DSpace for Administrators (Repository Managers)

7/27/2019 DSpace for Administrators (Repository Managers)

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Page1

DSpaceforAdministrators(RepositoryManagers)

1. AccessapreinstalledDSpaceinstance1. InyouInternetBrowser,gotohttp://neo.bib.sun.ac.za/jspui/.Thisinstancewasinstalled

onthetestserveroftheStellenboschUniversity.

2. RegisterasanEpersononapreinstalledinstanceofDSpace

1. ClickonSignonto: >>MyDSpace.

2. ClickonNewuser?Clickheretoregister.

3. ClickonRegister.

4. GotoyouremailInboxandfollowtheinstructions.

Resetpassword

Administrators,

Reviewers,

Metadata

Editorsalwaysneedtologinfirst.

Enduserswhosimplywanttoconducta

searchanddownloadfulltextdonot

needtologin,providedthataccessto

ItemwassetasAnonymous.

Clickonhyperlinktocomplete

registrationprocess.

Registrationisaonceoff

process.


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5. YouwillbepromptedtoenteraDSpacepassword,andtoretypethepasswordto

confirm.

6.

Loggedin.Alwaysremembertolog

outwhendone.

TaskPoolarea

currentlyempty

ExampleofTaskPoolwithone

taskwaitingtobecompleted.


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3. RegisteringanEpersonasanAdministrator

1. EachofyouhasAdministratorrightsonthetestserver.Ideallymaximum3persons

arerecommendedtohaveadministrativerights:theDSpaceITManager,DSpaceIR

Manager,1Backupperson.Thesepersonshavefullauthorizationonalllevels.

2. Whileloggedin,clickonAdministerinthenavigationcolumntotheleftofyour

DSpacescreen.

3. ClickonGroups.AnAdministratoraccountwassetupduringtheDSpaceinstallation.

4. ClickonEditnexttotheAdministratorGroup.

5. ExampleofDSpaceAdministratorsregistered:

Createagroupwithonlycertainmembers,

andcertainrightsassignedtothese

members.

Anonymous=EveryoneontheInternetcan

access/view/downloaditem.

Selectmorepeopleas

Administrators.They

needtobevisibleasE

people.

Removeanyofthe

Administratorsatanystage

RemembertoalwaysUpdateGroup

forchangestotakeeffect


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SelectEpeople:AlistofallpeoplewhohavesuccessfullyregisteredwithDSpaceorwho

weremanuallyregisteredbytheDSpaceAdministratorwillbedisplayed.Addnamesfrom

thislist,CloseandUpdateGroup:

4. ManuallycreateEpeople

1. ClickonEpeopleintheadministrationinterface.2. ClickonAddEperson.3. Completetheform,andSave.

4. TodeleteanEperson,whilewithintheEpeopleinterface,clickonSelectEperson.Selectthepersonsname,andchoosetoEdit(addchanges)orDelete.

5. Youwillbepromptedtoconfirmthedeletion.ClickDelete.6. WhenyouwanttoEditanEperson,DSpacewilldisplayalistofallGroupstowhichthat

personbelongs:

Searchforaspecificpersonthelist

canbecomeverylongasyour

repositorygrows!

Arrangeepeopleaccording

toID,

Email,

Language.

By

defaultarrangedaccording

toLastName.


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5. AutomaticallygeneratedGroupswithinDSpace

EverytimeanewCollectioniscreated,DSpaceautomaticallygeneratescertainGroupsfor

thatCollection,dependingontheworkflowforthatGroup.NamesofGroupscanbe

changed,butavoidasfaraspossible,unlessitisanewgroupmanuallycreatedbyyouand

notautomatically

generated

by

DSpace.

ExampleofautomaticallygeneratedGroupsforonespecificCollection(ResearchArticles

(ArtsandSocialSciences))inDSpace:

TheabovewasautomaticallygeneratedandisvisibleunderAdminister >>Groupsbecause

ofthewaytheCollectionwasinitiallycreated:

Toexplain:

