Difference between revisions of "DSpace User Manual"

From Special Collections Research Center Wiki
Jump to navigation Jump to search
Line 72: Line 72:
 
If individual items need to be corrected or revised, select: “Correct one of these” to correct information in the affected section(s); or “Upload a different file” to change the file(s) to be uploaded.  
 
If individual items need to be corrected or revised, select: “Correct one of these” to correct information in the affected section(s); or “Upload a different file” to change the file(s) to be uploaded.  
  
11. Carefully review the licensing terms and conditions.  
+
 
 +
11. At the Creative Commons screen answer the questions:
 +
*Allow commercial uses of your work? No
 +
*Allow modifications of your work? Yes, as long as others share alike
 +
 
 +
Click "Select a license." Click "proceed."
 +
 
 +
12. Carefully review the licensing terms and conditions.  
  
 
If you agree with the terms, select “I Grant the License”. Your submission will be reviewed by library staff and you will be notified by email when your project has been officially added to the collection and is available.  
 
If you agree with the terms, select “I Grant the License”. Your submission will be reviewed by library staff and you will be notified by email when your project has been officially added to the collection and is available.  
Line 82: Line 89:
 
If you have questions regarding the licensing terms, please contact Amy Schindler (acschi@wm.edu) or Ute Schechter (uxsche@wm.edu). If your questions regarding the licensing terms are resolved and you decide to submit your project again in accordance with the licensing agreement, you may do so from your “My DSpace” page. If you have manually removed the submission from your “My DSpace” page, you will need to re-submit your project beginning at step 1 above.  
 
If you have questions regarding the licensing terms, please contact Amy Schindler (acschi@wm.edu) or Ute Schechter (uxsche@wm.edu). If your questions regarding the licensing terms are resolved and you decide to submit your project again in accordance with the licensing agreement, you may do so from your “My DSpace” page. If you have manually removed the submission from your “My DSpace” page, you will need to re-submit your project beginning at step 1 above.  
  
12. After completing the submission process, you will receive an email message alerting you when the file has been approved and is available to the public via the digital repository.  
+
13. After completing the submission process, you will receive an email message alerting you when the file has been approved and is available to the public via the digital repository.  
  
 
If you have any technical questions regarding the uploading and submission process, please contact Amy Schindler (acschi@wm.edu) or Ute Schechter (uxsche@wm.edu).
 
If you have any technical questions regarding the uploading and submission process, please contact Amy Schindler (acschi@wm.edu) or Ute Schechter (uxsche@wm.edu).

Revision as of 10:31, 18 June 2009

Request an Account for the College of William and Mary's Digital Repository (DSpace)

Members of the William and Mary Community (faculty, students and staff) are eligible to request accounts for the digital repository.

To request an account, individuals should email Amy Schindler (acschi@wm.edu) or Ute Schechter (uxsche@wm.edu). Once the account is created, users will have the opportunity to edit their profile, sign up for email alerts, and subscribe to the RSS feed.

Prepare Your Document to Upload

Reformatting Files to PDF

Completed projects should be submitted in PDF format, when possible. For assistance converting your digital file(s) to PDF, see the article "How to Print to PDF without Expensive Software."

Other file formats will be accepted into the digital repository, but not all formats are supported. A list of supported file formats is under development.

File Naming Suggestion

Persons submitting files should consider using a standardized file format when naming files. This will assist users to easily identify files, and will especially assist users of projects containing multiple files.

Remove all spaces from file names. Instead use hyphens "-", underscores "_", or simply eliminate the spaces from the file name.

Suggested file naming conventions:

      LastNameFirstNameYear                    DoeJane2009.pdf
      LastNameFirstNameYear_description        DoeJane2009_titlepage.pdf
                                               DoeJane2009_text.pdf
                                               DoeJane2009_appendixA.pdf

Adding Items to the School of Marine Science at the Virginia Institute of Marine Science (VIMS) Collection

To access William and Mary’s digital repository, point your browser to: http://dspace.swem.wm.edu/dspace/.

