Works

The Work is the primary unit of content in ScholarSphere. A Work consist of a series of Versions with descriptive metadata (title, publication date, creators, etc.) and uploaded files. A Work's most recent published Version is the current Version of the Work.

Descriptive Metadata

Descriptive metadata is stored at the Version level. The metadata in the most recent published Version is the preferred description of the Work.

Field Name	Description	Example Value
title	work's title	"Natural Language Processing on Social Media Data"
subtitle	works' subtitle	"a comparative study"
creators	list of authors
version_name	version number (optional)	2.0
keyword	work keywords	["natural language processing", "social media"]
rights	license applied to the work (URL)	https://creativecommons.org/licenses/by/4.0/
description	work abstract/description	from article abstract
resource_type	work's type (see resource types)	"Dataset"
contributor	list of contributors (not authors)
publisher	work publisher	"ScholarSphere"
published_date	publication date (ISO 8601)	2020-05-08
subject	subject area
language	primary language used in work	English
identifier	DOI	10.26207/mgyq-kn11
based_near	Geographic Area
related_url	Related URL
source

Files

Like metadata, files are associated with Works at the Version level.

Work Version States

A Work Version exists in one of three states:

• Draft: Creating a Work automatically creates a Version in the Draft state, and new Versions of the Work are created in the Draft state. Files and metadata may be modified by the Work's creator or repository administrators only. A Work can have only one Version in the Draft state at a time.
• Published: files and metadata may be accessed according to the access settings of the Work the Version belongs to. Metadata and files of Published versions may only be modified by repository administrators; updates to the metadata or files should be made by creating a new Version.
• Withdrawn: metadata (but not files) may be accessed according to the access settings of the Work the Version belongs to. Metadata and files may only be modified by repository administrators. Only repository administrators can set a Version to the Withdrawn state.

The current Version of a Work (the Version presented to users who access the Work) is the most recently Published or Withdrawn Version.

Work vs Work Version Metadata

The following table describes how metadata fields are stored (at the Work or Version-level) and indicates fields that may or may not change between Versions.

Metadata Description	Associated with Work/Version	Comment
Visibility/ACL	Work	Applies to all Versions
Depositor	Work	...
Work Type	Work	...
Embargo Release Date	Work	...
Collection Memberships	Work	...
DOI	Work	Version-level DOIs one day!
Version State	Version	Only one Draft Version per Work
descriptive metadata (see table)	Version	...

Work Visibility

Works have one of three visibility levels that affect whether files and metadata of the works published versions are accessible to the public or only to users logged-in with a PSU account.

Visibility	Files	Metadata
Public	Public	Public
Penn State	PSU account required	Public
Restricted	Depositor/admins	Depositor/admins

• Public: Files and metadata of the work's published versions can be accessed/downloaded by anyone.
• Penn State: Metadata of the work's published versions can be accessed/downloaded by anyone, however files are only accessible to users logged-in with their Penn State account.
• Restricted: Files and metadata are only accessible to the depositor and repository administrators. This visibility setting can only be applied by repository administrators.

Embargoes

Depositors may request to publish their work under an embargo. During the duration of the embargo, the metadata records of the work's published versions are publicly accessible however the associated files are restricted. (The web page for the work is public, but the files will not be downloadable). When the embargo expires, the files are accessible according to the work's visibility settings (see above).

Embargoed works are accessible but they are not indexed, which means they won't appear in search results.