DSpaceforAdministrators(RepositoryManagers) 1. AccessapreinstalledDSpaceinstance 1. InyouInternetBrowser,gotohttp://neo.bib.sun.ac.za/jspui/.Thisinstancewasinstalled onthetestserveroftheStellenboschUniversity.

2. RegisterasanEpersononapreinstalledinstanceofDSpace 1.ClickonSignonto:>>MyDSpace. 2.ClickonNewuser?Clickheretoregister. Administrators,Reviewers,Metadata Editorsalwaysneedtologinfirst. Resetpassword Enduserswhosimplywanttoconducta searchanddownloadfulltextdonot needtologin,providedthataccessto ItemwassetasAnonymous .

3.ClickonRegister.

4.GotoyouremailInboxandfollowtheinstructions.

Clickonhyperlinktocomplete registrationprocess. Registrationisaonceoff process.

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 5.YouwillbepromptedtoenteraDSpacepassword,andtoretypethepasswordto confirm. TaskPoolarea currentlyempty Loggedin.Alwaysremembertolog outwhendone. 6.

ExampleofTaskPoolwithone taskwaitingtobecompleted.

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3.

RegisteringanEpersonasanAdministrator

1. EachofyouhasAdministratorrightsonthetestserver.Ideallymaximum3persons arerecommendedtohaveadministrativerights:theDSpaceITManager,DSpaceIR Manager,1Backupperson.Thesepersonshavefullauthorizationonalllevels. 2. Whileloggedin,clickonAdministerinthenavigationcolumntotheleftofyour DSpacescreen. Selectmorepeopleas Administrators.They needtobevisibleasE people. Page3 Removeanyofthe Administratorsatanystage RemembertoalwaysUpdateGroup forchangestotakeeffect 5. ExampleofDSpaceAdministratorsregistered: Anonymous=EveryoneontheInternetcan access/view/downloaditem. 3. 4. ClickonGroups.AnAdministratoraccountwassetupduringtheDSpaceinstallation. ClickonEditnexttotheAdministratorGroup. Createagroupwithonlycertainmembers, andcertainrightsassignedtothese members.

 SelectEpeople:AlistofallpeoplewhohavesuccessfullyregisteredwithDSpaceorwho weremanuallyregisteredbytheDSpaceAdministratorwillbedisplayed.Addnamesfrom thislist,CloseandUpdateGroup: Searchforaspecificpersonthelist Arrangeepeopleaccording canbecomeverylongasyour repositorygrows! toID,Email,Language.By defaultarrangedaccording to LastName. 4. ManuallycreateEpeople

1. ClickonEpeopleintheadministrationinterface. 2. ClickonAddEperson. 3. Completetheform,andSave. 4. TodeleteanEperson,whilewithintheEpeopleinterface,clickonSelectEperson. Selectthepersonsname,andchoosetoEdit(addchanges)orDelete. 5. Youwillbepromptedtoconfirmthedeletion.ClickDelete. 6. WhenyouwanttoEditanEperson,DSpacewilldisplayalistofallGroupstowhichthat personbelongs:

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5.

AutomaticallygeneratedGroupswithinDSpace EverytimeanewCollectioniscreated,DSpaceautomaticallygeneratescertainGroupsfor thatCollection,dependingontheworkflowforthatGroup.NamesofGroupscanbe changed,butavoidasfaraspossible,unlessitisanewgroupmanuallycreatedbyyouand notautomaticallygeneratedbyDSpace. ExampleofautomaticallygeneratedGroupsforonespecificCollection(ResearchArticles (ArtsandSocialSciences))inDSpace: MembersofthisGroupcanbe editedatanystage Anystepintheworkflowcanbe deletedfromhere

TheabovewasautomaticallygeneratedandisvisibleunderAdminister>>Groupsbecause ofthewaytheCollectionwasinitiallycreated: ReferstotheAnonymousGroup Firstscreentocomplete whencreatinganew Collection

