AgriOcean DSpace Support Material. How to submit records?
Overview
Video: How to enter the Submission Module
Video: Example - Submit a Journal Article
- Upload a file Video
- Methods to enter name of file
- File Description
- File Format
- Verify upload
- Checksums
- Verify submission
- License
- Submission complete
- Handles
- Journal Contribution
- Book
- Book Section
- Proceedings Paper
- Conference Material
- Research Report
- Theses and Dissertations
- Working Paper
- Map
- Data Set
- Audiovisual Material
- Other
The submit module in AgriOcean DSpace has a different template for the most important document and content types. You can find a definition for each content type on the List of content typespage on AgriOcean DSpace/ Support material. The different templates contains specific describing elements when needed, but have at the same time many elements in common.
The DSpace submission follows three main steps:
1. description of the metadata (3 pages),
2. upload (file by file),
3. verification and the license agreement.
At the top of the submit pages you will find 7 oval buttons representing each step in the submission process.
As you move through the process these ovals will change color. Once you have started you can also use these buttons to move back and forth within the submission process by clicking on them. You will not lose data by moving back and forth.
The information you fill in on the describe screens will form the metadata record that will enable users to retrieve your item using search engines. The richer the metadata, the more findable your item will be, so please take the time to fill in as many fields as are applicable to your item.
1. Select Collection:
2. Click on the arrow at the right of the drop-down box to see a list of Collections.
3. Move your mouse to the collection into which you wish to add your item and click.
4. Click on the "next" button to proceed, or "cancel/save" button to stop and save or cancel your submission.
If you are denied permission to submit to the collection you choose, please contact your DSpace Administrator for more information. You must be authorized by a community to submit items to a collection.
If you would like to submit an item to DSpace, but don't see an appropriate community, please contact your DSpace Administrator to find out how you can get your community set up in DSpace.
At any point in the submission process you can stop and save your work for a later date by clicking on the "stop" button at the bottom of the page. The data you have already entered will be stored until you come back to the submission, and you will be reminded on your
"My DSpace" page that you have a submission in process. If somehow you accidentally exit from the submit process, you can always resume from your "My DSpace" page. You can also cancel your submission at any point.
Down below each field box is described and explained, following the order present in AgriOcean DSpace.
1. Login to MyDSpace
2. Select Submission module
3. Select content type/template.
You can find a definition for each content type on the List of content typespage on AgriOcean DSpace/ Support material.
Each content type has a different subset of types. Choose a type out of the dropdown list.
For Journal Contribution
- Article: A piece of prose written by one or more authors and published in a scholarly journal. Articles often include a bibliography and an abstract and are ideally peer-reviewed.
- Book Review: An evaluative account of a newly published work, usually written by a qualified person, for publication in a journal.
- Editorial: A brief note expressing the opinion of the chief editor(s) of a journal with respect to a scientific issue. Editorials appear on the editorial page of a journal and usually precede the main articles.
- Letter: A letter, printed on the editorial page of a journal, in which a reader expresses his or her views on the subject of a previously published article or editorial, sometimes followed by a response from the editor(s).
- Meeting abstract
- Note
- Review
- Other: If you have a type of journal contribution not present in this list, you can use 'Other'.
For Conference Material
- Paper: The written record of a conference presentation, not yet published in the proceedings of the conference.
- Poster: A poster is a visual description of a project on large sheet of paper, prepared for viewing by those attending a conference.
- Presentation: The actual text and illustration/graphics presented at a conference, usually as a powerpoint.
- Other: If you have a type of conference contribution not present in this list, you can use 'Other'.
For Theses and Dissertations
- Bachelor
- Master
- Phd
For Maps
- Atlas
- Diagram
- Model
- Profile
- Remote-sensing image
- Section
- Other
For Data Sets (to be defined by the submitter)
For Audiovisual Material
- Audio
- Image
- Video
Fill out the name of the persons and/or institutes responsible for the publication.
