Below are the cataloging practices for the pilot phase of the Technical Report and Working Paper project. These practices will be updated as needed.

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
  • 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

Authors and MIT Authors Only

  • Individually enter the names of all Authors of the item 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
    • 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
  • 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
  • If the name is not in the MIT directory it will still be entered in as an MIT Author. In 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.

Title

  • Enter the title as it appears on the item

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

Date of Issue

  • Enter the year,  month and day that the item has or will be issued
  • You may leave out the day and/or month if they aren't applicable

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-004

Sponsor & Grant Number

  • Each sponsor will be entered individually
  • Use authorized form of 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); National Science Foundation (U.S.) (Contract number 5329010)

Publisher

  • Field will be pre-populated with the publisher
  • Note if you think the publisher should be changed for a particular item, and why

Ordered Authors

  • Enter names in published order. Separate names with semicolons (i.e., Last, First Middle; Last, First Middle).

Type

  • Pre-populated fixed field

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

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)

Identifier

  • Enter any additional report numbers and ids not associated with MIT.
    • ex: government report numbers

Final Steps

  • When finished entering the metadata for a given item click the "Next" button at the bottom of the page
  • 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
      • Complete submission: clicking this button will submit the item and corresponding metadata into DSpace (This is the final step in the cataloging process)
      • Save & Exit: clicking this button will add the item to your submission queue to access at a later date.