To access the School of Marine Science at the Virginia Institute of Marine Science (VIMS) Collection, go to: http://dspace.swem.wm.edu/dspace/handle/10288/616.

Here, you have the opportunity to read the work of other authors and/or upload your own work.

Only two steps are required to submit your work to the digital repository:

1. Preparing your document(s) for upload

2. Uploading your document(s)

Preparing your Document(s) for Upload

See above section for details regarding converting files to PDF format and suggested naming conventions.

Uploading your Document(s) to the Digital Repository

When your project is ready to share with the world – either in final form or as a working paper – you can upload it to the collection site.

1. Enter the collection site http://dspace.swem.wm.edu/dspace/handle/10288/616.

2. Select the “My DSpace” option on the left side of your screen.

3. Login using your William and Mary user name and password.

4. Select “Start a New Submission”.

5. From the Collection dropdown menu, select “School of Marine Science at the Virginia Institute of Marine Science (VIMS)”, and click “Next”.

6. Make the appropriate selection for the project you wish to submit, and click “Next”.

7. This form describes the project to be submitted including title and author(s). Please complete all fields. Note that additional entries for authors and “other committee members” are available for use as necessary.

8. Paste the text of the abstract for the project into the field “Abstract”. Abstracts should be limited to 150 words, or 1,000 characters including spaces, when possible. Subject keyword terms may be added at this point, if desired. Click “Next” when this page is completed.

9. Upload the file(s) for your project by selecting the “Browse…” button and selecting the desired file(s). (This is an excellent time to confirm the file format and naming conventions of your file(s). For more information about file formats and naming conventions, see “Preparing your document for upload”.)

Once you have selected the file, confirm the correct file name and format. When uploading multiple files, complete the “File Description” field for each file selected. Click “Next” when complete.

Please note: If your submission consists of many files, each file will be added individually. Please complete the “File Description” field for each file to be uploaded. Upon clicking “Next” you will have the option to upload an additional file by clicking “Add Another File”. Repeat the steps outlined in this section until all files are uploaded with completed descriptions.

10. Review the summary information regarding your project to ensure accuracy and completeness.

If all information is correct, select “Next” to proceed to the next step.

If individual items need to be corrected or revised, select: “Correct one of these” to correct information in the affected section(s); or “Upload a different file” to change the file(s) to be uploaded.


11. At the Creative Commons screen answer the questions:

  • Allow commercial uses of your work? No
  • Allow modifications of your work? Yes, as long as others share alike

Click "Select a license." Click "proceed."

12. Carefully review the licensing terms and conditions.

If you agree with the terms, select “I Grant the License”. Your submission will be reviewed by library staff and you will be notified by email when your project has been officially added to the collection and is available.

If you do not agree with the terms, select “I Do Not Grant the License”. Your submission will remain on your “My DSpace” page, but will not be submitted.

Please note: Your submission will not be deleted unless you manually remove the submission from your “My DSpace” page.

If you have questions regarding the licensing terms, please contact Amy Schindler (acschi@wm.edu) or Ute Schechter (uxsche@wm.edu). If your questions regarding the licensing terms are resolved and you decide to submit your project again in accordance with the licensing agreement, you may do so from your “My DSpace” page. If you have manually removed the submission from your “My DSpace” page, you will need to re-submit your project beginning at step 1 above.

13. After completing the submission process, you will receive an email message alerting you when the file has been approved and is available to the public via the digital repository.

If you have any technical questions regarding the uploading and submission process, please contact Amy Schindler (acschi@wm.edu) or Ute Schechter (uxsche@wm.edu).

Adding Items to the Honors Theses Collection

One way to support undergraduate research is to make student papers more accessible. With the support of the Charles Center, Swem Library and the Office of Information Technology, honors theses will now be stored in the digital repository, providing accessibility to a wider audience.

To access William and Mary’s digital repository, point your browser to: http://dspace.swem.wm.edu/dspace

To access the honors project space, select “Research of William and Mary Students”.

