Getting Started

• Login to DSpace (http://dspace.mit.edu) by selecting the login link in the “My Account” menu. You will be prompted to use your MIT certificate or Kerberos account information.
• Once you are signed in select the submissions link in the "My Account" menu.

• Take a new task by clicking the title link and then clicking the take task button.
• Note: All of the tasks in the task pool should have metadata previously entered by a submitter.
• Open the following in new windows:

• DOI link (Publisher page for the item); however the DOI link may not always be available. If there is not a DOI the URL for the article may be used.
• Open the article pdf or word document that is in the "Files in this item" section. You do not need to open attachments that contain supplemental information.
• You may also want to download the PDF from the publisher’s website, especially if you are working with the Author's Final Manuscript version of an article.

• Verify that the item you are submitting (the PDF downloaded from DSpace) matches the PDF described on the Publisher's website.

• Click "Edit Metadata" button to bring up the cataloging page.

• Enter the title of the article, the date you are cataloging, and your initials in the OA Database, OA_Cat, in Filemaker Pro. Throughout the year you may also be asked to enter the number of minutes that you spent cataloging the article.

Open Access Cataloging Toolbox

• For checking MIT author and affiliation metadata:
  •     MIT People Directory: http://web.mit.edu/people.html

• For determining the authorized form of MIT corporate names or the names of sponsors:
  • OCLC Connexion: http://www.oclc.org/connexion/
  • LC Name Authority File: http://authorities.loc.gov/

• For editing titles and abstracts to include symbols, special characters and scientific notation:
  • FileFormat.Info: http://www.fileformat.info/info/unicode/index.htm
  • 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).

• For  guidance creating MLA citations:
  • Purdue Online Writing Lab (OWL): https://owl.english.purdue.edu/owl/resource/747/01/

 Editing the metadata

There are 16 fields that you may need to edit when you are cataloging an article.

Authorizing MIT Author:

• If the article was submitted by a faculty or staff member, then the name should match the format of the authorized name in the MIT directory.
• If the article was not submitted by a faculty or staff member, then leave the field blank.

Published DOI or URL:

• A forthcoming article will not yet have a DOI or URL.
• When the DOI is broken you may need to search for the correct link. Alternatively you can fix the broken link by typing http://dx.doi.org/ (DOI number from the publisher's website).
• Always make sure you are using the DOI that points to the English version of an article if there are multiple DOIs (See MITOA Best Practices: MITOA_02.1 for additional information)

MIT Authors:

• Determine which authors of an item are "MIT Authors" by looking at the author list on the publisher website or item. Sometimes the item pdf or doc will have the authors listed on the last page instead of the first page.
• Author affiliation is often indicated by a number or symbol, following the name, which corresponds to a list of affiliated institutions listed below or at the end of the article.
•  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  but you may have need to view 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) or using the author affiliation search in DSpace.
• When searching an author name in the MIT directory do not use the middle initial or middle name (sometimes it is best just to search for the last name).
• Enter the names as provided in the directory regardless of the form of the name found in the item. However, when the author name provided for an article is an Americanized version of the name but listed in the directory as a foreign name the Americanized version should be used.
• Enter the name in the following form: Last, First M., Jr.
• Remove all accents from the names and replace with appropriate unaccented letter(s)
• Examples:
• ç should be changed to c if French, ch if Turkish and ts if Romanian
• č should be changed to ch
• ä should be changed to ae
• ö should be changed to oe
• ü should be changed to ue
• ñ should be changed to n
• If the name is not in the MIT directory but the author was affiliated with MIT at the time the article was written then the name should be entered as an MIT Author name. Often there are names of students who have since graduated from 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 the point when the article was researched/written.
• If you are unable to determine if A. Smith is Adam or Alison use only the initial A.
• Sometimes a distinction can be made if the author's email address or DLC is listed on the item.
• If there is a name (Green, Daniel) that yields more than one result of an identical or similar name using the author affiliation search in DSpace or the MIT directory then do not assume which one is the author of the article. Instead enter the name as an MIT author exactly as it appears in the article.
  • There may be multiple authors with the same or very similar names so check the dates and department information to make sure the correct name is entered.
    • If an Author is listed on the item as being part of MIT through the Whitehead Institute, the Ragon Institute, or the Woods Hole Oceanographic Institute but does not show up in the MIT directory, do not enter him or her as an MIT Author. Many Whitehead, Ragon, and Woods Hole employees are also MIT affiliates and will show in the directory.
    • The MIT-Singapore Alliance and Howard Hughes Medical Institute are not considered MIT affiliate institutions and should not be entered.