Toexplain: COLLECTION_28_ADMIN ThisCollectionwillhavedelegatedcollection administrators COLLECTION_28_SUBMIT Someuserswillbeabletosubmittothiscollection COLLECTION_28_WORKFLOW_STEP_1 Thesubmissionworkflowwillincludean accept/rejectstep COLLECTION_28_WORKFLOW_STEP_2 Thesubmissionworkflowwillincludean accept/reject/editmetadatastep COLLECTION_28_WORKFLOW_STEP_3 Thesubmissionworkflowwillincludeanedit metadatastep

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ManuallycreatedGroupsinDSpace 1. 2. 3. Whileintheadministrativeinterface,clickonGroups. ClickonCreateNewGroup. SelectindividualEpersonsorexistingGroupstoformpartofthisnewGroup.

4. GivetheGroupadescriptivename,orsticktotheDSpaceGroupnamingconvention, e.g.COLLECTION_28_EMBARGOES. Note:WewillworkwithGroupsandEpersonsagainlater,oncewestartsettingup Collectionsandassigningrights. DescriptivenameforGroup 5. ClickonUpdateGroup.

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7.

EditingtheNewsonyourrepositoryhomepage Usetherepositoryhomepagetocommunicatenews,events,achievements,trainingand manymorei.e.asamarketingandcommunicationtool,butalsotocommunicate importantinformation.DSpaceallowshtmltobeusedinthesefields.Alsoaddimagesto makeitmoreattractiveifneeded.

1. WhileloggedonasAdministrator,gotoAdminister>>EditNews. 2. ClickonTopNewsorSidebarNewstoedititinhtml. 3. SaveyourchangesafterwardsandviewatHome. 8. EditthedefaultDSpacelicense EverytimeanEpersonsubmitsanitemtoDSpace,he/sheneedstograntalicense,stating thatcopyrighthasbeenclearedorthattheyaretheownersofthecopyright,thattheygive permissiontoyourinstitutiontodistributetheitemonDSpace,etc.Thislicensecanbe 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)anddataaboutdata(whereitislocated,howitisassociated, ownership,etc.).Metadatamayincludedescriptiveinformationaboutthecontext,quality andcondition,orcharacteristicsofthedata. TheDublinCoremetadataelementsetisastandardforcrossdomaininformationresource description.Itdefinesconventionsfordescribingthingsonlineinwaysthatmakethemeasy tofind.DublinCoreiswidelyusedtodescribedigitalmaterialssuchasvideo,sound,image, text,andcompositemedialikewebpages.ImplementationsofDublinCoretypicallymake useofXMLandareResourceDescriptionFrameworkbased.DublinCoreisdefinedbyISOin ISOStandard15836,andNISOStandardZ39.852007. TheDublinCoreMetadataRegistryisdesignedtopromotethediscoveryandreuseof properties,classes,andothertypesofmetadataterms.Itprovidesanuptodatesourceof authoritativeinformationaboutDCMImetadatatermsandrelatedvocabularies.Theregistry aidsinthediscoveryoftermsandtheirdefinitionsandshowsrelationshipsbetweenterms. Thereuseofexistingmetadatatermsisessentialtostandardization,andpromotesgreater interoperabilitybetweenmetadataelementsets.Thediscoveryofexistingtermsisan essential,andprerequisite,stepinthisprocess.Thisapplicationpromotesthewider adoption,standardizationandinteroperabilityofmetadatabyfacilitatingitsdiscovery,and reuse,acrossdiversedisciplinesandcommunitiesofpractice. Thefifteenelement"DublinCore"describedinthisstandardispartofalargersetof metadatavocabulariesandtechnicalspecificationsmaintainedbytheDublinCoreMetadata Initiative(DCMI).Thefullsetofvocabularies,DCMIMetadataTerms[DCMITERMS],also includessetsofresourceclasses(includingtheDCMITypeVocabulary[DCMITYPE]), vocabularyencodingschemes,andsyntaxencodingschemes.ThetermsinDCMI vocabulariesareintendedtobeusedincombinationwithtermsfromother,compatible vocabulariesinthecontextofapplicationprofilesandonthebasisoftheDCMIAbstract Model[DCAM]. Acknowledgement: DublinCoreMetadataSchema:http://dublincore.org/ DublinCoreMetadataRegistry: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. ClickonthelinktotheDublinCoreMetadataRegistryforthisinstanceof DSpace. 4. DonotchangeanycontentwithintheElementandQualifierfields.Youcan howeveraddaScopeNotetodescribeeachfieldandhowitissupposetobe used. Columncontaining namesofElements ScopeNotescanbeadded Columncontaining namesofQualifiers 5. AddMetadataField:Tocreateanewfieldyoumustprovideauniqueelement andqualifierpair.Thequalifiermaybeleftblankifdesiredandtheelementand qualifiercannotcontainspaces,underscoresorperiods.ClickAddNew. 6. MoveField:Ifyouhavemorethanoneschemaaformwouldappearhere allowingyoutomovefieldsbetweenschemas. Page9

