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==Request an Account for the College of William and Mary's Digital Repository (DSpace)==
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This page has moved to the [http://digitalarchive.wmwikis.net/Contributor+Instructions Digital Archive Wiki].
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 [http://www.wm.edu/it/?id=4136 "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.
 
 
 
Suggested file naming conventions are:
 
 
 
      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/ 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 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 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. 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.
 
 
 
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.
 
 
 
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==
 
William and Mary’s digital repository is located at [http://dspace.swem.wm.edu/dspace/ http://dspace.swem.wm.edu/dspace/]
 
 
 
To access the collection for faculty research, click on [http://dspace.swem.wm.edu/dspace/handle/10288/1092 Research of William and Mary Faculty]. When you arrive at the faculty research community entry page, you have the opportunity to either read the work of other authors or to upload your own work.  There are just two steps to submitting your work to the repository:
 
 
 
1) preparing your document to upload
 
 
 
2) uploading your document
 
 
 
===UPLOAD 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 community site. Enter the community site as usual.
 
 
 
1. Click on “My DSpace” at the left of your screen.
 
 
 
2. Enter your William and Mary username and password.
 
 
 
3. Click "Start a New Submission."
 
 
 
4. From the Collection dropdown menu select the department you wish to submit to such as “Department of Physics” and click “Next >”.
 
 
 
5. Select the appropriate box(es) if the item has more than one title or more than one file. Click “Next >”.
 
 
 
6. The next description page is where you enter the information about your project including title, authors, etc. When you’re done click “Next >”.
 
 
 
7. At the final description screen, assign some subject keywords and paste in an abstract. When you’re done click “Next >”.
 
 
 
8. Click “Browse” and select the file(s) to upload from your computer.
 
 
 
9. The system will give you a chance to confirm that you’ve selected the correct file(s) and that it’s in the right format. If everything is OK click “Next >”.
 
 
 
10. Always verifying, the system gives you one more chance to make sure that all the data is correct. This is an opportunity to make sure that you spelled names, etc. correctly. If everything looks OK, click “Next>” again. This will bring up the license agreement.
 
 
 
11. Read the license information. If you agree with the terms, click “I Grant the License.” Your submission will be reviewed by Swem Library staff and you will be notified by email when it has been officially added to the collection and is available.
 
 
 
If you have technical questions about this process, please contact acschi@wm.edu.
 
 
 
==Adding Items to the Honors Theses Collection==
 
William and Mary’s digital repository is located at [http://dspace.swem.wm.edu/dspace/ http://dspace.swem.wm.edu/dspace/].  One way of supporting undergraduate research is to make it easier for students doing Department Honors to store their theses in a way that will give them wider exposure than the traditional practice of placing a hard copy in the library's stacks. The Charles Center has partnered with Swem Library and the Office of Information Technology to create a digital repository where honors theses (and other research) will be stored.
 
 
 
To access the honors project space, click on [http://dspace.swem.wm.edu:8080/dspace/handle/10288/6 Research of William and Mary Students]. When you arrive at the undergraduate research community entry page, you have the opportunity to either read the work of other authors or to upload your own work.  There are just two parts to submitting your work to the repository:
 
 
 
1) preparing your document to upload
 
 
 
2) uploading your document
 
 
 
===UPLOAD TO THE DIGITAL REPOSITORY===
 
 
 
When your paper project is ready to share with the world–either in final form or as a working paper–you can upload it to the community site. Enter the community site as usual.
 
 
 
1. Click on “My DSpace” at the left of your screen.
 
 
 
2. Enter your William and Mary username and password.
 
 
 
3. Click "Start a New Submission."
 
 
 
4. From the Collection dropdown menu select “Honors Theses” and click “Next >”.
 
 
 
5. Complete the next form only if the item has more than one title or more than one file. Most submissions will not need this. Just click “Next >”.
 
 
 
6. The next description page is where you enter the information about your project, including the information about your thesis advisor and any members of your committee. Be sure to select the degree level and department. When you’re done click next.
 
 
 
7. In the final description screen, you assign some subject keywords and paste in your abstract.
 
 
 
8. Click “Browse” and select the file(s) to upload.
 
 
 
9. The system will give you a chance to confirm that you’ve selected the correct file and that it’s in the right format. If everything is OK click “Next >”.
 