COLLECTION_28_ADMIN ThisCollectionwillhavedelegatedcollection

administrators

COLLECTION_28_SUBMIT

Someusers

will

be

able

to

submit

to

this

collection

COLLECTION_28_WORKFLOW_STEP_1 Thesubmissionworkflowwillincludean

accept/rejectstep

COLLECTION_28_WORKFLOW_STEP_2 Thesubmissionworkflowwillincludean

accept/reject/editmetadatastep

COLLECTION_28_WORKFLOW_STEP_3 Thesubmissionworkflowwillincludeanedit

metadatastep

MembersofthisGroupcanbe

editedatanystage

ReferstotheAnonymousGroup

Anystep

in

the

workflow

can

be

deletedfromhere

Firstscreentocomplete

whencreatin

ganew

Collection


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6. ManuallycreatedGroupsinDSpace

1. Whileintheadministrativeinterface,clickonGroups.

2. ClickonCreateNewGroup.

3. SelectindividualEpersonsorexistingGroupstoformpartofthisnewGroup.

4. GivetheGroupadescriptivename,orsticktotheDSpaceGroupnamingconvention,

e.g. COLLECTION_28_EMBARGOES.

5. ClickonUpdateGroup.

Note:WewillworkwithGroupsandEpersonsagainlater,oncewestartsettingup

Collectionsandassigningrights.

DescriptivenameforGroup


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7. EditingtheNewsonyourrepositoryhomepage

Usetherepositoryhomepagetocommunicatenews,events,achievements,trainingand

manymorei.e.asamarketingandcommunicationtool,butalsotocommunicate

importantinformation.DSpaceallowshtmltobeusedinthesefields.Alsoaddimagesto

makeit

more

attractive

if

needed.

1. WhileloggedonasAdministrator,gotoAdminister>>EditNews.2. ClickonTopNewsorSidebarNewstoedititinhtml.3. SaveyourchangesafterwardsandviewatHome.

8. EditthedefaultDSpacelicense

EverytimeanEpersonsubmitsanitemtoDSpace,he/sheneedstograntalicense,stating

thatcopyrighthasbeenclearedorthattheyaretheownersofthecopyright,thattheygive

permissionto

your

institution

to

distribute

the

item

on

DSpace,

etc.

This

license

can

be

customizedworkwiththelegalofficeroncampustomakesurethatalliscovered.This

licenseistoprotecttheSubmitter,butalsotheinstitution.

1. WhileloggedinasAdministrator,gotoAdminister>>EditDefaultLicense.

2. Replacethetextinthetextboxwiththenewtextasagreeduponwithyourlegalofficer,andSave.

TopNews SidebarNews


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9. MetadataRegistry(DublinCore)

Metadata(metadata,orsometimesmetainformation)is"dataaboutotherdata",ofany

sortinanymedia.Forexample,metadatawoulddocumentdataaboutdataelementsor

attributes,(name,size,datatype,etc)anddataaboutrecordsordatastructures(length,

fields,columns,

etc)

and

data

about

data

(where

it

is

located,

how

it

is

associated,

ownership,etc.).Metadatamayincludedescriptiveinformationaboutthecontext,quality

andcondition,orcharacteristicsofthedata.

TheDublinCoremetadataelementsetisastandardforcrossdomaininformationresource

description.Itdefinesconventionsfordescribingthingsonlineinwaysthatmakethemeasy

tofind.DublinCoreiswidelyusedtodescribedigitalmaterialssuchasvideo,sound,image,

text,andcompositemedialikewebpages.ImplementationsofDublinCoretypicallymake

useofXMLandareResourceDescriptionFrameworkbased.DublinCoreisdefinedbyISOin

ISOStandard15836,andNISOStandardZ39.852007.

TheDublin

Core

Metadata

Registry

is

designed

to

promote

the

discovery

and

reuse

of

properties,classes,andothertypesofmetadataterms.Itprovidesanuptodatesourceof

authoritativeinformationaboutDCMImetadatatermsandrelatedvocabularies.Theregistry

aidsinthediscoveryoftermsandtheirdefinitionsandshowsrelationshipsbetweenterms.

Thereuseofexistingmetadatatermsisessentialtostandardization,andpromotesgreater

interoperabilitybetweenmetadataelementsets.Thediscoveryofexistingtermsisan

essential,andprerequisite,stepinthisprocess.Thisapplicationpromotesthewider

adoption,standardizationandinteroperabilityofmetadatabyfacilitatingitsdiscovery,and

reuse,acrossdiversedisciplinesandcommunitiesofpractice.

