1: Introduction
Login to DSpace (http://dspace.mit.edu.ezproxyberklee.flo.org) by selecting the login link in the “My Account” menu. You will be prompted to use your MIT username and password. Alternatively, you can use Touchstone (Kerberos) to access your DSpace account.
Once you are signed in select the submissions link in the "My Account" menu.
- On the right portion of the webpage you should see a menu with different sections. Depending on the permissions assigned to your e-person account, you may have access to administrative functions.
- The basic menu (pictured below) without the administrative functions has the ability to search/browse Dspace collections, view all items in workflow and access to the submission page. The submission page will only display items from the OA collection. Statistics can be viewed as well.
- The administrative view (pictured below) has expanded functions. They should only be used as specified in workflow documentation or as directed by the OA metadata production coordinator(s). In order to perform tasks on the multiphase production workflow or to do metadata remediation you will need administrative permissions.
2: OA Metadata Production workflows
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.
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.
- 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.
- 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.
3: Open Access Cataloging Metadata Dictionary
4: Additional Instructions