• When the article lists more than 30 authors only add MIT authors. All MIT authors must be entered even if there are more than 30 authors.

• Exceptions:

• 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. Some Broad authors are affiliated with MIT's Biology Department. In that case, enter only the Biology affiliation.

MIT Affiliations:

• Search the Open Access database in Filemaker to find the authorized form of the MIT department, lab, or center (DLC).  OCLC and LNAF may also be consulted.  If the authorized name cannot be found in the Open Access database, OCLC, or LNAF then you will need to create an authorized version of the name. Enter the authorized name you created in the database and add your initials and the date to the note field next to it.
• Enter any MIT DLCs listed in the article and also enter any DLCs that appear in an author's MIT Directory record.
• Enter each DLC only once - even when multiple authors are associated with a single DLC.
• Exceptions:  
  • The Broad Institute (after July 7, 2009), MIT-Singapore Alliance, and Howard Hughes Medical Institute are not considered MIT Affiliations and should not be entered.
  •  Whitehead Institute, Ragon Institute, and Woods Hole Oceanographic Institute should only be entered if the Authors are also MIT affiliates.

Non-MIT Authors:

    DOI Provided

• If a DOI has been provided this field will already be populated with the entire author list (both the MIT and non-MIT authors). Make sure to confirm that the data is correct.
• Once you have determined which authors are MIT authors make sure to click the “test for affiliation” button by each MIT author name in the list. Also check the box by each name so they will be automatically deleted as you add them to the MIT author field.
• Delete any non-MIT author names with incorrect or missing punctuation. Re-enter them with the correct punctuation.
• Remove any names with accents and reenter them without the accents.
• If there is a name for a collaborative group (example: LIGO Scientific Collaboration) then add the name of the group to the end of the non-MIT author list.

    DOI Missing or Incorrect

• Enter the complete author list from the item. While entering the names of all of the authors remove any accents and replace them with unaccented letters.
• Once you have determined which authors are MIT authors make sure to click the “test for affiliation” button by each MIT author name in the list. Also check the box by each name so they will be automatically deleted as you add them to the MIT author field.  
• When the article lists more than 30 authors only add MIT authors. All MIT authors must be entered even if there are more than 30 authors.
• If there is a name for a collaborative group (example: LIGO Scientific Collaboration) then add the name of the group to the end of the non-MIT author list.

Title:

• Confirm the title of article by checking that it matches the title of the item being submitted
• A title may need to be edited if it contains symbols and subscript/superscripts. Often a symbol-free title can be copied and pasted from the publisher-provided citation. When a symbol-free title cannot be found in the publisher-provided citation, any 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).
• Most characters (including superscript numbers) can be added into the title field with the exception of subscripts (numbers and characters) and superscript (characters). Instead they are typed into the title as [subscript] or [superscript].

Title (As Published):

• Enter only if the final published version of the item has a different title than the version being submitted to DSpace.
• A title may need to be edited if it contains symbols and subscript/superscripts. Often a symbol-free title can be copied and pasted from the publisher-provided citation. When a symbol-free title cannot be found in the publisher-provided citation, any 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).
• Most characters can be added into the title field with the exception of superscripts and subscripts. Instead they are typed into the title as either [superscript #] or [subscript #]. (See MITOA Best Practices: MITOA_06.1)

Journal:

DOI Provided

• Confirm the title by checking the publisher page, pdf or doc and Open Access database.
• Enter the journal title into the database if there is not already an entry for it. Make sure to include ISSN/ISBN and publisher information. Do not use articles at the beginning of the journal titles.

DOI Missing or Incorrect

• Confirm the title by checking the publisher page, pdf or doc and Open Access database.
• Enter the journal title into the database if there is not already an entry for it. Make sure to include ISSN/ISBN and publisher information. Do not use articles at the beginning of the journal titles.
• Enter the name of the journal that has published or will be publishing the item into DSpace.

Article Submitted but not yet Published

• Leave the journal field blank if the article has not been accepted yet.
• Enter the journal title if the submitted article was accepted and is forthcoming.

Publisher:

• Use the Open Access database to locate the appropriate form of the publisher name (as used in the Open Access collection) by searching for the journal title.
• Enter the name of the publisher of the journal in which the article is published.