10.

BitstreamFormatRegistry Abitstreamorbitstreamisatimeseriesofbits.Abytestreamisaseriesofbytes,typically of8bitseach,andcanberegardedasaspecialcaseofabitstream.Whenabitstreamis capturedandstoredinacomputerstoragemedium,acomputerfileiscreated. Thislistofbitstreamsprovidesinformationaboutknownbitstreamsandtheirsupportlevel. Youcaneditoraddnewbitstreamformatswiththistool.Pleasetakenoteofthefollowing:

Youcanonlyeditonebitstreamformatatatime.Maketheeditstoonerow,andclick therelevant'update'button.Onlyeditsyou'vemadetothatrowwillbesaved. Extensionsarefileextensionsthatareusedtoautomaticallyidentifytheformatof uploadedfiles.Youcanenterseveralcommaseparateextensionsforeachformat. TheNameofeachformatmustbeunique,thoughtheMIMEtypeneednotbe.For example,youmighthaveseparateformatregistryentriesfordifferentversionsof MicrosoftWord,eventhoughtheMIMEtypewillbethesameforeachofthem. Internalformatsarehiddenfromtheuser,andareusedforadministrativepurposes. Forexample,thelicensesthatsubmittersgrantarestoredasLicenseformatbitstreams, andthesearen'tshowntoendusers. Ifyoudeleteabitstreamformat,anybitstreamsinthesystemofthatformatwillbe revertedtotheUnknownformat. Important:DonotdeletetheUnknownorLicenseformats.

Also note that the config/registries/bitstreamformats.xml is only used during the build process to populate the format registry in the database, which is the 'live' version. Changes you make with this UI will only be reflected in the database registry, and not the XML 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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Statistics 1. WhileloggedinasAdministrator,gotoAdminister>>Statistics.

2. Alsovisitthefollowingmodule:TheDSpaceCourseDSpaceStatisticsandGoogle Analytics.ThismodulewillintroducethestatisticsavailablewithinDSpace,andthe facilitiesthatareavailableifyouuseGoogleAnalyticswithDSpace. Available:http://hdl.handle.net/2160/623

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12.