- Personal authors: enter the surname/last name and the full first name if available
- Corporate authors (not for theses and dissertations): institutes that act as author.
- Advisors/Theses lectors (only for theses and dissertations): enter the surname/last name and the full first name if available
- Editors (only for Books): The persons having the final responsibility of the content of a book containing contributions of different authors
- Institutions (only for theses and dissertations): the name of the university\institute where the theses\dissertation was defended
By clicking on the "Add More" button you can add as many creators as needed.
Enter the full and proper name by which this item should be known. All DSpace items must have a title!
- Main title:
- Enter the complete title of the item and add the language
- Title and subtitle are didvided by a double colon (:)
- The title is a mandatory field (*)
- Alternative titles:
- Enter the translated titles following the same rules as the main title (specify the language)
By clicking on the "Add More" button you can add as many titles as needed.
Field box: Conference description
Only for Proceedings Paper and Conference Contribution
Fill out the following fields:
- Conference Name: the full name of the conference. A mandatory field
- Conference place: city and country
- Conference Date: start and end date of the conference
The reference field is different for the different content types: not all types have a reference block.
For Journal Contribution
For Book Section
- Editors: the persons having the final responsibility of the content of the book, where the book section is a part of.
- Book Title: enter the data in the appropriate box. A mandatory field
- Edition
- Start Page
- End Page
- ISBN: enter only the number
- Series Name and Number: enter the data in the appropriate box
- Publisher
- Place of Publication
For Proceedings Paper
- Editors: the persons responsible having the final responsibility of the content of the book where the book section is a part of.
- Proceedings Title: enter the data in the appropriate box. A mandatory field
- Start Page
- End Page
- ISBN: enter only the number
- ISSN: enter only the number
- Series Name and Number: enter the data in the appropriate box
- Publisher
- Place of Publication
1. Fill out the field "DOI" (Digital Object Identifier) - International publishers assign to every publication a DOI, a stable system of identifying items on the Internet.
2. If the document is also available on another website (publisher, personal webpage etc.), enter the URL in the field "Alternative locations".
All these fields are mandatory.
- Publication date: Only the year is mandatory.
- Status: From unpublished to submitted.
- Refereed status: if the publication passed through peer review.
- Langauge: a publication can be written in different languages
Fill out one or more of the following subject fields:
- ASFA terms: Enter some character and choose the searched term out of the alphabetic list (based on the ASFA thesaurus (Aquatic Science and Fisheries Abstract).
- AGROVOC terms: Enter some character and choose the searched term out of the alphabetic list (based on the AGROVOC thesaurus.
- Free Keywords: Choose your own keywords, Use a semicolon as a separator
- Geographical Terms: Use descriptions as well as geographic point locations (ISO 6709).Use a new box for every different term.
Field box: Description of Content
You can choose to fill out one or more of the following fields:
- Abstract: enter a resume of the publication. If you want to enter a translated abstract, use ‘Add More’ to create a new entry box.
- Notes: other Information can be filled out in Notes (e.g. about author affiliation etc.)
- Bibliography: cut and paste the bibliography of your publication in the field ‘Bibliography’. This is very relevant metadata.
Field box: Intellectual Property
All information about copyright can be added in the field "Description of copyright".
Field box: Funding organizations
Enter in the field "Funders" the names of the people/corporate bodies that have funded your deposit. Funders sometimes request to be mentioned in the publication.
There are two methods of entering the name of the file you wish to upload:
1. Type the full path and file name into the input box and then click on the "next" button in the lower right hand corner of the screen.
2. Click on the "browse" button and a window showing your files will appear. You can navigate through your directories and folders until you find the correct file to upload. Double-click on the file name you wish to upload, and the name will be entered into the input box. Once the correct file name is in the input box, click on the "next" button to proceed.
If you specified at the beginning of the submit process that you had more than one file to upload for this item, you will see an input box marked "File Description". The information you provide here will help users to understand what information is in each file, for instance, "main article" or "images" or "computer program" or "data set". Enter file descriptions for each item, and click on the "next" button to proceed.