Thefifteenelement"DublinCore"describedinthisstandardispartofalargersetof

metadata

vocabularies

and

technical

specifications

maintained

by

the

Dublin

Core

Metadata

Initiative(DCMI).Thefullsetofvocabularies,DCMIMetadataTerms[DCMITERMS],also

includessetsofresourceclasses(includingtheDCMITypeVocabulary[DCMITYPE]),

vocabularyencodingschemes,andsyntaxencodingschemes.ThetermsinDCMI

vocabulariesareintendedtobeusedincombinationwithtermsfromother,compatible

vocabulariesinthecontextofapplicationprofilesandonthebasisoftheDCMIAbstract

Model[DCAM].

Acknowledgement:

DublinCoreMetadataSchema:http://dublincore.org/

DublinCore

Metadata

Registry:

http://dcmi.kc.tsukuba.ac.jp/dcregistry/

UsingDublinCoretheofficialusageguide:http://dublincore.org/documents/usageguide/

ExpressingQualifiedDublinCoreinRDF/XML:http://dublincore.org/documents/dcqrdf

xml/

DublinCoreonWikipedia:http://en.wikipedia.org/wiki/Dublin_Core

PLEASEREFERTOADDENDUMAATBACKOFMANUAL


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1. WhileloggedinasAdministrator,gotoAdminister>>MetadataRegistry.2. Youhavetheoptiontocreateanewschemabyenteringanamespace/nameor

editanexistingonebyclickingtheupdatebutton.

3. ClickonthelinktotheDublinCoreMetadataRegistryforthisinstanceofDSpace.

4. DonotchangeanycontentwithintheElementandQualifierfields.YoucanhoweveraddaScopeNotetodescribeeachfieldandhowitissupposetobe

used.

5. AddMetadataField:Tocreateanewfieldyoumustprovideauniqueelementandqualifierpair.Thequalifiermaybeleftblankifdesiredandtheelementand

qualifiercannotcontainspaces,underscoresorperiods.ClickAddNew.

6. MoveField:Ifyouhavemorethanoneschemaaformwouldappearhereallowingyoutomovefieldsbetweenschemas.

Columncontaining

namesofElements

Columncontaining

namesofQualifiers

ScopeNotescanbeadded


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10. BitstreamFormatRegistry

Abitstreamorbitstreamisatimeseriesofbits.Abytestreamisaseriesofbytes,typically

of8bitseach,andcanberegardedasaspecialcaseofabitstream.Whenabitstreamis

capturedandstoredinacomputerstoragemedium,acomputerfileiscreated.

Thislistofbitstreamsprovidesinformationaboutknownbitstreamsandtheirsupportlevel.

Youcaneditoraddnewbitstreamformatswiththistool.Pleasetakenoteofthefollowing:

Youcanonlyeditonebitstreamformatatatime.Maketheeditstoonerow,andclicktherelevant'update'button.Onlyeditsyou'vemadetothatrowwillbesaved.

Extensionsarefileextensionsthatareusedtoautomaticallyidentifytheformatofuploadedfiles.Youcanenterseveralcommaseparateextensionsforeachformat.

TheNameofeachformatmustbeunique,thoughtheMIMEtypeneednotbe.Forexample,youmighthaveseparateformatregistryentriesfordifferentversionsof

MicrosoftWord,eventhoughtheMIMEtypewillbethesameforeachofthem.

Internalformatsarehiddenfromtheuser,andareusedforadministrativepurposes.Forexample,thelicensesthatsubmittersgrantarestoredasLicenseformatbitstreams,

andthesearen'tshowntoendusers.

Ifyoudeleteabitstreamformat,anybitstreamsinthesystemofthatformatwillberevertedtotheUnknownformat.

Important:DonotdeletetheUnknownorLicenseformats.Also note that the config/registries/bitstreamformats.xml is only used during the build

processtopopulatetheformatregistryinthedatabase,whichisthe'live'version.Changes

youmakewith thisUIwillonlybereflected inthedatabaseregistry,andnottheXML file

(andviceversa.)

Source:http://dspacedev.dsi.uminho.pt:8080/common/dspacedocs1.1.11/adminui.html

1. WhileloggedinasAdministrator,gotoAdminister>>BitstreamFormatRegistry.

2. ScrolldowntothebottomtoAddNew.


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11. Statistics

1. WhileloggedinasAdministrator,gotoAdminister>>Statistics.

2. Alsovisitthefollowingmodule:TheDSpaceCourse DSpaceStatisticsandGoogle

Analytics.ThismodulewillintroducethestatisticsavailablewithinDSpace,andthe

facilitiesthatareavailableifyouuseGoogleAnalyticswithDSpace.

