Difference between revisions of "DSpace User Manual"

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(Faculty Research: contact infor for creating an account)
(Adding Items)
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To login:
 
To login:
  
* Enter the Research of William and Mary Faculty Community here [http://dspace.swem.wm.edu/dspace/handle/10288/1092 http://dspace.swem.wm.edu/dspace/handle/10288/1092]
+
* Enter the Research of William and Mary Faculty Community at [http://dspace.swem.wm.edu/dspace/handle/10288/1092 http://dspace.swem.wm.edu/dspace/handle/10288/1092]
  
    * Click on “My DSpace (Authorized Users)”. That will bring up a login screen.
+
**Click on “My DSpace (Authorized Users)”. That will bring up a login screen.
 
+
**Use your William and Mary credentials to login.
    * Use your William and Mary Credentials to login.
 
  
  
 
PREPARE YOUR DOCUMENT TO UPLOAD
 
PREPARE YOUR DOCUMENT TO UPLOAD
  
If your project is completed, you can upload your paper in digital format (probably PDF), though the repository will accept a wide range of digital products.  If you need help with preparing your PDF, see the following article:
+
If your project is completed, you can upload your paper in digital format (probably PDF), though the repository will accept a wide range of digital products.  If you need help with preparing your digital file(s), see the article [http://www.wm.edu/it/?id=4136 "How to Print to PDF without Expensive Software"].
 
 
How to Print to PDF without Expensive Software
 
 
 
http://www.wm.edu/it/?id=4136
 
  
 
UPLOAD TO THE DIGITAL REPOSITORY
 
UPLOAD TO THE DIGITAL REPOSITORY
Line 36: Line 31:
 
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.
 
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”.
+
1. Click on “My DSpace”.
  
  2. Enter your William and Mary username and your password.
+
2. Enter your William and Mary username and password.
  
  3. Click on Start a New Submission
+
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 >”.
+
4. From the Collection dropdown menu select the department you wish to submit to such as “Department of Physics” 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 >”.
+
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 and authors. When you’re done 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. In the final description screen, you assign some subject keywords and paste in your abstract.
+
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 to upload from your computer.
+
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 and that it’s in the right format. If everything is OK click “Next >”.
+
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 a good opportunity to make sure that you spelled names, etc. correctly. If everything looks OK, click “Next>” again. This will bring up the license agreement.
+
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 on “I Grant the License.” Your submission will be reviewed by Swem Library staff and you will be notified by email when it’s been officially added to the collection.
+
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.
 
If you have technical questions about this process, please contact acschi@wm.edu.
Line 63: Line 58:
 
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.
 
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.
  
William and Mary’s repository is located at  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.
+
William and Mary’s 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.
 
 
William and Mary’s repository is located at [http://dspace.swem.wm.edu/dspace/ http://dspace.swem.wm.edu/dspace/]
 
  
 
To access the honors project space, click on Research @ William and Mary. 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 steps to submitting your work to the repository:
 
To access the honors project space, click on Research @ William and Mary. 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 steps to submitting your work to the repository:
  
1) prepare your document to upload
+
1) prepare your document to upload (instructions below)
  
 
2) upload your document
 
2) upload your document
Line 79: Line 72:
 
To login:
 
To login:
  
* Enter the Research @ William and Mary Community here [http://dspace.swem.wm.edu:8080/dspace/handle/10288/6 http://dspace.swem.wm.edu:8080/dspace/handle/10288/6]
+
* Enter the Research of William and Mary Students at [http://dspace.swem.wm.edu:8080/dspace/handle/10288/6 http://dspace.swem.wm.edu:8080/dspace/handle/10288/6]
 
 
    * Click on “My DSpace (Authorized Users)”. That will bring up a login screen.
 
  
    * Use your William and Mary Credentials to login.
+
** Click on “My DSpace (Authorized Users)”. That will bring up a login screen.
 +
** Use your William and Mary Credentials to login.
  
  
 
PREPARE YOUR DOCUMENT TO UPLOAD
 
PREPARE YOUR DOCUMENT TO UPLOAD
  
If your project is completed, you can upload your paper in digital format (probably PDF), though the repository will accept a wide range of digital products.  If you need help with preparing your PDF, see the following article:
+
If your project is completed, you can upload your paper in digital format (probably PDF), though the repository will accept a wide range of digital products.  If you need help with preparing your PDF, see the article [http://www.wm.edu/it/?id=4136 How to Print to PDF without Expensive Software].
 
 
How to Print to PDF without Expensive Software
 
 
 
http://www.wm.edu/it/?id=4136
 
  
 
UPLOAD TO THE DIGITAL REPOSITORY
 
UPLOAD TO THE DIGITAL REPOSITORY
Line 100: Line 88:
 
   1. Click on “My DSpace”.
 
   1. Click on “My DSpace”.
  
   2. Enter your William and Mary email address and your DSpace password.
+
   2. Enter your William and Mary username and password.
  
 
   3. Click on Start a New Submission
 
   3. Click on Start a New Submission

Revision as of 23:28, 20 January 2009

Adding Items

Faculty Research

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) prepare your document to upload (see below)

2) upload your document

YOUR ACCOUNT ON DSPACE

To request an account for the digital repository, contact acschi@wm.edu or uxsche@wm.edu. You can edit your profile or sign up to receive email alerts from the main login page. You can also use RSS to subscribe to any updates to the community repository.

To login:

    • Click on “My DSpace (Authorized Users)”. That will bring up a login screen.
    • Use your William and Mary credentials to login.


PREPARE YOUR DOCUMENT TO UPLOAD

If your project is completed, you can upload your paper in digital format (probably PDF), though the repository will accept a wide range of digital products. If you need help with preparing your digital file(s), see the article "How to Print to PDF without Expensive Software".

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”.

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.

Honors Theses

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.

William and Mary’s 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 @ William and Mary. 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 steps to submitting your work to the repository:

1) prepare your document to upload (instructions below)

2) upload your document

YOUR ACCOUNT ON DSPACE

If you are registered for departmental honors for this semester, you will already have an account created on the digital repository. You can edit your profile or sign up to receive email alerts from the main login page. You can also use RSS to subscribe to any updates to the community repository.

To login:

    • Click on “My DSpace (Authorized Users)”. That will bring up a login screen.
    • Use your William and Mary Credentials to login.


PREPARE YOUR DOCUMENT TO UPLOAD

If your project is completed, you can upload your paper in digital format (probably PDF), though the repository will accept a wide range of digital products. If you need help with preparing your PDF, see the article How to Print to PDF without Expensive Software.

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”.
  2. Enter your William and Mary username and password.
  3. Click on 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 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

To access the honors project space, click on Research @ William and Mary. 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 steps to submitting your work to the repository:

1) prepare your document to upload

2) upload your document

YOUR ACCOUNT ON DSPACE

If you are registered for departmental honors for this semester, you will already have an account created on the digital repository. You can edit your profile or sign up to receive email alerts from the main login page. You can also use RSS to subscribe to any updates to the community repository.

To login:

   * Click on “My DSpace (Authorized Users)”. That will bring up a login screen.
   * Use your William and Mary Credentials to login.


PREPARE YOUR DOCUMENT TO UPLOAD

If your project is completed, you can upload your paper in digital format (probably PDF), though the repository will accept a wide range of digital products. If you need help with preparing your PDF, see the following article:

How to Print to PDF without Expensive Software

http://www.wm.edu/it/?id=4136

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”.
  2. Enter your William and Mary email address and your DSpace password.
  3. Click on 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 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

Adding BOV Resolutions to the DSpace 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 DSpace 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.

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.