OA Cataloging Best Practices and Guidelines - Update in Progress

• 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.
  
                           

 Phase 1

1. Go to the Submissions page to claim an item at the final edit/approve step.
   
   
2. Check to see if the author, article/item title and publication date information fields are populated (in most cases these fields will already be populated).
   
   
3. Update the metadata status field to “Authority Work and Publication Information Needed.”
   
   
4. Approve item for archiving. If the item is possibly a duplicate it will move to the manual check for duplicates step.
   
   
5. Check to see if the item is marked as a possible duplicate.
   
   
6. If item is not a duplicate cataloger can continue to Phase 2.

Phase 2                   

1. Search the Open Access Article Collection for the item record using “Authority Work and Publication Information Needed.”

       2. Click the item title to go the item record page.

       3. Create a new version of the item, remembering to update the metadata status field with Authority Work Needed, Publication Information Needed or Ready for Final Review.

Phase 3

1. When the item record has the Ready for Final Review status, the workflow coordinator reviews the metadata.
   
   
2. After reviewing status is updated to Complete.    

 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.

If you are experiencing technical issues in DSpace related to functionality, take notes and screenshots to document them. Make sure to submit a service ticket to the Jira Service Desk. 

 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”

If you selected just one item 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.