To properly archive and give access to a file, we need to know what format it is, for example "PDF", "HTML", or "Microsoft Word". If the system does not automatically recognize the format of the file you have uploaded, you will be asked to describe it. If the format of the file appears in the list offered, click on it and then on "Submit". If you can't see the format in the list, click on "format not in list" and describe the format in the text box lower down on the page. Be sure to give the name of the application you used to create the file and the version of that application, for example "Autodesk AutoCAD R20 for UNIX".
After you have uploaded a file, check the information in the table to make sure it is correct. There are two further ways to verify that your files have been uploaded correctly:
1. Click on the file name. This will download the file in a new browser window, so that you can check the contents.
2. Compare the file checksum displayed here with the checksum you calculate.
- If you're only uploading one file, click on "Next" when you're satisfied with the correctly uploaded file.
- If you're uploading more than one file, click on the "Add Another File" button (this will appear if you checked "The item consists of more than one file" on the "Submit: Describe Your Item" page). click on "Next" when you're satisfied with the correctly uploaded files.
- If you're uploading an HTML page with embedded files, click on the "Add Another File" button, and upload all files or bitstreams referenced in the html page. After they are uploaded, in the column marked "Primary Bitstream", select the bitstream or file that is the index page or the top page for the web page. This will ensure that all of your embedded files will display properly on the HTML page. Then click on the "Next" button.
DSpace generates an MD5 checksum for every file it stores; we use this checksum internally to verify the integrity of files over time (a file's checksum shouldn't change). You can use this checksum to be sure what we've received is indeed the file you've uploaded. If you wish to verify the file using checksums, click "Show checksums" on the "Uploaded File" page.
The DSpace-generated MD5 checksum for every file we've received from you will show to the right of the filename. You will then need to use a local program to generate your own checksum for these files, and verify that your results match ours. On most UNIX-like systems (including Mac OS X), use md5sum.
For instance, type "md5sum MYFILE" for every file you want to check; the summary should print on your screen. For Windows machines, MD5 tools are freely available: try md5 (from http://www.fourmilab.ch/md5/), or md5sum, available via the textutils package in Cygwin (http://www.cygwin.com/). All of these utilities will need to be run from a command-line, or terminal, window. The entire digest printed out when you run the md5 tool on your local copy of the file you're uploading should be exactly equal to what DSpace reports.
This page lets you review the information you have entered to describe the item. To correct or edit information, click on the corresponding button on the right, or use the oval buttons in the progress bar at the top of the page to move around the submission pages. When you are satisfied that the submission is in order, click on the "Next" button to continue. Click on the "Cancel/Save" button to stop and save your data, or to cancel your submission.
DSpace requires agreement to this non-exclusive distribution license before your item can appear on DSpace. Please read the license carefully. If you have any questions, please contact your DSpace Administrator.
Now that your submission has been successfully entered into the DSpace system, it will go through the workflow process designated for the collection to which you are submitting. Some collections require the submission to go through editing or review steps, while others may immediately accept the submission. You will receive e-mail notification as soon as your item has become a part of the collection, or if for some reason there is a problem with your submission. If you have questions about the workflow procedures for a particular collection, please contact the community responsible for the collection directly. You can check on the status of your submission by going to the My DSpace page.
When your item becomes a part of the DSpace repository it is assigned a persistent URL. This means that, unlike most URLs, this identifier will not have to be changed when the system migrates to new hardware, or when changes are made to the system. DSpace is committed to maintaining the integrity of this identifier so that you can safely use it to refer to your item when citing it in publications or other communications. Our persistent urls are registered with the Handle System, a comprehensive system for assigning, managing, and resolving persistent identifiers, known as "handles," for digital objects and other resources on the Internet. The Handle System is administered by the Corporation for National Research Initiatives (CNRI), which undertakes, fosters, and promotes research in the public interest.