Here, you have the opportunity to read the work of other authors and/or upload your own work.

Only two steps are required to submit your work to the digital repository:

1. Preparing your document(s) for upload

2. Uploading your document(s)

Preparing your Document(s) for Upload

See above section for details regarding converting files to PDF format and suggested naming conventions.

Uploading your Document(s) to the Digital Repository

When your project is ready to share with the world you can upload it to the collection site.

1. Enter the collection site (http://dspace.swem.wm.edu/dspace).

2. Select the “My DSpace” option on the left side of your screen.

3. Login using your William and Mary user name and password.

4. Select “Start a New Submission”.

5. From the Collection dropdown menu, select “Honors Theses”, and click “Next”.

6. Make the appropriate selection for the project you wish to submit, and click “Next”. (Most thesis submissions will not need to complete this information as it will not apply.)

7. This form describes the project to be submitted including title and author(s). Please complete all fields. Note that additional entries for authors and “other committee members” are available for use as necessary.

8. Add applicable subject keyword terms, either or your choosing or from the dropdown list. Paste the text of the abstract for the project into the field “Abstract”. Abstracts should be limited to 150 words, or 1,000 characters including spaces, when possible.

Click “Next” when this page is completed.

9. Upload the file(s) for your project by selecting the “Browse…” button and selecting the desired file(s). (This is an excellent time to confirm the file format and naming conventions of your file(s). For more information about file formats and naming conventions, see “Preparing your document for upload”.)

Once you have selected the file, confirm the correct file name and format. When uploading multiple files, complete the “File Description” field for each file selected. Click “Next” when complete.

Please note: If your submission consists of many files, each file will be added individually. Please complete the “File Description” field for each file to be uploaded. Upon clicking “Next” you will have the option to upload an additional file by clicking “Add Another File”. Repeat the steps outlined in this section until all files are uploaded with completed descriptions.

10. Review the summary information regarding your project to ensure accuracy and completeness.

If all information is correct, select “Next” to proceed to the next step.

If individual items need to be corrected or revised, select: “Correct one of these” to correct information in the affected section(s); or “Upload a different file” to change the file to be uploaded.

11. At the Creative Commons screen answer the questions:

  • Allow commercial uses of your work? No
  • Allow modifications of your work? Yes, as long as others share alike

Click "Select a license." Click "proceed."

12. On this page, the licensing agreement. If you agree with the terms, select “I Grant the License”. Your submission will be reviewed by staff at Swem Library and you will be notified by email when your project has been officially added to the collection and is available.

If you do not agree with the terms, select “I Do Not Grant the License”. Your submission will remain on your “My DSpace” page, but will not be submitted.

Please note: Your submission will not be deleted unless you manually remove the submission from your “My DSpace” page.

If you have questions regarding the licensing terms, please contact Amy Schindler (acschi@wm.edu) or Ute Schechter (uxsche@wm.edu). If your questions regarding the licensing terms are resolved and you decide to submit your project again in accordance with the licensing agreement, you may do so from your “My DSpace” page. If you have manually removed the submission from your “My DSpace” page, you will need to re-submit your project beginning at step 1 above.

13. After completing the submission process, you will receive an email message alerting you when the file has been approved and is available to the public via the digital repository.

If you have any technical questions regarding the uploading and submission process, please contact Amy Schindler (acschi@wm.edu) or Ute Schechter (uxsche@wm.edu).

Adding Items to the Faculty Research Collections

To access William and Mary’s digital repository, point your browser to: http://dspace.swem.wm.edu/dspace

To access the faculty research space, select Research of William and Mary Faculty.

Here, you have the opportunity to read the work of other authors and/or upload your own work.

Only two steps are required to submit your work to the digital repository:

1. Preparing your document(s) for upload

2. Uploading your document(s)

Preparing your Document(s) for Upload

See above section for details regarding converting files to PDF format and suggested naming conventions.

Uploading your Document(s) to the Digital Repository

When your project is ready to share with the world – either in final form or as a working paper – you can upload it to the collection site.