StructuringDSpaceaccordingtoCommunities&Collections Why?Tokeepyourrepositorywellorganized,andkeepItemsthatbelongtogether accordingtomediatype,disciplines,faculties,departmentsoranythingelse together. NeedswilldifferfromCommunitytoCommunityorCollectiontoCollectionmake provisionforit.Beflexible,butnottoomuch! SomeMetadataEditors(Cataloguers)mightprefertoworkintheirsubjectof expertiseonly.Theycanthenberegisteredwithintheworkflowforthespecific Collectionsrelevanttothem. ByhavingtheirownCommunitywithinthebiggerrepository,researchoutputby facultiesanddepartmentscanbegroupedtogether,andreflectallresearchoutput withoneglance.LinkscanbecreatedtoindividualCommunities/Collections. Alwaysthinkandmakeprovisionforhowtherepository/Community/Collection mightdevelopandgrow/changeovertime. ItisoktochangethenameofaCommunity/Collectionatsomestage,andifneeded. RemembertorecordthechangesintheProvenanceareaforthatCommunity/ Collectionforfuturereference.YoucanalsocrossreferencetothenewCollectionif thepreviousonewasclosed.UsetheareaonthehomepageofthatCollectionto updateendusers(Collection>>Edit).DontdeletetheCommunity/Collectionit willonlyconfuseendusers.ClearlyrefertheenduserstothenewCollection. Itemscanonlybesubmittedonthefollowingconditions: ThesubmitterneedstoberegisteredasaSubmitterforthatspecificCollection. ItemscannotbesubmittedifthereisnoCollectiontosubmititto. Contactdetailsshouldbeclearlyvisiblefromwheresubmitterscanrequestto becomeSubmitters. Copyrightshouldhavebeencleared,andtheItemneedstobeinthecorrectdigital format. AnunlimitednumberofTopLevelCommunities,SubCommunitiesandCollections canbecreated,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.) Page12

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. LoginasAdministratoronyourinstanceofDSpaceatMyDSpace. 2. ClickonCommunities&Collections(justbelowBrowse). 3. ClickonCreateTopLevelCommunity. 4. CompletetheonlineformdescribingtheTopLevelCommunityandclickonCreate.Your newTopLevelCommunitywillbedisplayed(alsoreferredtoastheEditCommunity page).

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Step2:CreateaSubCommunity(optional) 1. TocreateaSubCommunity,gototheCommunityhomepageoftheCommunitythatis tobetheparentofthenewSubCommunity. 2. Then,clickontheCreateSubcommunityintheAdminToolsboxatthetoprighthand cornerofthepage.ThiswillcreatethenewSubCommunityandtakeyoutothehome pageforthatSubCommunity,alsoreferredtoastheEditCommunitypageforthat SubCommunity.

EditingaToplevelCommunityoraSubCommunity Fillouttheformsasneeded.Nameisrequired.Allotherfieldsareoptional. ShortDescription:AppearsontheCommunityListpagebelowtheCommunity name,andshouldbeoneortwosentencesofplaintextdescribingtheCommunity. IntroductoryText,SideBarText,CopyrightText:Fieldsaredisplayedonthe Communityshomepage. IntroductoryTextandSideBarTextarebothHTMLfields,whichmeansyoushould placetextin<p></p>. UploadLogo:RelativelysmalllogosizeslookbestduetothedesignoftheCollection homepage. ClickCreateorUpdatewhendonewithchanges.

Step3:CreateaCollection 1. TocreateaCollection,gototheCommunityhomepageoftheCommunitythatistobe theparentofthenewCollection. 2. Then,clickontheCreateCollectionintheAdminToolsboxatthetoprighthandcorner ofthepage. 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. Whenyouhavecompletedthewizard,you'redroppedintotheEditCollectioninterface.This allowsyoutoreviewwhatyou'veenteredandmakeanynecessarytweaks. ChecktheoptionsthatwillapplyforthatspecificCollection: NewItemsshouldbepubliclyreadable NewitemsarrivingviathesubmissionUIor batchimporterwill,bydefault,get anonymousREADpermissionsforboththe itemandallthebitstreams.Youcanchange thislatersothate.g.itemsgetanonymous READpermissionsbutbitstreamsdonot. Itemsthatare'mapped'orincludedfrom otherCollectionswillnothavetheir authorizationschanged.Itisjustadefault;an item'spermissionsmaylaterbechanged.If Newitemsshouldbepubliclyreadableisnot checked,youwillbeaskedlaterinthewizard whoisallowedtoreadnewitems.Again,this isjustadefault,andcanbechangedlater. Whenchecked,youwillbepromptedtoselect personsfromtheEpeoplelist.Thesepersons willthenhavetheauthorizationtosubmit itemstothisspecificCollection.Youcan Page15