Available:http://hdl.handle.net/2160/623


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12. StructuringDSpaceaccordingtoCommunities&Collections

Why?Tokeepyourrepositorywellorganized,andkeepItemsthatbelongtogetheraccordingtomediatype,disciplines,faculties,departmentsoranythingelse

together.

NeedswilldifferfromCommunitytoCommunityorCollectiontoCollectionmakeprovisionforit.Beflexible,butnottoomuch!

SomeMetadataEditors(Cataloguers)mightprefertoworkintheirsubjectofexpertiseonly.Theycanthenberegisteredwithintheworkflowforthespecific

Collectionsrelevanttothem.

ByhavingtheirownCommunitywithinthebiggerrepository,researchoutputbyfacultiesanddepartmentscanbegroupedtogether,andreflectallresearchoutput

withoneglance.LinkscanbecreatedtoindividualCommunities/Collections.

Alwaysthinkandmakeprovisionforhowtherepository/Community/Collectionmight

develop

and

grow/

change

over

time.

ItisoktochangethenameofaCommunity/Collectionatsomestage,andifneeded.RemembertorecordthechangesintheProvenanceareaforthatCommunity/

Collectionforfuturereference.YoucanalsocrossreferencetothenewCollectionif

thepreviousonewasclosed.UsetheareaonthehomepageofthatCollectionto

updateendusers(Collection>>Edit).DontdeletetheCommunity/Collectionit

willonlyconfuseendusers.ClearlyrefertheenduserstothenewCollection.

Itemscanonlybesubmittedonthefollowingconditions: ThesubmitterneedstoberegisteredasaSubmitterforthatspecificCollection.

ItemscannotbesubmittedifthereisnoCollectiontosubmititto.

Contact

details

should

be

clearly

visible

from

where

submitters

can

request

to

becomeSubmitters.

Copyrightshouldhavebeencleared,andtheItemneedstobeinthecorrectdigital

format.

AnunlimitednumberofTopLevelCommunities,SubCommunitiesandCollectionscanbecreated,buttryletitnotbecometoocomplicatedkeepthestructure

simple.

TrytoalignyourCommunity/Collectionstructurewiththatofyourinstitution,e.g.:Facultyof(ToplevelCommunity)

Dept.of(SubCommunity)(optional)

ResearchArticles(Dept.of.)(Collection)

Theses(Dept.of.)

Dissertations(Dept.of)

Minidissertations(Dept.of.)


ResearchArticles(Dept.of.)

Theses(Dept.of.)


Minidissertations

(Dept.

of

.

)


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Facultyof(ToplevelCommunity)



Theses(Dept.of.)





Theses(Dept.of.)



Step1:CreateaToplevelCommunity

1. LoginasAdministrator onyourinstanceofDSpaceatMyDSpace.2. ClickonCommunities&Collections(justbelowBrowse).3. ClickonCreateTopLevelCommunity.

4. CompletetheonlineformdescribingtheTopLevelCommunityandclickonCreate.YournewTopLevelCommunitywillbedisplayed(alsoreferredtoastheEditCommunity

page).


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Step2:CreateaSubCommunity(optional)

1. TocreateaSubCommunity,gototheCommunityhomepageoftheCommunitythatistobetheparentofthenewSubCommunity.

2. Then,clickontheCreateSubcommunityintheAdminToolsboxatthetoprighthandcorner

of

the

page.

This

will

create

the

new

Sub

Community

and

take

you

to

the

home

pageforthatSubCommunity,alsoreferredtoastheEditCommunitypageforthat

SubCommunity.

EditingaToplevelCommunityoraSubCommunity

Fillouttheformsasneeded.Nameisrequired.Allotherfieldsareoptional. ShortDescription: AppearsontheCommunityListpagebelowtheCommunity

name,andshouldbeoneortwosentencesofplaintextdescribingtheCommunity.

IntroductoryText,SideBarText,CopyrightText:FieldsaredisplayedontheCommunityshomepage.

IntroductoryTextandSideBarTextarebothHTMLfields,whichmeansyoushouldplacetextin
.
UploadLogo: RelativelysmalllogosizeslookbestduetothedesignoftheCollectionhomepage.

