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title2.1 Multiphase OA Metadata Production Workflow (Detailed)
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title2.1.1 Claiming a task

 After signing in go to the My Account menu on the far right and click on Submissions.

 

               

By clicking Submissions, the button should redirect to the Submissions & Workflow tasks page.

 

Scroll down in the queue until you find an item that is categorized in the “Final edit/approve step.” Check the box(es) for the item(s) you want to catalog and click “Take selected tasks.” Most items edited in the multiphase workflow are deposited by Symplectic Elements. Be sure to check the Submitter column.

When you have selected the item(s) you want to edit they should appear in your task queue:

If you click on one of the item titles in your task queue, you will be taken to the item page where you can see a basic metadata overview and download a file version of the article (usually it is the author’s manuscript version submitted to the collection):

On the same page you will see a menu for actions you can take.

There are five actions to choose from:

    • Approve item: Clicking this button will submit the item and corresponding metadata into the Open Access Collection in DSpace making it live (This is usually the final step in the cataloging process unless it is possibly a duplicate).
    • Reject item: Clicking this button will reject the item and delete it from the task pool. See section 3 for instructions on how to reject an item.
    • Edit metadata: Clicking this button will take you through a series of pages where you can import metadata, make any necessary edits and verify the accuracy of the metadata.
    • Send to Acquisitions/Licensing: If there is missing acquisition or licensing information, send the item back to the Acquisitions/Licensing step. 
    • Cancel: Clicking this button will put the item into your own personal task queue but will not return it to the main task pool. This is useful if you need to return to an item at a later time, need to do more research, or need to ask a question about a given item.

Before you proceed to Phase 1, make sure to download the article pdf. If there is a mismatch between the attachment and item record, send it back to Acquisitions and Licensing step so the correct pdf. Word document versions of the author’s manuscript are also accepted file types for the repository. Sometimes there are supplemental materials attached to an item record; you do not need to download those.

 

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title2.1.2 Phase 1

After clicking “Edit metadata” you will be taken to the item page, which will look similar to this:

  • Now to do a quick spot check of metadata in the item record you to confirm the author (or ordered author field),article/item title and publication date information is present. These 3 fields are crucial to Google Scholar being able to index our collection and for collection users to do a basic search.
  • Other fields that should already be populated if imported via Symplectic include Publisher, Journal, Identifiers and Abstract. If empty work on those fields can wait until Phase 2.
  • To check the metadata you simply scroll down the item page and on the far left underneath the download section there is a button, Show full item Record, for expanding the item record.

  • The full item record displays the modified Dublin Core element name for each field which looks different from the labels used in editing:

    o Author (corresponding element = dc.contributor.author) OR Ordered Authors (dspace.orderedauthors)

    o Publication Date (corresponding element = dc.date.issued)

    o Article/item title (corresponding element = dc.title)

         Below is an example of a full record view:

              

  • If the author field(s) are not present but the Ordered Authors field is you will need to open the record to double check if the Google Scholar is enabled to use it for indexing. When have opened the record go to the Ordered Author portion. Underneath the Ordered Authors field is a box labeled Use Ordered Authors instead of separate author entries for Google Scholar. This box contains a dropdown menu; select Yes if it is not already selected.

  • Additionally, on the rare occasion there is not a publication date, the record may be edited to include the publication year.
  • At the bottom of the page, the metadata status should already be marked as “Authority Work and Publication Information Needed.”

When you are finished with answering the question in the Use Ordered Authors instead of separate author entries for Google Scholar box, click next at the bottom of the page. You will then be taken a page where you can review the attachments. Remove or add files as needed. Make sure to indicate which file is the primary file.

  • When you are finished reviewing the record, click complete submission to close the record.
  • If you are not already redirected to the item page, go to the item page.
  • Click “Approve” to archive the item. As long as the author, article/item title and publication date information fields are populated, you can approve it immediately to continue the next phase.
  • Always check to see if it is in the task pool labeled as a Claim Duplicate Verification Action item. If it is, check the box next to it and claim the task by clickinTake selected tasks.
  • After being redirected to the duplicate check page, you will see the item record and, in the middle of the page, a list of potential duplicates. If it is not a duplicate click Not a duplicate and if it is a duplicate click Flag as duplicate.

         
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title2.1.3 Phase 2 (bundle of 2 subphases)
  • Phase 2 is comprised of 2 subphases; the metadata status that applies to the whole bundle is Authority Work and Publication Information Needed.
  • The metadata status may be updated to Publication Information Needed or Authority Work Needed depending on in which order the Phase 2 steps are completed in.