Someuserswillbeabletosubmittothis Collection

Thesubmissionworkflowwillincludean accept/reject/editmetadatastep(Workflow Step2)

Thesubmissionworkflowwillincludeanedit metadatastep(WorkflowStep3)

Thiscollectionwillhavedelegatedcollection administrators

Newsubmissionswillhavesomemetadata alreadyfilledoutwithdefaults

manuallyaddthesepersonsatAdminister>> Epeople>>AddEperson,orthepersoncan registeratMyDSpace. Reviewerwillbeabletochecknewly submitteditems: - Dobaselinemetadataeditinge.g.fix spellingerrors - Checkforduplicates - Checkwhetheritemhasbeen submittedtothecorrectCollectionif not,Reject - Checkwhetherfulltexthasbeen submittedintherequiredfileformat e.g.pdf - Checkqualityoffulltextfile - Checkwhethercopyrighthasbeen cleared,ifrequired MetadataEditorisnotifiedofanew submission.Commititemtoarchive,andthen dometadataeditingintheDCRegistryofan individualitem.Addvaluetoitems,e.g.more keywords,LCSHs,abstracts,checkwhether metadataadherestothenecessarystandards andcorrectwhereneeded.Alwaysregisterthe MetadataEditoralsoasaCollection Administrator. ThispersonmanagestheCollection,manage Submitters,canedittheItemTemplate,edit theCollectionhomepage,edittheDCRegistry ofanItemanytimeetc. CreateanItemTemplateforthatspecific Collection.Onthisscreenyoucanspecify someDublinCorevaluesthatnewsubmissions willhaveprefilledoute.g.ifthePublisherfor allitemssubmittedtothatspecificCollection isgoingtobethesameforallItems.Someof thevaluesyoucansetheredonotappearin thesubmissionUI,soendusersmaynothave thechancetoeditthem.Alsonotethatthese DublinCorevalueswillbeaddedtoitems importedviathebatchimporter.

Screen2:DescribetheCollection(Information) ThenextpageallowsyoutofillinsomebasicinformationabouttheCollection.TheNamefieldis mandatory,theothersarenot. CopyrightTextissimplytextthatwillappearatthebottomoftheCollection'shomepage,and thatappliestothatCollectiononly. Page16

Licenseisthedepositlicense(thelicensethatsubmittersmustgrantwhentheysubmitanitem) forthisCollection.ThiswilloverridethedefaultDSpacelicense,andisusedwhenaspecific licenseappliestothatspecificCollectiononly.Ifyouleavethisfieldblank,thesitedefaultlicense isused. Provenanceisafreetextfieldyoucanputanyprovenanceinformationinyoufeellike.Itisnot visibletoendusers. Screen3:SelectSubmitters(EpeoplewhowillbeallowedtosubmittothisCollection) Screen4:SelectReviewers(EpeoplewhowillreviewtheItems)

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Screen5:SelectMetadataEditors

Screen6:AssignCollectionAdministrators(incl.MetadataEditors)

Screen7:SetuptheItemTemplate(withprefilledoutmetadata)

OntheabovescreenyoucanspecifysomeDublinCorevaluesthatnewsubmissionswill haveprefilledout.Someofthevaluesyoucansetheredonotappearinthesubmission Page18

UI,soendusersmaynothavethechancetoeditthem.AlsonotethattheseDublinCore valueswillbeaddedtoitemsimportedviathebatchimporter. Andthatsit!Collectioncreated.ClickonUpdateatbottomofthefollowingscreen.You canreturntotheAdminTools>>EditwithinaspecificCollectionatanystage. NewlycreatedCollectionenduserwillsee: ManageSubmittersfrom hereadd,remove Returntoediting interfaceforCollection