Publication Date:

If a DOI has been provided this field will already be populated with metadata; but it may not be the correct date according to the current OA cataloging rules.

• Confirm that the data is correct.
• Enter the year and month that the item has or will be published.
• Use the online date, if one is provided. If there is not an online date use the print date instead.
• If a month is not available, enter only the year.

Date Submitted for Publication:

• Enter the year and month that the item was submitted for publication. This date may not always be available in the pdf or on the publisher page.
• Publishers may provide multiple dates (submission, revision, accepted).  Check the Manuscript Version field to see if the item you are cataloging for DSpace is the "Final Published Version." When the item is labeled as the “Final Published Version” enter the revision date, not the original submission date.

Identifiers-Others:

• If a DOI has been provided this field will already be populated with metadata.
• ISSN is the most common identifier that will be entered. Sometimes ISSN numbers are not available and so the ISBN numbers should be entered if available. If the ISSN numbers are available then do not add the ISBN numbers.
• Confirm that the identifiers are correct by checking the pdf and publisher page. Additionally search the Open Access database for all ISSN or ISBN numbers using the journal facet.
• Enter both the print and online numbers for the ISSN/ISBN in the Identifiers-Others field. When entering the data do not make a distinction between the print and online numbers.

Sponsor and Grant Number:

• Find the list of sponsors in the pdf or on the publisher page. Sponsors are often listed in the footnotes at the bottom of the first page or in the acknowledgements section at the end of an article. Occasionally the list of sponsors appears before the appendix.
• Enter each sponsor individually as Sponsor Name (number) in the Sponsor field. Include only sponsors only when direct funding is stated or implied for an MIT author. Often initials will accompany the sponsor name and grant/contract/award number information in the article.
• When entering the name of sponsors use the NACO form of the name. To find the NACO form of the name check the Open Access database using the Sponsors table or OCLC.
• If the number is qualified with "grant," "contract," "award," or other term put it capitalized in the parenthesis with the number (do not use no. or number)
  • Example: National Science Foundation (U.S.) (Award 123-678-SFN)
• When the authorized heading is not English, use your judgment to choose one of the 410s as our locally established form of the name. This will better meet the needs of the DSpace user community.
  • Example:  Türkiye Bilimsel ve Teknolojik Araştırma Kurumu
  • Use Scientific and Technological Research Council of Turkey.
  • Make a note in the filemaker of your decision and provide the NACO form of the name. The information you provide in the note field will help with future clean-up efforts.
• Add names as necessary to the Sponsors table in the Open Access database if an entry does not already exist following these steps:
  
  • • Research the sponsor for correct form (see above).
    • Fill in Sponsor Name.
    • Under "Sponsor Notes" add:
    • Your initials and date
    • Add any acronyms.
    • Add "use for" if different from original sponsor statement.
    • Any other pertinent notes
    • NAF Check: "Yes" means the form exists in LOC. "No" means you checked LOC and it is not there.
• Exceptions:
  • • If there is not a grant/contract/award number simply enter only the sponsor name.
    • If there is a joint grant/contract/award number associated with two or more sponsors then enter each sponsor separately followed by the number from the joint funding source.
    • If an individual is listed as a sponsor enter the sponsor’s name as it appears in the acknowledgements.

Formulas for Sponsors
Sponsor Statement = Entry for D-Space

Corp Name + Corp Name (grant #) = Corp name (Corp name grant #)

• • Two separate, unrelated Corp names offer funding in one grant.
  • Example: DARPA and the Space and Naval Warfare System Center, San Diego under contract no. 000151
  • D-Space: United States. Defense Advanced Research Projects Agency (Space and Naval Warfare Systems Center San Diego (U.S.). Contract 000151)

Corp Name with program name = Corp name (program name and #)

• • Example: Naval Research TechSolutions Program
  • D-Space: United States. Office of Naval Research. TechSolutions Program
  • Example: NASA Exobiology Program (U.S.)
  • D-Space: Exobiology Program (U.S.)

• • • Note: Google search indicates "Exobiology and Evolutionary Biology Program" LOC uses "Exobiology Program (U.S.)"

