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ingesting-dspace.html
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ingesting-dspace.html
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<b>Get to DSpace</b>at <b>https://repository.wlu.edu</b><br /><br /><b>Login</b> button at upper right corner.<br /><br />Choose <b>LDAP Authentication</b>.<br /><br />Login using your network name and password.<br /><br /><b>Navigate to the appropriate collection</b><br /><br />In the right menu, under <b>Browse</b>, select <b>Communities & Collections</b>.<br /><br />In the main <b>Communities in DSpace</b> list on the left:<br /><br />Scroll down to the <b>W&L University Library Special Collections</b><br /><br />Scroll down to the appropriate collection and select it.<br /><br />On the left side, select <b>Submit a new item to this collection</b>.<br /><br /> <br /><br />If you need to create a new collection,<br /><br />Select <b>W&L University Library Special Collections</b><br /><br />In the right menu, select <b>Create Collection</b><br /><br />For a new collection,<br /><br />In the <b>Name</b> field, follow this format:<br /><br />WLU Coll. 0000 ‚Äì NameOfCollection<br /><br />WLU Coll. 0109 - August Forsberg Memoir<br /><br />In the <b>Short Description</b> field, add a brief description of the collection.<br /><br />In the field for <b>Introductory text</b>, make substitutions to the section in bold and then add the following:<br /><br /><P><br /><br /><b>More brief description, if needed.</b><br /><br /><P></P><br /><br />Choose one of the <b>Browse By</b> facets above to view the item.<br /><br /><P></P><br /><br />The materials from Washington & Lee University‚s Special Collections are made available for use in research, teaching, and private study, pursuant to U.S. Copyright law. The user assumes full responsibility for any use of the materials, including but not limited to, infringement of copyright and publication rights of reproduced materials. Any materials used should be fully credited with the source.<br /><br /><P></P><br /><br />Preferred citation: [Identification of item], <b>NameOfCollection</b>, WLU Coll. <b>0000</b>, Special Collections and Archives, Leyburn Library, Washington and Lee University, Lexington, VA<br /><br /><P></P><br /><br />In some cases the citation format may vary. Please contact Special Collections‚ staff to verify the appropriate format.<br /><br /></P><br /><br /><b></b><br /><br /><b>Initial Questions screen</b><br /><br />Do not check the box for Multiple titles.<br /><br />Do not check the box for Published.<br /><br />Select <b>Next</b>.<br /><br /><b></b><br /><br /><b>Describe Item screen</b> (the first of 2 Describe Item screens)<br /><br />Begin filling in the bibliographic and local information listed below about the item.<br /><br />If a field does not require information, leave it blank.<br /><br />Some fields have an <b>Add</b> button to the right.<br /><br />This allows you to add additional information to that field.<br /><br />Do not use this to add the information you've entered. (It's added when you leave the page.)<br /><br />In other words, to enter the first author, you don‚t need to use the Add button. If you were adding a second author, you‚d use the Add button to get a second instance of the text box.<br /><br /> <br /><br /><b>Authors</b><br /><br />Use full name as it appears in the online catalog's record for this collection or item.<br /><br /> <br /><br /><b>Title</b><br /><br />Enter the main title with a space, colon, space, then enter the subtitle.<br /><br />You can enter an initial article if necessary.<br /><br />Use conventional cataloging capitalization practices for the title field.<br /><br />(Generally, it works out fine to copy and paste from the OPAC record.)<br /><br />Do not enter the author information in the Title field.<br /><br /> <br /><br /><b>Series/Report No.</b> -- Leave this blank.<br /><br /> <br /><br /><b>Identifiers</b> -- Leave this blank.<br /><br /> <br /><br /><b>Type</b><br /><br />Use one of the following vocabulary terms for DCMI "<b>Type</b>" field<br /><br /><a href="http://dublincore.org/documents/2000/07/11/dcmi-type-vocabulary/">http://dublincore.org/documents/2000/07/11/dcmi-type-vocabulary/</a><br /><br />1. Collection<br /><br />A collection is an aggregation of items. The term collection means that the resource is described as a group; its parts may be separately described and navigated.<br /><br />2. Dataset<br /><br />A dataset is information encoded in a defined structure (for example, lists, tables, and databases), intended to be useful for direct machine processing.