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IfyouclickonGroupsintheAdministrativeinterface,youwillseethattheCollectionnowhasthe followingGroups: 13. PrepareanitemforsubmissiontoaspecificCollection 1. Copyright Ifyouarethecopyrightowner,noconsentisneeded Itemsdonatedtotheinstitution:archiveletterofconsentbyoriginal copyrightownerordonor.Permissionshouldbegrantedtodigitizematerial anddistributeineformatviatherepository. Researcharticleswherecopyrightwastransferredtopublisher:check publisherpolicyonselfarchivingwithinarepositoryonSHERPARoMEO http://www.sherpa.ac.uk/romeo.php.Ifnopolicy,checkoutpublishersweb siteorcontactpublisherdirectlyandgetconsentinwrittenformat. Materialcreatedbymembersofaninstitutione.g.theses&dissertations: copyrightbelongstoinstitution. 2. Scan/digitizeitem Accordingtointernationalstandardse.g.WorldDigitalLibrarystandardsforimages. Textdocuments:300600dpi.Tiffimagestoredonarchivalserver.Derivitedjpegor pdffilesubmittedtoDSpace.OCRtextbeforemigratingtopdfthatwaythefulltext willalsobesearchable.Manipulatedigitalitemswithe.g.AdobePhotoshop,GIMP. Visithttp://www.dspace.orgformoreinfoonvariousfileformatsacceptedbyDSpaceor viewatAdminister>>BitstreamFormatRegistry. Convertdocumentstopdfusing:AdobeDistiller,AbbyyPDFTransformer,CutePDF Convertdocumentsfrompdfbacktooriginalformat:AbbyyPDFTransformer 3. Filenamingconventionsguidelines AlsoseeLibraryofCongressnamingconventionsfordigitalresources 1. 2. 3. 4. Keepfilenamesasshortanddescriptivepossible. Avoidcapitalletters. Avoidspecialcharacterse.g.#*~ Use_(underscore)tocreatespacesbetweencharactersdonotuseyourspacebar. Page20

5. Uselogicalfilenames. 6. Onlyusealphabeticallettersornumbers. 7. Wherenumericalsequenceisimportant,usenumberse.g.01title_page.pdf, 02content.pdfetc.Submitthelastnumberinthesequencefirstandwork backwards. 4. Familiarizeyourselfwiththecontentoftheitemyouwanttosubmit E.g.title,author/s,keywords,rights,publisheretc.Keepfileopenwhilesubmittingso thatyoucancopy&pastemetadatafromtheoriginalitem. 14. SubmitanItemtoaspecificCollection 1.ApplyforsubmissionrightstoaspecificCollectionwiththeCollection AdministratororRepositoryManager. 2.Oncerightswereassigned,loginatMyDSpace. 3.ClickonStartaNewSubmission. 4.SelecttheCollectionyouwishtosubmitanItemtofromthelistbelow,then clickNext.

5. DescribetheItem.Checktheboxesnexttothestatementsthatapplytothissubmission. ClickNext.

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6. DescribetheItembyassigningasmuchmetadataaspossible.Rememberwhatyouput iniswhatyougetout.ClickNext. 7. Addmoredescriptivemetadatatothefollowingscreen,andclickNext. Useredovalstomovebackwardsandforward 8. Attachthefulltextfile,andclickNext.Attachasmanyfulltextfilesasneededtoone Item,e.g.pdfversionandoriginalpptversionetc.

