CZIDLO helps ensure that digital objects remain findable even if their original URL, presentation system or the institution’s technical infrastructure changes. The identifier stays the same, while the system takes care of linking it to the document’s current location.
Why persistent identifiers matter
In digital libraries and long-term archiving, it is not enough to have files, metadata and a presentation interface. Every digital object must be uniquely identifiable and findable again.
Without a stable identifier, the long-term availability of a document can be fragile. A URL may change, a system may be migrated and data may move to another repository. A persistent identifier, however, stays the same and serves as a fixed point that other systems can build on.
CZIDLO therefore plays an important role throughout the life cycle of a digital document — from digitization through archiving to making it accessible to users.
What CZIDLO enables
CZIDLO supports both automated and manual assignment of URN identifiers. Users can obtain identifiers via an API or through the web interface, depending on what suits their workflow.
The system makes it possible to:
- assign URN identifiers to digitized documents,
- manage existing identifiers,
- update metadata,
- deactivate incorrect or invalid records,
- add and edit URLs of digital documents,
- search records through the web interface,
- work with registrars, accounts and permissions,
- export lists of identifiers,
- make records available to external systems via OAI-PMH.
The system also includes a resolver, a redirection service. Thanks to it, a user who enters an identifier is taken to the current location of the document or its record, even if the original address has changed over time.
A new workflow and user interface
Based on internal meetings and a design in Figma, we prepared a new workflow and a clearer user interface. The goal was not to create yet another complex system in which users get lost, but a tool that handles large volumes of data while remaining easy to understand in day-to-day operation.
“The UX/UI design is based on best practices and users’ needs. That is why we iterated on it with them and tested it.” – Helena Kočnar, Lead Designer
Searching and working with records
Search is designed so that users can quickly find a specific identifier, check its metadata and carry out the necessary action straight away.
From the list of results, users can go to the record detail, edit data, add an instance or deactivate a record if the digitized copy is faulty. The emphasis is on working with large datasets, so that the system copes with the operation of institutions that manage extensive digital collections.
Registrars and permissions
CZIDLO works with registrars — institutions authorized to assign identifiers. Typically these are libraries, digitization centres and other participating organizations.
Each registrar can have its own prefix, permissions and an overview of its records. Administrators can manage registrar details, set user permissions and work with statistics or exports for internal and annual reports.
Adding a new record
The form for adding a record is designed to match how registrars actually work. The user fills in the basic metadata, adds the URL and the system helps catch errors before saving.
URL validation reduces the risk of broken links and supports data quality right at the point of entry. This matters especially in operations that process large numbers of documents, where small errors would otherwise easily spread to downstream systems.
Account management
Administrators can create, edit and deactivate user accounts. A regular registrar only sees their own records, while a super administrator has access to the whole system.
This makes it possible to set up secure and transparent operation across multiple institutions, teams and levels of responsibility.
Processes and logs
CZIDLO also supports working with processes and logs. Users can run bulk imports or exports, monitor the progress of processes and trace the history of changes.
Logs help verify retrospectively what happened to an identifier — from its reservation and URL assignment to later edits. This is important not only for technical checks, but also for trust in the whole system.
Statistics and reports
Statistics help registrars and the National Library monitor the use of the system and plan further work with digital documents.
Data can be filtered by registrar, period or record type and then exported for internal evaluation, annual reports or other reporting.
Who CZIDLO is for
CZIDLO is intended primarily for digital libraries, digitization centres and institutions that manage digital documents over the long term.
The principle of persistent identifiers can also be used in other memory institutions such as archives, museums, galleries or research organizations. Everywhere, it helps ensure that digital objects remain findable in the long term, regardless of changes to systems or the location of data.
A similar approach makes sense, for example, for managing research data, technical documentation, corporate archives or educational materials. Stable identifiers help keep data in order and ensure its reliable availability over time.
Technology and development
The development of CZIDLO is built on open technologies and standards. Documentation and installation packages are publicly available. Users have access to documentation, a wiki, repositories and an issue tracker for reporting bugs or suggestions.
This reflects a long-term direction that matters to memory institutions: openness, transparency and the ability to connect to other systems.
Cooperation with the National Library
We worked on the project with the National Library of the Czech Republic, which brings professional background, methodology and practical experience from digitization projects.
Trinera contributes technical design, development, UX/UI design and experience with tools for managing, checking and making data accessible. The result is a system that is a practical tool for the people who work with identifiers and digital documents every day.
CZIDLO thus helps address one of the basic prerequisites of long-term digitization: that digital documents are not only created and stored, but remain reliably findable, linkable and usable in the future.
The tool is publicly available to a limited extent without logging in at resolver.nkp.cz. Would a similar tool make sense at your institution? Let us know.