ClickCreateorUpdatewhendonewithchanges.Step3:CreateaCollection

1. TocreateaCollection,gototheCommunityhomepageoftheCommunitythatistobetheparentofthenewCollection.

2. Then,clickontheCreateCollectionintheAdminToolsboxatthetoprighthandcornerofthepage.

3. Followthewizard,andclickonNexttomoveforwardeachtime.


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Screen1:DescribetheCollection(SettinguptheWorkflow)

ThefirstpageofthewizardwillaskyousomequestionsaboutthenewCollection.Checkthose

thatapplyandclickontheNext>button.Notethatafteryou'vecompletedthewizard,youwill

beabletoedittheCollectionlater,sodecisionsyoumakeherearenotpermanent.

However,alsonotethatthiswizardisalittlelesspolishedthanthesubmissionUI,whichbasically

meansthereareno'back'buttons,soifyouwanttochangesomethingyouenteredononepage

afterclickingNext,youneedtofinishthewizardandthengobackandedittheCollection.

Whenyou

have

completed

the

wizard,

you're

dropped

into

the

Edit

Collection

interface.

This

allowsyoutoreviewwhatyou'veenteredandmakeanynecessarytweaks.

ChecktheoptionsthatwillapplyforthatspecificCollection:

NewItemsshouldbepubliclyreadable NewitemsarrivingviathesubmissionUIor

batchimporterwill,bydefault,get

anonymousREADpermissionsforboththe

itemandallthebitstreams.Youcanchange

thislatersothate.g.itemsgetanonymous

READpermissionsbutbitstreamsdonot.

Itemsthat

are

'mapped'

or

included

from

otherCollectionswillnothavetheir

authorizationschanged.Itisjustadefault;an

item'spermissionsmaylaterbechanged.If

Newitemsshouldbepubliclyreadableisnot

checked,youwillbeaskedlaterinthewizard

whoisallowedtoreadnewitems.Again,this

isjustadefault,andcanbechangedlater.

Someuserswillbeabletosubmittothis

Collection

Whenchecked,youwillbepromptedtoselect

personsfromtheEpeoplelist.Thesepersons

willthen

have

the

authorization

to

submit

itemstothisspecificCollection.Youcan


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manuallyaddthesepersonsatAdminister>>

Epeople>>AddEperson,orthepersoncan

registeratMyDSpace.

Thesubmissionworkflowwillincludean

accept/reject/editmetadatastep(Workflow

Step2)

Reviewerwillbeabletochecknewly

submitteditems:

- Dobaselinemetadataeditinge.g.fixspellingerrors- Checkforduplicates- Checkwhetheritemhasbeen

submittedtothecorrectCollectionif

not,Reject

- Checkwhetherfulltexthasbeensubmittedintherequiredfileformat

e.g.pdf

- Checkqualityoffulltextfile- Checkwhethercopyrighthasbeen

cleared,if

required

Thesubmissionworkflowwillincludeanedit

metadatastep(WorkflowStep3)

MetadataEditorisnotifiedofanew

submission.Commititemtoarchive,andthen

dometadataeditingintheDCRegistryofan

individualitem.Addvaluetoitems,e.g.more

keywords,LCSHs,abstracts,checkwhether

metadataadherestothenecessarystandards

andcorrectwhereneeded.Alwaysregisterthe

MetadataEditoralsoasaCollection

Administrator.

Thiscollectionwillhavedelegatedcollection

administrators

ThispersonmanagestheCollection,manage

Submitters,can

edit

the

Item

Template,

edit

theCollectionhomepage,edittheDCRegistry

ofanItemanytimeetc.

Newsubmissionswillhavesomemetadata

alreadyfilledoutwithdefaults

CreateanItemTemplateforthatspecific

Collection.Onthisscreenyoucanspecify

someDublinCorevaluesthatnewsubmissions

willhaveprefilledoute.g.ifthePublisherfor

allitemssubmittedtothatspecificCollection

isgoingtobethesameforallItems.Someof

thevaluesyoucansetheredonotappearin

thesubmissionUI,soendusersmaynothave

thechance

to

edit

them.

Also

note

that

these

DublinCorevalueswillbeaddedtoitems

importedviathebatchimporter.

Screen2:DescribetheCollection(Information)

ThenextpageallowsyoutofillinsomebasicinformationabouttheCollection.TheNamefieldis

mandatory,theothersarenot.

CopyrightText

is

simply

text

that

will

appear

at

the

bottom

of

the

Collection's

home

page,

and

thatappliestothatCollectiononly.