<br /><br />3. Event<br /><br />An event is a non-persistent, time-based occurrence. Metadata for an event provides descriptive information that is the basis for discovery of the purpose, location, duration, responsible agents, and links to related events and resources. The resource of type event may not be retrievable if the described instantiation has expired or is yet to occur. Examples - exhibition, web-cast, conference, workshop, open-day, performance, battle, trial, wedding, tea-party, conflagration.<br /><br />4. Image<br /><br />An image is a primarily symbolic visual representation other than text. For example - images and photographs of physical objects, paintings, prints, drawings, other images and graphics, animations and moving pictures, film, diagrams, maps, musical notation. Note that image may include both electronic and physical representations.<br /><br />5. Interactive Resource<br /><br />An interactive resource is a resource which requires interaction from the user to be understood, executed, or experienced. For example - forms on web pages, applets, multimedia learning objects, chat services, virtual reality.<br /><br />6. Service<br /><br />A service is a system that provides one or more functions of value to the end-user. Examples include: a photocopying service, a banking service, an authentication service, interlibrary loans, a Z39.50 or Web server.<br /><br />7. Software<br /><br />Software is a computer program in source or compiled form which may be available for installation non-transiently on another machine. For software which exists only to create an interactive environment, use interactive instead.<br /><br />8. Sound<br /><br />A sound is a resource whose content is primarily intended to be rendered as audio. For example - a music playback file format, an audio compact disc, and recorded speech or sounds.<br /><br />9. Text<br /><br />A text is a resource whose content is primarily words for reading. For example - books, letters, dissertations, poems, newspapers, articles, archives of mailing lists. Note that facsimiles or images of texts are still of the genre text.<br /><br /><b>Language</b><br /><br />Choose the language that describes the bulk of the item.<br /><br />If one language does not dominate, choose N/A.<br /><br /> <br /><br />Select <b>Next</b> to navigate to the second of 2 Describe Item screens.<br /><br /> <br /><br /><b>Describe Item screen</b> (the second of 2 Describe Item screens)<br /><br /> <br /><br /><b>Subject Keywords</b><br /><br />Leave this blank!<br /><br /> <br /><br /><b>Abstract </b>‚Äì Leave this blank.<b></b><br /><br /> <br /><br /><b>Sponsors</b> ‚Äì Leave this blank.<br /><br /> <br /><br /><b>Description </b>‚Äì Leave this blank.<b></b><br /><br /> <br /><br />Select <b>Next</b> to navigate to the <b>Upload</b> screen.<br /><br /><b></b><br /><br /><b>Upload File(s)</b> screen<br /><br /> <br /><br /><b>File</b><br /><br />Use the <b>Browse</b> button to navigate to the correct PDF on the Z drive and select it.<br /><br /> <br /><br /><b>File Description</b><br /><br />Use one or two words to describe the file, e.g. Letter, Page 1, Pages 2 and 3, Contract, Memo, etc.<br /><br />Occasionally it's useful to list the file type: MP4 video<br /><br /> <br /><br />To continue with additional files, select the button for<b> Upload file & add another</b><br /><br />Or select the <b>Next</b> button.<br /><br /> <br /><br />-----------------------------------------------------------------------------------------------------<br /><br /> <br /><br /><b>Review Submission</b> screen<br /><br />At this point, you can make corrections to any part of the item record as necessary.<br /><br />You will also have an opportunity to edit after submission.<br /><br /> <br /><br />If you have reviewed the submission and are satisfied with the record, select <b>Next</b>.<br /><br /> <br /><br />-----------------------------------------------------------------------------------------------------<br /><br /> <br /><br /><b>Distribution license</b> screen<br /><br />Check the box for <b>I Grant the License</b>.<br /><br /> <br /><br />Select the <b>Complete Submission</b> button.<br /><br /> <br /><br />-----------------------------------------------------------------------------------------------------<br /><br /> <br /><br /><b><br /></b><br /><br /><b></b><br /><br /><b>Editing after submission</b><br /><br /><b>This section needs some work.</b><br /><br />Option A.<br /><br />To continue editing this record, select <b>Go to the Submissions</b> page and find the item.<br /><br />Select the <b>item's</b> <b>title</b>.<br /><br />From the right-side menu, select <b>Edit this item</b>.