Robert J. Dole Institute of Politics

Entermedia Collections: Creating Groups of Items

The easiest way to save files for later, and to share a large number of files, is to create a collection. Each staff member has their own private Library called [Staff Member]’s Collections. You can create new collections in this library or add to existing collections.

Select or Add a New Collection

First, select the Library where the collection lives, or is about to live (here it’s Maggie’s Collections). Then, pick the collection you want from the second drop down list, or Add a New collection. Note: At this time, only Archives professional staff add new Libraries.

Now that you’ve created a collection, you can add items to that collection.

Select items from your search results or from your basket, and then go to Actions>Add To Collection. Please note that the Actions menu only shows up when you have items selected. To see what items you have selected, go to Selections>Show Only Selections.

Next, an Add to Collection box pops up.

Select an existing collection from the list below the green menubar, or add a new collection.

The box below shows a new collection being added – just type the new collection name in the Collection Box.

Click Save. Once you’ve saved a collection you can give it a description or share it. The collection will pop up in your window. Click the Properties tab. Enter a Project Description if you’d like and click Save.

Further down on the same page (Collection Properties Tab) you’ll find Collection Sharing options. Here you’ll find a link to your collection for others to view. They will only be able to see the collection if they are on the KU campus. See Sharing Files outside KU (below) for more information about sharing items off campus.


Entermedia FAQ
What can I find in Entermedia?
Most files in Entermedia are DIOP event photos, videos, and transcripts dating from 2001 to the present. Thousands of digital photographs, documents, audio and video files from the Dole Archives Collections (everything in Archon and more) are also included. Additionally, all media from the DIOP and Dole Archives websites is available in Entermedia.
What can I use Entermedia for?
You can use Entermedia to find photographs and other archival materials for outreach, promotions and internal reference. Please note that while many images are in the public domain, many photographs are still under copyright. Additionally, Senator Dole has not granted the DIOP rights to his photos. Usage rights must be cleared through his staff. Please contact Archives Staff for assistance.
How do I find what I’m looking for in Entermedia?
Please see the section titled Searching in the Entermedia Guide following this FAQ. Full-text searching of documents is available. Please note that searching is only as good as the data available for each item.
I can identify a person in a photo. How do I add the name to the photo description?
If there are descriptions, keywords/tags, or people you’d like to add to an item, or if you would like to suggest corrections, please contact the Digital Asset Manager: Megan Macken, mmacken@ku.edu or 4-1402.
How do I share Entermedia items with people at KU?
Please see the section titled Sharing Files at KU in the Entermedia Guide following this FAQ. Please note that while many images are in the public domain, many photographs are still under copyright. Additionally, Senator Dole has not granted the DIOP rights to his photos. Usage rights must be cleared through his staff. Please contact Archives Staff for assistance.
How do I share Entermedia items with people outside KU?
Please see the section titled Sharing Files outside KU in the Entermedia Guide following this FAQ. Please note that while many images are in the public domain, many photographs are still under copyright. Additionally, Senator Dole has not granted the DIOP rights to his photos. Usage rights must be cleared through his staff. Please contact Archives Staff for assistance.
I have a lot of photos and files on my computer, how can I add these to Entermedia?
All files in Entermedia have been accessioned into the DIOP Archives and, as records, are generally no longer working files. Please contact the Digital Asset Manager to discuss archiving your digital records: Megan Macken, mmacken@ku.edu or 4-1402.
Who do I ask if I have questions or technical difficulties?
Please direct all questions about Entermedia to the Digital Asset Manager: Megan Macken, mmacken@ku.edu or 4-1402.