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Licenseisthedepositlicense(thelicensethatsubmittersmustgrantwhentheysubmitanitem)

forthisCollection.ThiswilloverridethedefaultDSpacelicense,andisusedwhenaspecific

licenseappliestothatspecificCollectiononly.Ifyouleavethisfieldblank,thesitedefaultlicense

isused.

Provenanceis

afree

text

field

you

can

put

any

provenance

information

in

you

feel

like.

It

is

not

visibletoendusers.

Screen3:SelectSubmitters(EpeoplewhowillbeallowedtosubmittothisCollection)

Screen4:SelectReviewers(EpeoplewhowillreviewtheItems)


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Screen5:SelectMetadataEditors

Screen6:AssignCollectionAdministrators(incl.MetadataEditors)

Screen7:SetuptheItemTemplate(withprefilledoutmetadata)

Onthe

above

screen

you

can

specify

some

Dublin

Core

values

that

new

submissions

will

haveprefilledout.Someofthevaluesyoucansetheredonotappearinthesubmission


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UI,soendusersmaynothavethechancetoeditthem.AlsonotethattheseDublinCore

valueswillbeaddedtoitemsimportedviathebatchimporter.

Andthatsit!Collectioncreated.ClickonUpdateatbottomofthefollowingscreen.You

canreturntotheAdminTools>>EditwithinaspecificCollectionatanystage.

NewlycreatedCollectionenduserwillsee:

Returntoediting

interfaceforCollection

ManageSubmittersfrom

hereadd,remove


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IfyouclickonGroupsintheAdministrativeinterface,youwillseethattheCollectionnowhasthe

followingGroups:

13. PrepareanitemforsubmissiontoaspecificCollection

1. Copyright Ifyouarethecopyrightowner,noconsentisneeded

Itemsdonatedtotheinstitution:archiveletterofconsentbyoriginal

copyright

owner

or

donor.

Permission

should

be

granted

to

digitize

material

anddistributeineformatviatherepository.

Researcharticleswherecopyrightwastransferredtopublisher:check

publisherpolicyonselfarchivingwithinarepositoryonSHERPARoMEO

http://www.sherpa.ac.uk/romeo.php.Ifnopolicy,checkoutpublishersweb

siteorcontactpublisherdirectlyandgetconsentinwrittenformat.

Materialcreatedbymembersofaninstitutione.g.theses&dissertations:

copyrightbelongstoinstitution.

2. Scan/digitizeitemAccordingtointernationalstandardse.g.WorldDigitalLibrarystandardsforimages.

Textdocuments:300600dpi.Tiffimagestoredonarchivalserver.Derivitedjpegor

pdffilesubmittedtoDSpace.OCRtextbeforemigratingtopdfthatwaythefulltext

willalsobesearchable.Manipulatedigitalitemswithe.g.AdobePhotoshop,GIMP.

Visithttp://www.dspace.orgformoreinfoonvariousfileformatsacceptedbyDSpaceor

viewatAdminister>>BitstreamFormatRegistry.

Convertdocuments

to

pdf

using:

Adobe

Distiller,

Abbyy

PDF

Transformer,

CutePDF

Convertdocumentsfrompdfbacktooriginalformat:AbbyyPDFTransformer

3. FilenamingconventionsguidelinesAlsoseeLibraryofCongressnamingconventionsfordigitalresources

1. Keepfilenamesasshortanddescriptivepossible.2. Avoidcapitalletters.3. Avoidspecialcharacterse.g.#*~4. Use_(underscore)tocreatespacesbetweencharactersdonotuseyourspacebar.


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5. Uselogicalfilenames.6. Onlyusealphabeticallettersornumbers.7. Wherenumericalsequenceisimportant,usenumberse.g.01title_page.pdf,

02content.pdfetc.Submitthelastnumberinthesequencefirstandwork

backwards.

4. FamiliarizeyourselfwiththecontentoftheitemyouwanttosubmitE.g.title,author/s,keywords,rights,publisheretc.Keepfileopenwhilesubmittingso

thatyoucancopy&pastemetadatafromtheoriginalitem.

14. SubmitanItemtoaspecificCollection

1.ApplyforsubmissionrightstoaspecificCollectionwiththeCollection

Administratoror

Repository

Manager.

2.Oncerightswereassigned,loginatMyDSpace.

3.ClickonStartaNewSubmission.

4.SelecttheCollectionyouwishtosubmitanItemtofromthelistbelow,then

clickNext.