Corp Name Fellowship = Corp Name (Fellowship name)

• • Example 1: National Science Foundation Graduate Research Fellowship
  • D-Space: National Science Foundation (U.S.) (Graduate Research Fellowship)

• • Example 2: National Defense Science and Engineering Graduate Fellowship
  • D-Space: United States. Dept. of Defense (National Defense Science and Engineering Graduate Fellowship)

• • Example 3: David H. Koch Cancer Research Fund
  • D-Space: David H. Koch Institute for Integrative Cancer Research at MIT (Research Fund)

Corp Name + Unique Subordinate Name + Subordinate Name = Corp Name. Unique Subord. Name (#)

Research indicates the sponsor is “Funded by” a larger Corp body:

• • Example: Division of Civil, Mechanical and Manufacturing Innovation of the National Science Foundation
  • Research indicates: It is a subordinate corporate body of the National Science Foundation.
  • D-Space: National Science Foundation (U.S.). Division of Civil, Mechanical and Manufacturing Innovation (#######)

Abstract:

 Abstract Available

• Cut and paste the abstract from the publisher page. If it the abstract is not on the publisher page then cut and paste the abstract from the item.
• Abstracts containing formulas and symbols may need editing. 

 No Abstract

• If there is not an abstract on the item or provided by the publisher then copy and paste the first paragraph of text from the item. 
• If it is a book review or letter to the editor, create an abstract (review of Title, or Letter concerning XXX).

Automatic Deposits

• When the article is an automatic deposit sometimes the abstract is already in the Abstract field. Make sure to check the field to determine if the data is correct.
• The abstract may need to be edited if it contains diacritics, symbols, or scientific notation.

Citation:

DOI Provided

• This field will already be populated with metadata and the data will need to be reviewed to ensure it is correct. Leave the citation in the style it was created by the publisher.

• Add © [year of publication 20XX] Publisher to the end of all citations in which we are cataloging the "Final Published Version" of an article. An exception to this practice is if the author(s) maintain the copyright, in which case do not add the copyright statement.

DOI Missing or Incorrect

• There are several ways to enter the citation:
• Cutting and pasting citation from publisher page
• Downloading citation into Zotero or other citation management program and creating an MLA citation for the item
• Creating the MLA citation yourself if (1) a citation is not provided by the publisher or (2) the item is forthcoming but not yet published. Refer to Purdue Online Writing Lab (OWL) website for guidance on how to create an MLA citation (https://owl.english.purdue.edu/owl/resource/747/01/).
• Review the citation for spacing issues and accuracy. Delete the DOI from the Citation and any downloaded date provided by a citation management program.
•  Add © [year of publication 20XX] Publisher to the end of all citations in which we are cataloging the "Final Published Version" of an article. An exception to this practice is if the author(s) maintain the copyright, in which case do not add the copyright statement.

Forthcoming Publications

• If the article has been accepted by a journal and will be published in the future: Build a citation based on the information provided by the submitter, using “Forthcoming in:” prior to the journal name to highlight the fact that the article is not yet published. Name, "Article Title," Forthcoming in: Journal Title
• If no known publication is forthcoming, leave the citation field blank

Ordered Author:

DOI Provided

• Confirm that the data already in the field is correct.
• Names should be formatted as Last, First M. or Last, F. M.
• Examples:
• Warden, M. R.; Miller, E. K.
• Henry, Asegun; Chen, Gang; Plimpton, Steven; Thompson, Aidan
• Cho, Taeg Sang; Lee, Kyeong-Jae; Kong, Jing; Chandrakasan, Anantha P.

DOI Missing or Incorrect

• Enter all authors for an item.
• Enter in the order they appear on the item.
• Enter in the form found on the item (don’t use a fuller form of name that we may be getting from other sources).
• Use semicolon and space separators between names.
• Names should be formatted as Last, First M. or Last, F. M.
• Examples:
• Warden, M. R.; Miller, E. K.
• Henry, Asegun; Chen, Gang; Plimpton, Steven; Thompson, Aidan
• Cho, Taeg Sang; Lee, Kyeong-Jae; Kong, Jing; Chandrakasan, Anantha P.

Final Steps

• When finished entering the metadata for a given item click the "Next" button 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.  Then click the "Complete submission" button.
• Check the item record to be sure that the needed metadata has been entered correctly and in the correct fields.
• You now have four buttons to choose from:
  • Commit to archive: Clicking this button will submit the item and corresponding metadata into DSpace (This is the final step in the cataloging process).
  • Edit metadata: 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.