ALWAYS:

• OPEN out PDF and check against the DOI and information we are given from acquisitions
• Note if our version is Final Published Version or Author's Final Manuscript (this will help you determine how to enter metadata in some of the fields)

How to: MIT AUTHORS

• Check the MIT Directory (if found, use this form of name)
• Check the  OA collection in DSpace (if found, use this form of name)
• If not found in either location, use the form of name found on the item

How to: MIT AFFILIATIONS

• Use what is given on the item
• Use what is found in the MIT Directory listing for the MIT Authors
• Check the FileMaker for the correct form of the corporate name (if none listed, email Mikki)
• List each affiliation only once

How to: PUBLICATION DATE

• Use the earliest date that the item was made available to the public (either online or in print)
  • EXAMPLE: Published Online: October 2009; Issue date: January 2010 (2009 October will be entered as the publication date)
• If all you have is a conference date - use it as the publication date

How to: SUBMITTED DATE

• Enter the submitted date is one has been provided by the publisher
  • EXCEPTION:  FINAL PUBLISHED VERSION ONLY  - use the revised date, if one has been provided by the publisher

• • EXCEPTION:  AUTHOR'S FINAL MANUSCRIPT ONLY - use the date on our version (if different than the publisher information)

How to: DECIDE SPONSORS

• Enter all sponsors of MIT authors (look for initials next to sponsorship statement)

• If all authors are MIT authors enter all sponsors

• Enter all sponsors that have numbers associated with them (grant, contract, award)

• Sponsorship can be found:
  • Before the Appendix within the PDF

• • Within footers

• • Within Acknowledgements

How to: ENTER SPONSORS

• Enter all Sponsors/number combinations individually

• Enter in this form - Sponsor Name (number)

• If the number is qualified with "grant", "contract" , "award", or other term put that in the parenthesis with the number (do not use no. or number)
  • EXAMPLE: National Science Foundation (U.S.) (award 123-678-SFN)

• SEE XXX for more examples and formulas for determining sponsor names

• 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.

How to: RESEARCH SPONSORS

• Library of Congress: Search within: Authority Names and Keyword Search.
  • LOC lists are alphabetical so you may want to try different ways to enter the sponsor.

• • Use the LOC Authority name if available

• Google search

How to : ADD SPONSORS TO FILEMAKER

• 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.

How to: LNCS

• Journal Title:

• Publisher:

• Dates:

• Citation:

How to: SPIE

• Journal Title:

• Publisher:

• Dates:

• Citation:

How to: ACM

• Journal Title:

• Publisher:

• Dates:

• Citation:

How to: IEEE

• Journal Title:

• Publisher:

• Dates:

• Citation:

How to: PNAS

• Journal Title:

• Publisher:

• Dates:

• Citation:

How to: APS

• Journal Title:

• Publisher:

• Dates:

• Citation:

How to: ITEMS WITH NO DOIs