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Workspace item

: An item that is under submission and active edit by an authorized user. The workspace item is visible only to the submitter and the system administrators.  (currently there are not friendly Currently there is no simple way to find/browse such items other than go with the direct item ID or to use the supervisor functionality). Using the supervisor functionality, a system admin can allow other authorized user to see/edit the item in the workspace state.

Expected use cases:-         

• Self deposit

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• Collaboration over an in-progress submission for a small group of

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• researchers.  (

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• This use case is implemented only with major

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• limitations, using the supervision feature – concurrency, lack of delegation: supervision

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• must be defined by the

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• system administrators, etc.)

Workflow Item

: An item that is under reviewing review for quality control and policy meet assurancecompliance. The workflow item is visible to the original submitter (currently only basic metadata are visible out-of-box in the mydspace summary list), users  assigned assigned to the specific workflow step where the item resideresides, and system administrators.  (currently there are not friendly Currently there is no simple way to find/browse such items other than go with the direct item ID or to use the abort workflow functionality).

Expected use cases:-         

• Quality control

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• Improvements to the bibliographic record (metadata available in workflow can be different than

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• those asked

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• of the submitter)

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• Check of policy / copyright

Withdrawn item

: It is a logical deletion. It The Item can be restored and it can be used to keep track of what has been available for a while on the public site.

Expected use cases:-         

• Staging area for item to

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• be removed when copyright issues arise with publisher. If the copyright issue is confirmed, the item will be permanently deleted or

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• kept in the withdrawn state for future reference.

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• Logical deletion delegated to community/collection admin, where

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• permanent deletion is reserved to system administrators

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• Logical deletion, where

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• permanent deletion is not an option for

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• an organization

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• Removal of an old version of an item, forcing redirect

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• to a new up-to-date version of the item (this use case is not currently implemented out-of-box in DSpace, see )

Private itemitem

This : as said by the tips in the submission and by the underline java attribute “discoverable” this state should only refer to the discoverable nature of the item. A private item will not be not included in any system that aims to help users to find items. So it will not appears appear in:-         

• Browse

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• Recent submission

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• Search result

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• OAI-PMH (at least for the ListRecords and ListIdentifiers verb; though the OAI-PMH specification

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• is not clear about inconsistent implementation of the ListRecords and GetRecord verb)

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• REST list and search methods

It should be accessible under the actual ACL rules of DSpace using direct URL or query method such as:-         

• Splash page access (i.e. /handle/<xxxxx>/<yyyyy>)

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• OAI-PMH GetRecord verb

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• REST direct access /rest/item/<item-id> or equivalent

Expected use cases:-         

• Provide a light

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• rights awareness feature where discovery is not enabled for

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• search and/or

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• browse

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• Hide “special items” such as repository presentations,

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• guides or support materials

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• Hide an old version of an Item in

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• cases where real versioning is not appropriate or liked

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• Hide specific types of item such as “Item used to record Journal record: Journal Title, ISSN, Publisher etc.” used as authority file for metadata (dc.relation.ispartof) of “normal item”

Archived/Published item:

An item that is in a “stable” stable state, available on in the repository under the defined ACL rule. Changes to these items are possible only for a restricted group of users (administrators) and should produce versioning according to the Institution's policy.

Embargoed Item (as in DSpace 3.0+):

Are a special case of Archived/Published Item. The item has some time based ACL access policy attached to it and/or the underlying bitstreams. Specifically, read permission for someone (EPerson Group) starting from a defined date. Typically embargo apply is applied to the bitstreams so that "fulltext" has initially very limited access (normally administrators or other "repository staff" groups) and only after a defined date will the fulltext become visible to all users (Anonymous group). This scenario is used to implement typical "embargo requirements" from publishers see http://en.wikipedia.org/wiki/Delayed_open_access-- see Delayed Open Access.

If the metadata of the item should be visible only to a specific group of users, it is possible to define an embargo policy also for the ITEM itself, a .  A READ policy for a specific group will mean that only the users in that group will be able to access the item splash page. Note that currently only some UIs (JSPUI/XMLUI) and in a very specific configuration (discovery enabled as search provider, and the SOLRBrowseDAOs is used for the Browse system) are full fully rights aware, this mean .  This means that in different UIs or with different configurations (legacy lucene search or DBMS browse)  some metadata of a restricted item could be exposed to unauthorized users. When you need to work with UIs not fully rights aware, a workaround can be to use the "Private Item" flag to make the item undiscoverable so that metadata will be not exposed to unauthorized users. Please note that this workaround has several major limitationlimitations:

• no No one, not ever authorized users,  are is able to find the item by browsing or searching the repository.
• you You need to manage externally a schedule that alert alerts you when the embargo is expired so to that you may re-enable the discoverable nature of the item.