Below are the cataloging practices for the pilot phase of the Technical Report and Working Paper project. These practices will be updated as needed.
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First Steps
- Login to DSpace: under "My Account" on the main DSpace page(http://dspace.mit.edu), click Login link
- Login using Web Certificate Authentication
- Under "My Account" click the Submissions link
- Take a new task (all the tasks listed have been entered by a Submitter and will contain previously entered metadata)
- Click on the title link
- Click the "Take task" button
- Open the following:(right click to open in a new window)
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DOI link (Publisher page for the item) \[may not always be available\] |
- "File in this item" (there may be several files; you will only need the pdf or doc that contains the article – not the supplemental information or the publisher policy)
- Click "Edit Metadata" button to bring up the cataloging page
- In the list of communities, locate the community you are working on
- Click the appropriate collection within that community
- Click the "Submit a new item to this collection" link
- Using a digitized report as your guide, enter the metadata according to the practices listed below
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Authors and MIT Authors Only
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Authors
Required Field
Location: Publisher page, item - Enter the names of all Authors of the item
- Include the MIT Authors listed above (using the authorized form of the name found in the MIT Directory)
- Exceptions: If an item has more than 30 authors list the MIT Authors only.
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- in the Authors field regardless of Affiliation
- Last Name, First Name M., Jr.
- Individually enter the names of all MIT Authors in the MIT Authors Only field
- Assume that all Authors are MIT Authors unless otherwise indicated on the item
MIT Authors
Required Field
Location: Publisher page, item (checked against MIT Directory) - Determine which authors of an item are "MIT Authors"
- Author affiliation is most often denoted by a number or symbol, following the name, which corresponds to a list of affiliated institutions listed below. 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 - you may also need to scroll to the end of an article to locate the affiliation information
- All MIT associated authors of an item 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)
- IF an item was published between 2008 - 2011: check MIT directory or DLC website for the appropriate form of the authors name (enter this form in both fields)
- Author names for items published prior to 2008 do not need to be check, enter name as it appears on the item
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Enter the names as provided in the directory regardless of the form of the name found in the item \[_See MITOA Best Practices: MITOA_03.2 for exception_\] - If the name is not in the MIT directory it will still be entered in as an MIT Author. Often there are names of student who have since graduated 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 some point when the article was researched/writtenIn this case, enter the name as it appears on the item.
- If you are unable to determine if A. Smith is Adam or Alison use only the initial A.
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Title
- Enter the title as it appears Sometimes a distinction can be made if the authors email address or DLC is listed on the item
- Exception: If an Author is listed on the item as being part of MIT through the Whitehead Institute, but does not show up in the MIT directory do not enter them as an MIT Author. Most Whitehead employees are also MIT affiliates and will show in the directory
- Exception: 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
- See MITOA Best Practices: MITOA_03. for additional information
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Title
Entered by Submitter - Confirm title of article
- Title may need to be edited if it contains symbols and subscript/superscripts
- Often a symbol free title can be copy and pasted from the publisher provided citation
- If not provided by the publisher, edit the title as needed for searching and display purposes
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Common title edits:
\-->; \[bar-over p\]; Omega, Delta, Pi, etc; sqrt\[#\]; \[subscript #\] or \[superscript #\] |
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Abstract- Cut and paste the abstract from the item
- Abstracts containing formulas and symbols may need editing.
- Diacritics, Symbols, and scientific notations can be entered by cutting and pasting from Character Map (C:\ProgramData\Microsoft\Windows\Start Menu\Programs\Accessories\System Tools)
- If no Abstract is on the item use the first paragraph of text from the item
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Date of Issue
- Enter the year, month and day
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Publication Date
Required Field
Location: Publisher page, citation, item - Enter the year and month that the item has or will be published
- Use the online date, if one is provided. If not, use the print date
- If a month is not available, enter only the year
- issued
- You may leave out the day and/or month if they aren't applicable
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Series/Report No.- Series name will be pre-populated with the appropriate text
- Enter the report or paper number in the second box ex: box 1: MIT-NSP; box 2: TR-004See MITOA Best Practices: MITOA_10. for additional information
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Often Used Field
Location: item (usually in an acknowledgements section at the end of an article before the citations) - Each sponsor will be entered individually
- Use NAF authorized form of the name, when availableEnter all sponsors (even if sponsorship was given to a specific individual)name as given in the LC NAF
- Enter sponsors/supports only when direct funding is stated or implied
- Enter Sponsors and number in the same field: Sponsor (##) ex: National Science Foundation (U.S.) (Contract number 5329010)
- Enter each sponsor/grant number combination as a separate entry: National Science Foundation (U.S.) (Contract number 5329010)
- A table has been added to the OA filemaker to keep track of these names. Add names as necessary.
- See MITOA Best Practices: MITOA_23. for additional information
- ; National Science Foundation (U.S.) (Contract number 5329010)
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Publisher- Field will be pre-populated with the publisher
- Note if you think the publisher should be changed for a particular item, and why
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Ordered Authors- Enter names in published order. Separate names with semicolons (i.e., Last, First Middle; Last, First Middle).
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Type- Pre-populated fixed field
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Contributors- Pre-populated
- Option to add additional contributors. Use for MIT DLC's only.
- Enter only additonal DLC's listed on the item
- Enter authorized name for each contributing DLC
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Description- Enter any additional descriptive information about the item or associated files. Note that this information will be publicly viewable.
- Use for additional notations (e.g., notes on revisions)
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Identifier- Enter any additional report numbers and ids not associated with MIT.
- ex: government report numbers
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Final Steps
- When finished entering the metadata for a given item click the "Next" button at the bottom of the page
- Click the "Complete submission" button
- Upload
- Browse for file
- Upload file
- click "next" button at the bottom of the page
- Review
- Quickly check the item record to be sure that the needed metadata has been entered correctly and in the correct fields
- Commit to archive:
You now have four buttons to choose from: - Complete submission: clicking this button will submit the item and corresponding metadata into DSpace (This is the final step in the cataloging process)
Edit metadata- Save & Exit: clicking this button will
return you to the main cataloging page. You will then be able to make any necessary edits or additions- Return task to pool: clicking this button will return an item to the original task list you took it from at the beginning of the process. This should only be done if someone else needs access to the record before it is submitted to DSpace
- Cancel: clicking this button will put the item into your own personal task list. 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
- add the item to your submission queue to access at a later date.
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