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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.)
Dept.of(SubCommunity)(optional)
ResearchArticles(Dept.of.)
Theses(Dept.of.)
Dissertations(Dept.of)
Minidissertations
(Dept.
of
.
)
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Facultyof(ToplevelCommunity)
Dept.of(SubCommunity)(optional)
ResearchArticles(Dept.of.)
Theses(Dept.of.)
Dissertations(Dept.of)
Minidissertations(Dept.of.)
Dept.of(SubCommunity)(optional)
ResearchArticles(Dept.of.)
Theses(Dept.of.)
Dissertations(Dept.of)
Minidissertations(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
using:
Adobe
Distiller,
Abbyy
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'.
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