  • Intermediate A focuses on authority work; it can occur simultaneously as subphase Intermediate B. The following fields are grouped together because they require knowledge and skills related to authority work:

    o MIT affiliations (corresponding element = dc.contributor.department )

    o Authors (corresponding element = dc.contributor.author; legacy metadata element is dc.contributor.mitauthor for MIT authors and for non-MIT dc.contributor.author)

    o Ordered authors (optional and often used in place of author field in certain workflows, corresponding element = dspace.orderedauthors)

    o Sponsor (corresponding element = dc.description.sponsorship)

  • Intermediate B focuses on editing/adding publisher and publication information. The fields listed below require a specific skill set for finding and verifying publication and publisher information:

    o Journal (corresponding element = dc.relation.journal )

    o Publisher (corresponding element = dc.publisher )

    o Publication Date (corresponding element = dc.date.issued)

    o Published DOI or URL (corresponding element = dc.relation.isversionof)

    o Date Submitted for Publication (corresponding element = dc.date.submitted )

    o Identifiers (corresponding elements = dc.identifier.issn, dc.identifier.isbn)

  • Instructions for how to edit fields used in Intermediate A and B can be found in Section 3.
  • To begin Phase 2, search the Open Access Article Collection for the item record using “Authority Work and Publication Information Needed.” All items with this label will appear in the search. Make sure to include quotation marks. Note sometimes you may need to search using “Authority Work Needed” or “Publication Information Needed”

Click on the item title and you will be taken to the item page.

  • Download the article pdf.
  • Scrolling down the page on the far right there is a section labeled Context. There should be a button labeled Create version of this item; click this to start authority or publication metadata entry.
  • Before you reach the item page there is a page where you need to specify why you are creating a new version.

  • Depending on what work you are completing you should use one of the standardized phrases listed below. It is important to use the standardized phrases since the reason for creating a new version will be publicly visible.

    o Verified or entered authority and publication metadata.

    o Verified or entered authority metadata.

    o Verified or entered publication metadata.

  • Once you entered a reason, click Version which will then take you to the item page.
  • Click Resume (located underneath the Show full item record Button)
  • After clicking Resume, the interface for editing the item record will load. Make the necessary edits for the subphase(s) you are completing.
  • When you are finished making edits, remember to update the metadata status field with Authority Work Needed, Publication Information Needed or Ready for Final Review using the dropdown menu.
     
  • Click next at the bottom of the record page. You will then be taken a page where you can review the attachments. Remove or add files as needed. Make sure to indicate which file is the primary file.
     
  • Double check the item record to be sure that metadata was entered correctly and in the correct fields. If you notice an error click Correct one of these and you will be taken to back to a section of the record for editing.
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title2.1.4 Phase 3
  • When the item record has the Ready for Final Review status, the workflow coordinator reviews the metadata.
  • The reason for creating a new version is: Conducted review of metadata prior to record completion.
  • After reviewing the status is updated to Complete.
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title2.1.5 Phase 4

Once an item has the Complete status, metadata remediation will only occur if we get a direct request and/or notification about an error.

 

 

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title2.2 Works with Many Many Many Authors (WWMMMAs)
  • In cases where there are more than 30 MIT authors and/or more than 100+ non-MIT authors for an item, the ordered author field should be used.After importing the article, on the "Preview of updated metadata" page scroll down to the dc.contributor.author field. Before proceeding to the record from this page, select and copy the ordered author names from this field. The dc.contributor.author field maps to the Author field, which is not what we want to use.
  • After copying the metadata from this field check the box next to it and then proceed to the next page.

  • The next page is the item record and beneath the Author field there should the Ordered Author field; if it is not already populated with the ordered author list paste the ordered author information into it. Then in the dropdown menu for the field labeled Use Ordered Authors instead of separate author entries for google scholar select "Yes."

                                                                                               

  • If the MIT authors affiliated with the paper are 30 or less, then only add and verify their names in the Author field. For more than 30 authors do not use the author lookup to verify and add MIT authors to the Author field.

 

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title3.1 Authorizing MIT Author

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  • If the article was submitted by a faculty or staff member, then the name should match the format of the name in the author lookup.
  • If the article was not submitted by a faculty or staff member, then leave the field blank.

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title3.2 Published DOI or URL

 

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title3.3 MIT Affiliations

 

 

                 Example of a complete DOI: https://dx-doi-org.ezproxyberklee.flo.org/10.1017/s1537592718001081

  • Always make sure you are using the DOI that points to the English version of an article if there are multiple DOIs.
  • If there is not a DOI available use the URL.

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title3.3 MIT Affiliations
  • The MIT DLC lookup uses NACO records (searchable in the LCNAF).  DLC is an acronym for Departments, Laboratories, and Centers.
  • If a DLC cannot be found using the departmental lookup in DSpace or it needs modification, fill out this form to request the creation or modification of a DLC: https://forms.gle/qRQfAVUSbWTG9jbe6.
  • Check the MIT DLCs (Departments, Laboratories and Centers) listed in the record using the Department Lookup to make sure the form of the name is correct.
  • When the MIT DLCs are not already listed in an article record, use the Department Lookup.

