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ICO Cataloger/Photocat is a web-based application that allows descriptive metadata entry for items managed by the IU Libraries' fedora preservation repository. Once a collection has been made "live" through the ICO Portal, catalogers and administrators of collections in ICO Cataloger also control when content is published to the Web.   


  • Collection - Groups of materials in ICO Cataloger are grouped into "collections". A collection is a group of materials for which one particular set of metadata is collected. Typically all items in a collection are the same type of materials.
  • quick search form - Once a collection has been selected, there is a search form at the top right-hand corner of the pages that allows searching of the records in that collection. This form will be referred to in this documentation as the "quick search form".
  • navigation menu - Once a collection has been selected, links to "Search", "Browse", "Vocabulary Sources" and "Batches" appear in a gray bar. This is referred to as the navigation menu.
  • search results page - An array of thumbnail images (possibly with identifiers and a title) is presented as the results of a search or browse operation. Controls to page through these results as well as a search form are presented as well.


There are two levels of permissions for ICO Cataloger/Photocat users:  Administrator and Cataloger.


Contact Kara Alexander to add new admins or catalogers/remove former admins or catalogers.

Creating a Collection

Collections are created as the result of a consultation with IU Libraries staff from Digital Collections Services. Metadata fields are selected and digital materials are processed and used to populate the collection.


Logging In

Once a collection has been setup, you will be able to login to ICO Cataloger/Photocat: Login requires authorization so you'll automatically be redirected to IU's Central Authentication Service to which you'll supply your IU credentials before being granted access to that page. For users whose work centers around a single collection, the user may bookmark the collection home page and always use that as an entry point into the application. Other users may wish to simply start at the collection selection page.

Locating Records

Records may located and viewed using several means.

  • Search: Searching with no criteria entered will result in a listing of all records in the system sorted by identifier. This may be the easiest way to discover records before metadata has been entered. There is a convenient link on the collection home page to perform this action, but at any time a user may also click the "search" button on the quick-search form having entered no search terms.
  • Browsing by Field Value: clicking on the "browse" link in the navigation menu will allow you to select fields and navigate to records that have particular values in those fields. For example, clicking on "browse" then "title" will present a table listing all titles entered. For each title you can follow a link to "view records" which will take you to a search results page exposing access to all the records with the given title.

Editing Records

Clicking on the identifier or thumbnail image in the search results page will take you to a page that allows the metadata for that item to be entered or modified. You can also replace images for any given record. At the top of the page, the identifier is displayed.


Multiple people can catalog items in the same collection at the same time as long as they do not alter the same record. A record can only be edited by one person at a time. If multiple catalogers accidentally edit the same records, they will encounter an error when attempting to save.  

Item Preview

On the right side of the page there will be an item preview box containing a visual representation of the item whose metadata is currently being edited. If alternate views or formats are available links to access them will be presented in this preview box.  Administrators for a collection will have access to the digital master image.  

Manage Files

Deleting/Replacing Images



Record updates will fail if you are updating the same records as part of multiple batch operations. For example, you create a batch update to normalize a subject heading, and you create another batch update to normalize personal names. If a given record is part of both batches, and the batches are executed right after the other, you may encounter an error. When running multiple batch operations, especially across a large number of records, you should execute one batch update at a time.

Quality Control for Metadata

  • NEED to document this