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 9. Verifythatthefilethatwasuploadedisthecorrectfile.ClickNext. 10. Lastopportunitytoverifymetadataandfile.ClickNext. 11. InorderforDSpacetoreproduce,translateanddistributethesubmissionworldwide, youragreementtothetermsisnecessary(defaultDSpaceLicense).ClickIGrantthe License. 12. Yoursubmissionisnowcompleted,andtheItemwillremaininyourTaskPooluntil reviewedbytheReviewerandeditedbytheMetadataEditor. 13. TheReviewerwillreceiveanemailnotificationthatanewitemwassubmitted,that needstoedited/approved/rejected. 14. Onceapproved,theMetadataEditorwillreceiveanemailnotificationthatanewitem wasapproved,andtheEditorthencommitsittothearchive.Oncecommittedtothe Addmorefiles

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archive,theitemwillbeassignedapersistentURL,anditwillbeavailableforthewhole worldtosee. 15. OncetheItemhasgonethroughtheworkflow,itwilldisplayasfollows: EditDCRegistryofindividualitem,add metadatafields,removemetadatafieldsetc. 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. Page24 3. TheitemwillbereturnedtotheTaskPooloftheSubmitter.

16.

SearchaspecificItem YoucanconductasBasicorAdvancedSearchwithinDSpace,orsearchfromthe Administrativeinterface. 1. GotoAdminister>>Items. 2. EntertheHandleorinternalitemIDoftheitemyouwanttoeditordelete. 2263=HandleforUniversityofPretoria(CNRIHandleSystem)

ScrolldowntothebottomoftheDCregistrytoaddmoremetadatafields.Youcan repeateachElementandeachQualifierasmanytimesasyouwish.Someofthe metadataissystemgenerated.SeeADDENDUMA. BothoftheabovewilltakeyoutotheDCRegistryoftheitem:

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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. Page26 Somesystemgeneratedprovenance metadata Fulltextpdffilethatwas submitted

 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. 4. Foralistofitemsthatwerewithdrawn,gotoAdminister>>WithdrawnItems. 5. Toreinstatetheitem,findtheitemunderWithdrawnItems,andEdit. Page27 Exampleofatombstone:

6. ClickReinstate. 7. WhileintheDCRegistryofanitem,theitemcanalsobemovedtoanotherCollectionif initiallysubmittedtoanincorrectCollection. 8. WhileintheDCRegistryoftheitem,clickonMoveItem. 9. SelecttowhichCollectiontheitemshouldbemoved,andclickonMove. 19. AuthorizationPolicies SpecificauthorizationpoliciescanbesetforCommunities,Collections,andItems.Inorder 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. Page28

PoliciesforResearchArticles(English)Collection: 5. SelecttheGroupforwhichyouwishtosetauthorizations(Groupmusthavebeen createdinadvance),andthenselectanactionforthatGroupfromthedropdown menu. 6. ClickSave.NowonlytheAdministratorGroupcanopenallfulltextfilesinthisspecific Collection.Repeatuntilallpoliciesareinplace. Page29 ClickEdittorestrictaccesstoallfulltext files(bitstreams)inCollection

Note:

NewlysubmitteditemsacceptedintoacollectioninherittheDEFAULT_ITEM_READ andDEFAULT_BITSTREAM_READauthorizationpoliciesassociatedwiththecollection, whichbecometheREADpoliciesfortheitemanditsbitstreams.However,ifyou changeacollection'sdefaultpoliciesafteritemshavebeenaccepted,policiesfor existingitemswillnotbechangedautomatically.Youwouldhavetochangethe permissionsonthoseitemsusingtheAdvancedPolicyAdminTooltomakethem accessible. AllcollectionsmusthaveanADDpolicyforasubmittergroup,orelsenoonewillbe abletosubmititemstothecollection.

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 bedifferentfromthoseoftherestofthoseinacollection,youcanusetheitempolicyeditorto customizethepolicies.Itisagoodpracticelongtermmanagementofacollectionhowever,for alloftheitemsinacollectiontosharethesameauthorizations. AdvancedPolicyAdminTool Usethistooltosetandclearpoliciesforitemsorbitstreamsacrossawholecollection.Be carefulaboutusingtheClearPoliciesbutton. Selectthecollectionfromthetoplistandthegroupyouwanttogiveorremovepermissionfor fromthebottomlist.Thenselectthetypeofobject(itemorbistream)thatyouwanttoedit permissionsfor.Thenselecttheactionfromthedropdown. 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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