5. DescribetheItem.Checktheboxesnexttothestatementsthatapplytothissubmission.ClickNext.


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6. DescribetheItembyassigningasmuchmetadataaspossible.Rememberwhatyouputiniswhatyougetout.ClickNext.

7. Addmoredescriptivemetadatatothefollowingscreen,andclickNext.

8. Attachthefulltextfile,andclickNext.AttachasmanyfulltextfilesasneededtooneItem,e.g.pdfversionandoriginalpptversionetc.

Useredovalstomovebackwardsandforward


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9. Verifythatthefilethatwasuploadedisthecorrectfile.ClickNext.

10.Lastopportunitytoverifymetadataandfile.ClickNext.

11.InorderforDSpacetoreproduce,translateanddistributethesubmissionworldwide,youragreementtothetermsisnecessary(defaultDSpaceLicense).ClickIGrantthe

License.

12.Yoursubmissionisnowcompleted,andtheItemwillremaininyourTaskPooluntilreviewedbytheReviewerandeditedbytheMetadataEditor.

13.TheReviewerwillreceiveanemailnotificationthatanewitemwassubmitted,thatneedstoedited/approved/rejected.

14.Onceapproved,theMetadataEditorwillreceiveanemailnotificationthatanewitemwasapproved,andtheEditorthencommitsittothearchive.Oncecommittedtothe

Addmorefiles


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archive,theitemwillbeassignedapersistentURL,anditwillbeavailableforthewhole

worldtosee.

15.OncetheItemhasgonethroughtheworkflow,itwilldisplayasfollows:

IMPORTANT:UseUnicode/UTF8toenterspecialcharacters.See

http://www.fileformat.info/info/unicode/char/search.htm

SpecialcharactersinDSpacearebestviewedwithFirefox.

15. Workflow

Usethistooltoclearoutworkflowsthathavebeenabandonedandwillneverbe

completed,orforsomeotherreasone.g.duplicate,Submitterrealiseditwasthewrong

versionsubmittedetc.

1. GotoAdminister>>Workflow.2. Findthespecificitem,andclickAbort.Youwillbeaskedtoconfirmtheaction.

3. TheitemwillbereturnedtotheTaskPooloftheSubmitter.

EditDCRegistryofindividualitem,add

metadatafields,

remove

metadata

fields

etc.


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16. SearchaspecificItem

YoucanconductasBasicorAdvancedSearchwithinDSpace,orsearchfromthe

Administrativeinterface.

1. GotoAdminister >> Items.2. EntertheHandleorinternalitemIDoftheitemyouwanttoeditordelete.2263=HandleforUniversityofPretoria(CNRIHandleSystem)

BothoftheabovewilltakeyoutotheDCRegistryoftheitem:

ScrolldowntothebottomoftheDCregistrytoaddmoremetadatafields.Youcan

repeateachElementandeachQualifierasmanytimesasyouwish.Someofthe

metadataissystemgenerated.SeeADDENDUMA.


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17. Mapping

ItcouldbethatsometimesyouwantoneitemtodisplayintwodifferentCollections

simultaneously,withouthavingtoresubmitit.Itcouldbethatanarticlewaswrittenbytwo

researchersfromtwodifferentdepartments,andtheywantthearticletobereflectedin

bothdepartmentsCollections.Submittheitemonceonly,totheCollectionforthefirst

author.ThenmapittothesecondCollection.

1. GototheCollectiontowhichyouwanttomaptheitem.2. UnderAdminTools,clickonItemMapper.3. Searchaccordingtothesurnameoftheauthoroftheitem,andclickSearchAuthors.

Fulltextpdffilethatwas

submitted

Somesystemgeneratedprovenance

metadata


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4. Whenyouhavefoundthecorrectitem,selectitandclickAdd. ThenContinue.5. TheitemwillnowbedisplayedinbothCollections.

18. WithdrawalofItems

Sometimesitmightbenecessarytowithdrawanitembecauseofvariousreasons,e.g.legal

action,poorquality,incorrectdataetc.RatherWithdrawtheitemthancompletelyDeleteit,

leavingatombstoneincasetheitemwascitedetc.

1. Searchthespecificitem.2. Addadescription.provenancemetadatafieldtotheregistryofthatitem,explainingthe

reasonforwithdrawalforfuturereference.Updatetherecord.

