Our team has migrated metadata and digital content files from over 100 agencies in the last 20 years. We have imported from InMagic, AccessDB, CSV and XSL spreadsheets, Word Documents, and more. Even where the packaging claims to be standard, the content usually has to be validated and massaged and various data integrity checks run (e.g. date ranges) as the content is imported. There is a n hourly fee associated with data normalization and ingestion, depending on the complexity of the import material.
Export formats
Public Users can export results sets to:
- RSS/Atom
- SOLR
- MODS
- DC
- Optional function: KML export
Any Level 3 user can trigger some export formats at the record level:
- VITA format: an extended full data xml format covering all records or just public records with all fields, including comments, mystery questions, and full text.
- Dublin Core: (just public records and DC fields)
- CSV: Quick dump of specific fields (aka an inventory export)
Additionally, these exports can be done on a request basis (no charge):
- Solr: indexing records for Public, Data Management or record Parts
- Canadiana specified format - for a variety of specified media types such as Images, Text, Video, Newspapers, etc.
Coming soon: MODS via OAI-PMH
Backups
Backups are run daily and saved to other backup servers automatically. This is a fully integrated part of the system. All servers and back up servers are in Ontario, Canada.
Standards and schemas
Metadata schemas
- VITA
- Dublin Core
- ATOM/RSS
- MODS
- SOLR
- OAI-PMH (DC and MODS) - beta release
Data content standards (cataloguing rules)
The VITA Toolkit is an “agnostic” tool that meets standards from across the GLAM community. The VITA Metadata Application Profile defines best practices for completing each field in the available templates. Where fields are unstructured, there are recommendations for formatting and adding content to meet industry standards. Some fields are driven by authority files (e.g. Media & Item types, Subjects, Geolocations, Creator Roles). Where formatting applies functionality, there are specific rules for entering data e.g. linked personal or corporate names.
Vocabulary standards
VITA Toolkit templates draw on a variety of vocabularies to ensure all types of description can be accommodated. In some cases, there are options to add new terms to existing authority files as well. Some of the vocabularies in use are:
- Dublin Core (DC)
- Thesaurus of Graphic Materials (TGM I & II)
- Library of Congress Subject Headings (LCSH)
- Art & Architecture Thesaurus (AAT)
- GeoNames (includes NGA, GNIS, Ordnance Survey OpenData, GeoBase)
- Marc 21 Relators
Local terminology lists
Users can assign quick-pick checklists for adding media types, item types and creator roles from existing authority files.
Users can add subject headings to the Thesaurus but these will be flagged as “unauthorized” on the data management side to distinguish from Authorized subject headings.
Users can also request additions to the Item Types and Creator Roles authority files.
Accreditation
n/a
Data entry and content
Media upload/linking
Media is uploaded directly through the Toolkit and to a database on ODW servers. URL-based media can be pointed to as external links, but the media at that address will not be uploaded as an object. Batch uploads of page or image files can be made through the data management interface and associated with an issue record or template record respectively. Batch loaded image records can be customized after the upload.
Media formats supported
- Max file size
- 100MB
- Image files
- JPG, JP2, JPF, TIFF, PNG, GIF, PDF
- Video files
- preferred - MP4 or YouTube embed; also supported - M4V, MOV
- Audio
- preferred MP3; also supported OGG, WAV
- Text
- TXT, PDF (single or multipage files), RTF, DOC, DOCX
Note
VITA also supports transcriptions of audio and video files; audio transcriptions can be assigned at the chapter level for read-along display with the audio player.Data entry features
Data entry features
- Copy & Paste
- yes
- Search & Replace
- No
- Spellcheck
- no, unless user has a spellcheck function activated on their browser or device
- Bulk Cataloguing
- no
- Batch Edit
- no
- Batch Location Change
- no
- Duplicate Record Search
- no, only by record content
- Template Record
- yes
- Date Selection & Formats
- no
- Mandatory Fields
- no
- Others
- authority files for media types, item types, subjects, creator/contributor roles, subject headings, geo-location.
Spreadsheet editing view
No
Geographic mapping
Using place-name look-up from GeoNames to pin records, with ability to adjust to specific locations within place on Google maps interactive map; results will show as multiple pins on map. Multiple locations can be assigned to individual records.
Multilingual fields
VITA Toolkit provides Unicode (UTF-8), supporting non-Latin characters [this presumes the user’s browser also supports them].
Prototype public site language is available in English and French; Spanish prototype to be released 2022; public-facing label fields can be customized to any language or character set where language reads from left to right. Metadata can be provided in any language. You can place multiple languages within a field if desired.
Data management screens are currently available in English.
Barcodes
No
Labelling
No
Search and reporting
Types of search supported
- Boolean Queries
- yes
- Query Any Field
- keyword search across all public fields, yes.
- Sort Query Results
- Indicate whether this is single or multi-level. Yes, sort query results then re-sort within results.
- Saving Search Results
- Includes saving the search results and the search query. Query is exposed on results set; user can copy and paste query or export or share results to save. Queries are not saved within the system.
- Filter Search Results
- yes
- SQL-based Search
- For security reasons, only by request via ODW staff
- Free-text (Google) Searches
- yes
Multilingual searching
Yes
Report styles included
Onscreen display or CSV or TXT download
Report customization
Report content can be customized after export only.
Report program
Internal user reports are generated by the program; external site traffic reports from Google Analytics.
Museum functions
Collection management function overview
Registration
Can be added to Custodial History
Acquisitions
Can be added to Custodial History
Inventory Management
No
Internal Tracking
Manual tracking, could be added to Location of Original (private or public)
External Shipments
Can be added to Custodial History
Cataloguing
Local Identifier (Public - must be unique), Collection (Public), Custodial History [Provenance] (Non-Public), Donor (Private), Donor (Public), Location of Original (Public), Location of Original (Non-Public), Reproduction Notes (Public), Terms of Use (Public); add to a Group (Public or Non-Public), upload non-public files e.g. accompanying documentation to the object being described.
Does it support multidisciplinary cataloguing?
Yes, VITA is primarily a tool for recording metadata about a wide range of object types and is used for that by museums, archives, libraries and other organizations according to their own standards and best practices.
Conservation
Can be added to Custodial History
Curatorial research
Can be linked or added as Notes or in Citations.
Publications and printed material
Can be added as external links, accessory documents can be uploaded and kept private or made public with the item.
Rights management and reproduction
- Copyright can be assigned
- Creative Commons licences can be assigned
- Terms of use can be assigned
- Reproduction Notes can be added
- Coming soon: First Nations Rights
Exhibitions
VITA has a complete module for building virtual exhibits and timelines
Risk management and valuation
No
Loan management
No
Deaccessions
Can be added to Custodial History
Digital asset management
VITA allows users to create and index records about and content of uploaded objects (e.g. records and/or full text or transcriptions); users can implement lifecycle workflows using the non-public/public record control, groups (for records needing revision or review), and user profile (latest login) and record level (created, modified, made public) timestamping for tracking activity. VITA does not include version control (unless entered manual) or controlled asset access.
Additional features and functions
- Aggregate collection display for multiple agencies
- Contribution module for gathering digital objects or stories from the public
- Moderated Comments feature
- Mystery question for identifying missing information and community engagement
- Moderated testimonials module
- Timeline builder
- My Favourites bookmarking tool for private user collections
- Standalone transcription module
Page details
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