1. Enter the collection site http://dspace.swem.wm.edu/dspace.

2. Select the “My DSpace” option on the left side of your screen.

3. Login using your William and Mary user name and password.

4. Select “Start a New Submission.”

5. From the Collection dropdown menu, select the appropriate academic department, such as “Department of Physics”, and click “Next”.

6. Make the appropriate selection for the project you wish to submit, and click “Next”.

7. This form describes the project to be submitted including title and author(s). Please complete all fields. Note that additional entries for authors are available for use as necessary.

8. Add applicable subject keyword terms, either or your choosing or from the dropdown list. Paste the text of the abstract for the project into the field “Abstract”. Abstracts should be limited to 150 words, or 1,000 characters including spaces, when possible. Click “Next” when this page is completed.

9. Upload the file(s) for your project by selecting the “Browse…” button and selecting the desired file(s). (This is an excellent time to confirm the file format and naming conventions of your file(s). For more information about file formats and naming conventions, see “Preparing your document for upload”.)

Once you have selected the file, confirm the correct file name and format. When uploading multiple files, complete the “File Description” field for each file selected. Click “Next” when complete.

Please note: If your submission consists of many files, each file will be added individually. Please complete the “File Description” field for each file to be uploaded. Upon clicking “Next” you will have the option to upload an additional file by clicking “Add Another File”. Repeat the steps outlined in this section until all files are uploaded with completed descriptions.

10. Review the summary information regarding your project to ensure accuracy and completeness.

If all information is correct, select “Next” to proceed to the next step.

If individual items need to be corrected or revised, select: “Correct one of these” to correct information in the affected section(s); or “Upload a different file” to change the file to be uploaded.

11. Carefully review the licensing terms and conditions.

If you agree with the terms, select “I Grant the License”. Your submission will be reviewed by staff at Swem Library and you will be notified by email when your project has been officially added to the collection and is available.

If you do not agree with the terms, select “I Do Not Grant the License”. Your submission will remain on your “My DSpace” page, but will not be submitted.

Please note: Your submission will not be deleted unless you manually remove the submission from your “My DSpace” page.

If you have questions regarding the licensing terms, please contact Amy Schindler (acschi@wm.edu) or Ute Schechter (uxsche@wm.edu). If your questions regarding the licensing terms are resolved and you decide to submit your project again in accordance with the licensing agreement, you may do so from your “My DSpace” page. If you have manually removed the submission from your “My DSpace” page, you will need to re-submit your project beginning at step 1 above.

12. At the Creative Commons screen answer the questions:

  • Allow commercial uses of your work? No
  • Allow modifications of your work? Yes, as long as others share alike

Click "Select a license." Click "proceed."

13. On this page, the licensing agreement, select “I Grant the License”.

14. The submission is complete.

15. Continue to submit documents by beginning at Step 4 above, until you have no more documents to submit.

16. You will receive an email message alerting you when the file has been approved and is available to the public via the digital repository.

If you have any technical questions regarding the uploading and submission process, please contact Amy Schindler (acschi@wm.edu) or Ute Schechter (uxsche@wm.edu).

Adding Student Newspapers, Magazines, etc. to the Digital Repository

Only two steps are required to submit your work to the digital repository:

1. Preparing your document(s) for upload

2. Uploading your document(s)

Preparing your Document(s) for Upload

See above section for details regarding converting files to PDF format and suggested naming conventions.

Uploading Resolutions of the Board of Visitors to the Digital Repository

1. Enter the collection site http://dspace.swem.wm.edu. 2. Select the “My DSpace” option on the left side of your screen.

3. Login using your William and Mary user name and password.

4. Select “Start a New Submission”

5. From the Collection dropdown menu, select the name of the publication you will be submitting (The Flat Hat, The Virginia Informer, etc.) and click “Next”.

6. Select “Item has been published or previously distributed before.” If there are multiple files to upload, select that box. Click “Next”.