3. ClickonWithdraw.Confirmthewithdrawal.

Exampleofatombstone:

4. Foralistofitemsthatwerewithdrawn,gotoAdminister >> WithdrawnItems.5. Toreinstatetheitem,findtheitemunderWithdrawnItems,andEdit.


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6. ClickReinstate.7. WhileintheDCRegistryofanitem,theitemcanalsobemovedtoanotherCollectionif

initiallysubmittedtoanincorrectCollection.

8. WhileintheDCRegistryoftheitem,clickonMoveItem.

9. SelecttowhichCollectiontheitemshouldbemoved,andclickonMove.

19. AuthorizationPolicies

Specificauthorization

policies

can

be

set

for

Communities,

Collections,

and

Items.

In

order

foruserstoperformanactiononanobject,theymusthavepermission;DSpaceoperatesa

'defaultdeny'policy.Permissionsdonot'commute';forexample,ifanepersonhasREAD

permissiononanitem,theymightnotnecessarilyhaveREADpermissiononthebundles

andbitstreamsinthatitem.

ManageaCollection'sPolicies

UsethistooltoauthorizeCollectionrelatedgroupstoperformtheirroles.

1. ClickonAdminister >>Authorization.2. ClickonManageCollectionsPolicies.3. SelectthenameoftheCollectionforwhichyouwishtosetauthorizations,andclickon

EditPolicies.

4. ClickAddNewPolicyorEditanexistingpolicy.


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PoliciesforResearchArticles(English)Collection:

5. SelecttheGroupforwhichyouwishtosetauthorizations(Groupmusthavebeencreatedinadvance),andthenselectanactionforthatGroupfromthedropdown

menu.

6. ClickSave.NowonlytheAdministratorGroupcanopenallfulltextfilesinthisspecificCollection.Repeatuntilallpoliciesareinplace.

ClickEdittorestrictaccesstoallfulltext

files(bitstreams)inCollection


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Note:

NewlysubmitteditemsacceptedintoacollectioninherittheDEFAULT_ITEM_READandDEFAULT_BITSTREAM_READauthorizationpoliciesassociatedwiththecollection,

whichbecometheREADpoliciesfortheitemanditsbitstreams.However,ifyou

changeacollection's

default

policies

after

items

have

been

accepted,

policies

for

existingitemswillnotbechangedautomatically.Youwouldhavetochangethe

permissionsonthoseitemsusingtheAdvancedPolicyAdminTooltomakethem

accessible.

AllcollectionsmusthaveanADDpolicyforasubmittergroup,orelsenoonewillbeabletosubmititemstothecollection.

ManageaCommunity'sPolicies

Thistoolallowsyoutoeditacommunity'spoliciesinmuchthesamewayasacollection'sare

edited,describedabove.

Presently,sinceadministrationisdonecentrally,thistooldoesn'thavealotofuseusuallyyou

willjustaddREADpermissionfortheAnonymousgroupjustafteryoucreateacommunity,and

leaveitatthat.Thispermissionisappliedtothecommunity'slogoifthereisone,whichallows

peopletoseethelogowhentheygotothecommunityhomepage.

Acommunity'spoliciesaresettoadefaultAnonymousREAD.

ManageanItem'sPolicies

Thistoolallowsyoutoeditthepoliciesforindividualitems.Whenyouwishanitem'spoliciesto

bedifferent

from

those

of

the

rest

of

those

in

acollection,

you

can

use

the

item

policy

editor

to

customizethepolicies.Itisagoodpracticelongtermmanagementofacollectionhowever,for

alloftheitemsinacollectiontosharethesameauthorizations.

AdvancedPolicyAdminTool

Usethistooltosetandclearpoliciesforitemsorbitstreamsacrossawholecollection.Be

carefulaboutusingtheClearPoliciesbutton.

Selectthecollectionfromthetoplistandthegroupyouwanttogiveorremovepermissionfor

fromthebottomlist.Thenselectthetypeofobject(itemorbistream)thatyouwanttoedit

permissionsfor.

Then

select

the

action

from

the

drop

down.

Forexample,sayyouwantedtogiveeveryoneinagroup'privileged_users'Readaccesstoallof

thebitstreamsinarestrictedcollection.You'dselect'privilegedusers'fromthetoplist,

'bitstream'fromthe'contenttype'dropdown,'privileged_users'fromthe'group'list,'Read'

fromthe'action'dropdown,andclick'Addpolicy'.

DSpace for Administrators (Repository Managers)

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