Difference between revisions of "DSpace User Manual"

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(Request an Account for the College of William and Mary's Digital Repository (DSpace))
(Adding BOV Reports and Presentations to the Digital Repository)
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*a. Title – Enter report or presentation title and meeting dates: Athletics Report
 
*a. Title – Enter report or presentation title and meeting dates: Athletics Report
 
*b. Date of Issue – Enter the month and year of the meeting.
 
*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”.
 
7. Click “Next”.

Revision as of 14:59, 22 May 2009

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

College of William and Mary students, faculty, and staff are eligible to request accounts for the digital repository. All seniors completing Honors Theses already have accounts. To request an account, contact Amy Schindler (acschi@wm.edu) or Ute Schechter (uxsche@wm.edu). After your account is created, you can edit your profile or sign up to receive email alerts. You can also use RSS to subscribe to any updates to the entire community or subsections of the repository.

Prepare Your Document to Upload

Reformatting Files to PDF

When you are ready you can upload your project in digital format. Many projects will be in PDF though the repository will accept a wide range of digital products including images, audio, video, databases, etc. A list of supported file formats is under development. If you have questions about the appropriateness of your If you need help with converting your digital file(s) to PDF, see the article "How to Print to PDF without Expensive Software".

File Naming Suggestion

Submitters are encouraged to name files to be uploaded using last name, first name, and year, so "DoeJane2009.pdf". If there are multiple files for a single submission a naming convention such as "DoeJane2009_titlepage.pdf", "DoeJane2009_text.pdf", "DoeJane2009_appendixA.pdf", etc. may be utilized.


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

William and Mary’s digital repository is located at http://dspace.swem.wm.edu/dspace/.

To access the collection for the School of Marine Science at the Virginia Institute of Marine Science (VIMS), click on http://dspace.swem.wm.edu/dspace/handle/10288/616. 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 username and password.

3. Click "Start a New Submission."

4. From the Collection dropdown menu select the department you wish to: “School of Marine Science at the Virginia Institute of Marine Science (VIMS)”; and click “Next >”.

5. Select the appropriate box(es) if the item has more than one title or more than one file (in the 2/2009 case, indicate that there will be 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 Faculty Research Collections

William and Mary’s digital repository is located at http://dspace.swem.wm.edu/dspace/

To access the collection for faculty research, click on 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/. 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 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.