7. Complete the following information on this page:

  • a. Date of Issue: Enter the month and year of the meeting.
  • b. Under Type, select "Other."

Click “Next”.

8. All fields on this page are optional, so enter data according to your preferences or needs.

Click “Next”.

9. Upload the file by selecting the “Browse…” button to select the correct file to upload Click “Next”.

10. Confirm the correct file name and format. Click “Next” when complete.

11. Review the summary information to ensure accuracy and completeness. If all information is correct, select “Next” to proceed to the next step.

If individual items need to be corrected or revised, select: “Correct one of these” to correct information in the affected section(s); or “Upload a different file” to change the file to be uploaded.

12. At the Creative Commons screen answer the questions:

  • Allow commercial uses of your work? No
  • Allow modifications of your work? Yes, as long as others share alike

Click "Select a license." Click "proceed."

13. On this page, the licensing agreement, select “I Grant the License”.

14. The submission is complete.

15. Continue to submit documents by beginning at Step 4 above, until you have no more documents to submit.

16. You will receive an email message alerting you when the file has been approved and is available to the public via the digital repository.

If you have any technical questions regarding the uploading and submission process, please contact Amy Schindler (acschi@wm.edu) or Ute Schechter (uxsche@wm.edu).

Adding Resolutions of the Board of Visitors to the Digital Repository

Only two steps are required to submit your work to the digital repository:

1. Preparing your document(s) for upload

2. Uploading your document(s)

Preparing your Document(s) for Upload

See above section for details regarding converting files to PDF format and suggested naming conventions.

Uploading Resolutions of the Board of Visitors to the Digital Repository

1. Enter the collection site http://dspace.swem.wm.edu. 2. Select the “My DSpace” option on the left side of your screen.

3. Login using your William and Mary user name and password.

4. Select “Start a New Submission”

5. From the Collection dropdown menu, select “Resolutions of the Board of Visitors”, and click “Next”.

6. Select “Item has been published or previously distributed before”, and click “Next”.

7. Complete the following information on this page:

  • a. Title: Enter resolution title and meeting dates. For example: “Authorization to Install Fire Alarm Devices in Student Residences, Resolution W-3 (R).”
  • b. Date of Issue: Enter the month and year of the meeting.

Click “Next”.

8. Enter the following in the “Abstract” field: “This PDF was digitized from the records of the College of William and Mary Board of Visitors in the Special Collections Research Center in Swem Library on [date, i.e., December 5, 2008].”

Click “Next”.

9. Upload the file by selecting the “Browse…” button to select the correct file to upload from O:\SpecialCollections\Archives\DSpace\BOVPresentationsReports. Click “Next”.

10. Confirm the correct file name and format. Click “Next” when complete.

11. Review the summary information regarding your project to ensure accuracy and completeness.

If all information is correct, select “Next” to proceed to the next step.

If individual items need to be corrected or revised, select: “Correct one of these” to correct information in the affected section(s); or “Upload a different file” to change the file to be uploaded.

12. At the Creative Commons screen answer the questions:

  • Allow commercial uses of your work? No
  • Allow modifications of your work? Yes, as long as others share alike

Click "Select a license." Click "proceed."

13. On this page, the licensing agreement, select “I Grant the License”.

14. The submission is complete.

15. Continue to submit documents by beginning at Step 4 above, until you have no more documents to submit.

16. You will receive an email message alerting you when the file has been approved and is available to the public via the digital repository.

If you have any technical questions regarding the uploading and submission process, please contact Amy Schindler (acschi@wm.edu) or Ute Schechter (uxsche@wm.edu).

Adding Reports and Presentations of the Board of Visitors to the Digital Repository

Only two steps are required to submit your work to the digital repository:

1. Preparing your document(s) for upload

2. Uploading your document(s)

Preparing your Document(s) for Upload

See above section for details regarding converting files to PDF format and suggested naming conventions.

Uploading Reports and Presentations of the Board of Visitors to the Digital Repository

1. Enter the collection site http://dspace.swem.wm.edu. 2. Select the “My DSpace” option on the left side of your screen.