<br /><br />It's possible that your title will not appear immediately.<br /><br />Later, from the right-side menu, under <b>My Account</b>, select <b>Submissions</b> and check again.<br /><br /><b>OR</b><br /><br />Option B.<br /><br />After completing the submission, if your next item is for the same W&L department,<br /><br />you can add another new item by selecting <b>Submit another item</b>.<br /><br />Later, from the right-side menu, under <b>My Account</b>, select <b>Submissions</b> and check again.<br /><br />OR<br /><br />Option C.<br /><br />To start another record,<br /><br />From the right-side menu, select <b>Communities & Collections</b>.<br /><br />Return to the beginning of these instructions.<br /><br />Navigate to the DSpace Home and find your submission(s).<br /><br />If you begin editing soon after you have created the record, it may only be listed as a recent submission.<br /><br />DSpace has a lag period before items are added to their appropriate collection.<br /><br />In addition, the images that you upload will not be visible for at least 24 hours.<br /><br />Select the appropriate item.<br /><br />From the menu on the right, under <b>Context</b>, select <b>Edit this item</b>.<br /><br /><b><br /></b><br /><br /><b></b><br /><br /><b>Edit Item screen</b><br /><br />Select the tab for <b>Item Metadata</b> which will bring up a worksheet with Dublin Core tags.<br /><br />Modify the field labeled <b>dc.date.issued</b> to just the year (not year, month, and day) <b>as appropriate to the item</b>.<br /><br />You will have to immediately select the <b>Update</b> button to enter this change into the record.<br /><br />Add the following metadata:<br /><br />In the dropdown menu for <b>Add new metadata Name:,</b> select <b>dc.rights</b><br /><br />Add the following usage restrictions statement:<br /><br />This material is made available for use in research, teaching, and private study, pursuant to U.S. Copyright law. The user assumes full responsibility for any use of the materials, including but not limited to, infringement of copyright and publication rights of reproduced materials. Any materials used should be fully credited with the source.<br /><br />In the dropdown menu for <b>Add new metadata Name:</b>, select <b>dc.subject.lcc</b><br /><br />Add the local subject heading as follows:<br /><br /><b> Washington and Lee University -- Honors in WhateverDepartment</b><br /><br />For each Library of Congress subject tracing from the OPAC record,<br /><br />In the dropdown menu for <b>Add new metadata Name:</b>, select <b>dc.subject.lcsh</b><br /><br />Add the LC subject tracing in full. For example, <b>West Bank -- Politics and government</b><br /><br />If the author name on the title page of the thesis is different from the full name (from the registrar):<br /><br />In the dropdown menu for <b>Add new metadata Name:</b>, select <b>dc.statementofresponsibility</b><br /><br />Add the author's name from the title page of the thesis. For example, <b>Meredith R. Townsend</b><br /><br />For archival items owned by the Library:<br /><br />In the dropdown menu for <b>Add new metadata Name:</b>, select <b>dc.rights.holder</b><br /><br />Add: <b>Special Collections and Archives, James G. Leyburn Library, Washington and Lee University, Lexington, VA</b><br /><br />Select the tab for <b>Item Status</b> which will bring up the ‚ÄúWelcome to the item management‚Äù page.<br /><br /> <br /><br />Select the <b>Authorizations</b> button.<br /><br /> <br /><br />For items with Open Access:<br /><br />All of the <b>Policies</b> and <b>Bitstream</b> settings should be <b>Anonymous</b>.<br /><br />This is the default setting. Make no changes.<br /><br /> <br /><br />For items with W&L Access Only:<br /><br />The<b> Item Policies</b> setting should be <b>Anonymous</b>.<br /><br />(This is what?)<br /><br />The <b>Policies for Bundle THUMBNAIL</b> should be <b>Anonymous</b>.<br /><br />(This is what?)<br /><br />The <b>Bitstream Name.pdf.jpg</b> setting (if there is one) should be <b>Anonymous</b>.<br /><br />(This would be the thumbnail cover image and should be viewable by all.)<br /><br />The <b>Policies for Bundle TEXT</b> should be <b>Anonymous</b>.<br /><br />(This would be the record screen and should be viewable by all.)<br /><br />The <b>Bitstream license.txt</b> should be <b>Anonymous</b>.<br /><br />(This one would be the license and should be viewable by all.)<br /><br />The following settings should be set to <b>WLU</b>:<br /><br /><b> Policies for Bundle LICENSE</b><br /><br /><b> Policies for Bundle ORIGINAL</b><br /><br /><b>Bitstream Name.pdf</b> (or this may be <b>Bitstream Name.pdf.txt</b>)<br /><br /> "