 
 
10. Always the nag, the system gives you one more chance to make sure that all the data is correct. (This is a good opportunity to make sure that you spelled your advisors name correctly. If everything looks OK, click “Next>” again. This will bring up the license agreement.
 
 
 
11. Read the license information. If you agree with the terms, click on “I Grant the License.” Your submission will be reviewed by the library staff and you will be notified by email when it’s been officially added to the collection.
 
 
 
If you have technical questions about this process, please contact acschi@wm.edu.
 
 
 
==Adding BOV Resolutions to the Digital Repository==
 
1. Go to http://dspace.swem.wm.edu/dspace/. It is also accessible from Swem Library’s homepage (“DSpace Digital Repository” under “Special Collections Research Center” or the SCRC homepage (under “Access Tools”).
 
 
 
2. On the left-side of the page under “Sign on to:,” click on “My DSpace” and enter your W&M username and password.
 
 
 
3. Click the “Start a New Submission” button under your name.
 
 
 
4. Under Collection, select “Resolutions of the Board of Visitors,” click “Next”.
 
 
 
5. Check “Item has been published or previously distributed before,” click “Next”.
 
 
 
6. Complete the following information on the first page of the item record
 
*a. Title – Enter resolution title and meeting dates: 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”.
 
 
 
7. Enter the following in the Abstract field on the second page of the item record:
 
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”.
 
 
 
8. Click on the Browse button to select the correct file to upload, click “Next”.
 
 
 
9. Verify that the file uploaded is the correct file, then click “Next”.
 
 
 
10. Verify that all information submitted is correct, check for misspellings and other errors. If there is a mistake, click the “Correct one of these” button in the appropriate section. If everything is okay, click “Next”.
 
 
 
11. For the license agreement, select the “I grant this license” button.
 
 
 
12. The submission is finished. Continue to upload the next document by clicking on “Submit to this Collection.”
 
 
 
13. You will receive an email message alerting you when the file has been approved and is available to the public via the digital repository.
 
 
 
 
==Adding BOV Reports and Presentations to the Digital Repository==
 
1. Go to http://dspace.swem.wm.edu/dspace/. It is also accessible from Swem Library’s homepage (“DSpace Digital Repository” under “Special Collections Research Center” or the SCRC homepage (under “Access Tools”).
 
 
 
2. On the left-side of the page under “Sign on to:,” click on “My DSpace” and enter your W&M username and password.
 
 
 
3. Click on the “Start a New Submission” button under your name.
 
 
 
4. Under Collection, select “Reports and Presentations of the Board of Visitors,” click “Next”.
 
 
 
5. Check “item has been published or previously distributed before,” click “Next”.
 
 
 
6. Complete the following information on the first page of the item record
 
*a. Title – Enter report or presentation title and meeting dates: Athletics Report
 
*b. Date of Issue – Enter the month and year of the meeting.
 
*c.    Type - Select “Other”
 
*d.    Language - Select “English (United States)”
 
 
 
7. Click “Next”.
 
 
 
8. Enter the following in the Abstract field on the second page of the item record: This PDF was downloaded from the website of the College of William and Mary Board of Visitors in December 2008.
 
 
 
9. Click “Next”.
 
 
 
10. Click on the Browse button to select the correct file to upload from O:\SpecialCollections\Archives\DSpace\BOVPresentationsReports, click “Next”.
 
 
 
11. Verify that the file uploaded is the correct file, then click “Next”.
 
 
 
12. Verify that all information submitted is correct, check for misspellings and other errors. If there is a mistake, click the “Correct one of these” button in the appropriate section. If everything is okay, click “Next”.
 
 
 
13. For the license agreement, select the “I grant this license” button.
 
 
 
14. The submission is finished. Continue to upload the next document by clicking on “Submit to this Collection.”
 
 
 
15. You will receive an email message alerting you when the file has been approved and is available to the public via the digital repository. Simply delete this message.
 
 
 
 
 
 
 
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[[Category:SCRC Administrative]]
 

Latest revision as of 13:12, 2 August 2009

This page has moved to the Digital Archive Wiki.