3. Login using your William and Mary user name and password.

4. Select “Start a New Submission”

5. From the Collection dropdown menu, select “Reports and Presentations of the Board of Visitors”, and click “Next”.

6. Select “Item has been published or previously distributed before”, and click “Next”.

7. Complete the following information on this page:

  • a. Title: Enter the report or presentation title. For example: “Athletics Report”
  • b. Date of Issue: Enter the month and year of the report or presentation.
  • c. Type: Select “Other”
  • d. Language: Select “English (United States)”

Click “Next”.

8. Enter the following in the “Abstract” field: “This PDF was downloaded from the website of the College of William and Mary Board of Visitors in [month and year, i.e., “December 2006”]”

Click “Next”.

9. Upload the file by selecting the “Browse…” button to select the correct file to upload from O:\SpecialCollections\Archives\DSpace\BOVPresentationsReports. Click “Next”.

10. Confirm the correct file name and format. Click “Next” when complete.

11. Review the summary information regarding your project to ensure accuracy and completeness.

If all information is correct, select “Next” to proceed to the next step.

If individual items need to be corrected or revised, select: “Correct one of these” to correct information in the affected section(s); or “Upload a different file” to change the file to be uploaded.

12. At the Creative Commons screen answer the questions:

  • Allow commercial uses of your work? No
  • Allow modifications of your work? Yes, as long as others share alike

Click "Select a license." Click "proceed."

13. On this page, the licensing agreement, select “I Grant the License”.

14. The submission is complete.

15. Continue to submit documents by beginning at Step 4 above, until you have no more documents to submit.

16. You will receive an email message alerting you when the file has been approved and is available to the public via the digital repository.

If you have any technical questions regarding the uploading and submission process, please contact Amy Schindler (acschi@wm.edu) or Ute Schechter (uxsche@wm.edu).

Adding WRC Documents to the Digital Repository

Only two steps are required to submit your work to the digital repository:

1. Preparing your document(s) for upload

2. Uploading your document(s)

Preparing your Document(s) for Upload

There are details above if you're converting files to PDF. The key thing to remember is to remove any spaces in your file names.

Uploading WRC Documents

1. Go the digital repository http://dspace.swem.wm.edu. 2. Select the “My DSpace” option on the left side of your screen.

3. Login using your William and Mary user name and password.

4. Select “Start a New Submission”

5. From the Collection dropdown menu, select “Writing Resources Center”, and click “Next”.

6. Select “Item has been published or previously distributed before” and indicate if the record will include more than one file. Click “Next”.

7. Complete the following information on this page:

  • a. Title: Enter the folder title
  • b. Date of Issue: Enter the first known year of the documents.

The following fields will be auto-filled:

  • a. Author: Writing Program
  • b. Type: “Other”
  • c. Language: “English (United States)”

Click “Next”.

8. Enter any desired keywords (optional).

Click “Next”.

9. Upload the file by selecting the “Browse…” button to select the correct file to upload. Enter a brief file name, if desired. Ex: Committee Report, 1983. Click “Next”.

10. Confirm the correct file name and format. Click “Next” when complete.

11. Review the summary information regarding your submission to ensure accuracy and completeness.

If all information is correct, select “Next” to proceed to the next step.

If individual items need to be corrected or revised, select: “Correct one of these” to correct information in the affected section(s); or “Upload a different file” to change the file to be uploaded.

12. At the Creative Commons screen answer the questions:

  • Allow commercial uses of your work? No
  • Allow modifications of your work? Yes, as long as others share alike

Click "Select a license." Click "proceed."

13. On this page, the licensing agreement, select “I Grant the License”.

14. The submission is complete.

15. Continue to submit documents by beginning at Step 4 above, until you have no more documents to submit.

16. You will receive an email message alerting you when the file has been approved and is available to the public via the digital repository.

If you have any technical questions regarding the uploading and submission process, please contact Amy Schindler (acschi@wm.edu) or Ute Schechter (uxsche@wm.edu).