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  • Once a MIT DLC listed in the article is found using the Department Lookup click the add this department button to populate the MIT affiliations field with that value.

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  •  Then click add to finalize adding the MIT DLC.
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  • Enter any MIT DLCs listed in the article and also enter any DLCs that appear in an author's record.
  • Enter each DLC only once - even when multiple authors are associated with a single DLC.
  • Exceptions: 
    • The Broad Institute (after July 7, 2009), MIT-Singapore Alliance, and Howard Hughes Medical Institute are not considered MIT Affiliations and should not be entered.
    •  Whitehead Institute, Ragon Institute, and Woods Hole Oceanographic Institute should only be entered if the Authors are also MIT affiliates.
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title3.4 Authors
  • Following the DSpace upgrade in April 2019, the use of a separate MIT authors field was discontinued. Now, all the authors (MIT and non-MIT) are entered into the same section.
  • All forms of non-MIT author names are from the articles and MIT author name forms are from central Human Resources data.
  • When editing the author list, make sure to keep original author order. There are arrow icons next to any added names which allow you to move them up or down.
  • Although MIT authors may already be in the list, they haven't been verified through the Author Lookup. After finding their names, add them to the list and delete the unverified versions of their names. 
  • Sometimes there is more than one author name for an MIT author in the Author Lookup. Select the most complete author record in the search results; usually the most complete author record is italicized. Ideally an author record for an MIT author should have their last name, first name, MIT id, Orcid and departmental affiliation.
  • DOI Provided:  
    • To determine which authors of an item are "MIT Authors" look at the author list on the publisher website or item. Sometimes the item pdf or doc will have the authors listed on the last page instead of the first page.
      • Author affiliation is often indicated by a number or symbol, following the name, which corresponds to a list of affiliated institutions listed below or at the end of the article.
      •  In some cases authors are listed in groups by their affiliation. Often this information is found on the first page of an item or in a footnote but you may have need to view the end of an article to locate the affiliation information.
      • To quickly find MIT author information, use CTRL + f to search the pdf or webpage using keywords like "Massachusetts" or the number corresponding to their affiliation with an MIT department, laboratory or center (DLC). 
    • If an MIT author cannot be found in the Author Lookup, their name will need to be checked in the MIT directory (the form of name in the directory is what we are considering the authorized form of the name). Alternatively, you can go to a specific DLC website to see if they are part of the staff since they are not always in the MIT directory.
      • When searching for an author name in the MIT directory do not use the middle initial or middle name (sometimes it is best just to search for the last name).
    • Enter the names as provided in the directory regardless of the form of the name found in the item.
    • Enter the name in the following form: Last, First M., Jr.
    • If the name is not in the MIT directory but the author was affiliated with MIT at the time the article was written then the name should be entered as an MIT Author name. Often there are names of students who have since graduated from the Institute. You may want to search the entire MIT site for the name to double check that an author was a student or faculty at the time when the article was researched/written.
    • If you are unable to determine if A. Smith is Adam or Alison use only the initial A.
      • Tip: Sometimes a distinction can be made if the author's email address or DLC is listed on the item.
    • If there is a name (Green, Daniel) that yields more than one result of an identical or similar name using the author affiliation search in DSpace or the MIT directory then do not assume which one is the author of the article. Instead enter the name as an MIT author exactly as it appears in the article.
      • Tip: There may be multiple authors with the same or very similar names so check the dates and department information to make sure the correct name is entered.
    • Exceptions for adding someone as an MIT author:
      • If an author is listed on the item as being part of MIT through the Whitehead Institute, the Ragon Institute, or the Woods Hole Oceanographic Institute but does not show up in the MIT directory, do not enter them as an MIT author. Many Whitehead, Ragon, and Woods Hole employees are also MIT affiliates and will show up in MIT directory search results.
      • The MIT-Singapore Alliance and Howard Hughes Medical Institute are not considered MIT affiliate institutions and should not be entered
      • Broad Institute: Broad Institute authors will be entered as a MIT Authors only when the published date of a submission is prior to July 1, 2009. Some Broad authors are affiliated with MIT's Biology Department. In that case, enter only the Biology affiliation.
      • If an author published a work prior to being affiliated with MIT and there are not any MIT authors in the article being reviewed, the article cannot be accepted into the Open Access Collection. See Section 3 for instructions on how to reject an item
      • When the DOI is missing or the import function fails due to the size of the author list, only add the MIT authors. 
      • If there is a name for a collaborative group (example: LIGO Scientific Collaboration) then add the name of the group to the end of the author list.
    •  After metadata is imported, delete any non-MIT or MIT author names with incorrect or missing punctuation. Re-enter them with the correct punctuation.
    •  How to search for an MIT author name using the author lookup:

                          1.  Enter the last and first names and click lookup

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title3.4 Authors

 

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title3.5 Title

 

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title3.6 Title (as published)

 

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