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)

  • 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

Sources to have available

The following sources are needed for MIT author and MIT affiliation metadata:

• MIT People Directory: http://web.mit.edu/people.html
• MIT Libraries homepage: http://libraries.mit.edu/
  The following sources may be useful when determining authorized MIT Corporate Names:
• MIT Libraries homepage: http://libraries.mit.edu/
• OCLC Connexion: http://www.oclc.org/connexion/
• LC Name Authority File: http://authorities.loc.gov/

Entering Metadata

(the fields listed below are found on the cataloging page)
MITOA Best Practices wiki: https://wikis.mit.edu/confluence/display/LIBMETADATA/MITOABestPracs
Note about Authorized Form of Names (personal & corporate bodies):

• MIT Directory will be the source of the authorized form of name for MIT Authors
• OA FileMaker DB will be the source for the authorized from of MIT DLCs, Publishers, ISSNs, and Sponsors

Authorizing MIT Author

Entered by Submitter

• The first name may need to be changed to reflect what we are using as the authorized form of the name (see MIT Authors below)

Published DOI or URL

Entered by Submitter

• Articles yet to be published will not have a DOI or URL
• If the link is broken you may need to search for the proper link
• If the link is broken be sure that is begins with http://dx.doi.org/ (followed by the DOI number string from the publisher's website)
• See MITOA Best Practices: MITOA_02.1 for additional information

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)

• Enter the names as provided in the directory regardless of the form of the name found in the item \[_See MITOA Best Practices: MITOA_03.2 for exception_\]

• Enter the name in the following form: Last, First M., Jr.
• 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/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 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

MIT Affiliations

Required Field
Location: Publisher page, item

• Search the OA DB to determine the authorized form of the MIT department, lab, or center (DLC) (and, if necessary, created by the cataloger) \[ex: Massachusetts Institute of Technology. Dept. of Physics\] note: OCLC and LNAF may also be consulted

• Enter any MIT DLCs listed in the article
• 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: Broad Institute (post 7/1/09) & MIT-Singapore Alliance are not considered MIT Affiliations and should not be entered. Whitehead Institute should only be entered if the Authors are both Whitehead and MIT affiliates
• See MITOA Best Practices: MITOA_04. for additional information

Non-MIT Authors

Required Field
Location: Publisher page, item

• If a DOI has been provided this field will be populated with metadata
  • Confirm that the data is correct
  • edit MIT Author names to match the authorized form used in the MIT Author field
  • edit names if punctuation is missing
  • edit = delete original name and add correct name
• 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.

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
  • 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)

  • Common title edits: \-->; \[bar-over p\]; Omega, Delta, Pi, etc; sqrt\[#\]; \[subscript #\] or \[superscript #\]

Title (as published)

Rarely Used Field
Location: Publisher page

• Enter only if the final published version of the item has a different title than the version being submitted to DSpace
• See MITOA Best Practices: MITOA_06.1 for additional information

Journal

Required Field
Location: Publisher page, Barton journal search, additional research

• Enter the name of the Journal which has published or will be publishing the item
• Check in Barton to confirm the authorized form of the name
• Do not use the phrase "forthcoming in:" of "submitted to:" before the Journal title
  • These phrases will be used when creating the citation
• See MITOA Best Practices: MITOA_08. for additional information

Publisher

Required Field
Location: Publisher page, Barton journal search, Journal website

• Enter the name of the Publisher of the journal the article is published in
• Most often the publisher page will provide this information or you may need to poke around the journal website to locate the information. In some cases you may need to search Barton
• See MITOA Best Practices: MITOA_09. for additional information

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
• See MITOA Best Practices: MITOA_10. for additional information

Date Submitted for Publication

Often Used Field
Location: Publisher page, item

• Enter the year and month that the item was submitted for publication (May not always be available.)
• Exception: Publishers may provide multiple dates (submission, revision, accepted). If the item you are cataloging for DSpace is the "Final Published Version" (See Manuscript Version field) enter the revision date not the original submission date.
• See MITOA Best Practices: MITOA_11. for additional information

Identifiers-Others

Often Used Field
Location: Publisher page, Journal website, Barton journal search, item

• Search Publisher page and item for mention of ISSN, ISBN, PMID, arxiv numbers, etc. (enter what is available)
• ISSN is the most common identifier that will be entered
  • Enter both the print and online numbers
• See MITOA Best Practices: MITOA_15. for additional information

Sponsor & Grant Number

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 form of the name, when available
• Enter all sponsors associated with MIT authors - look for initials (even if sponsorship was given to a specific individual)
• Enter sponsors/supports only when direct funding is stated or implied
• Enter Sponsors and number in the same field: Sponsor (##) ex: National Science Foundation (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

Subjects/Keywords

No longer used

Abstract

Required Field
Location: Publisher page, item

• Cut and paste the abstract from the item or publisher page
• 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 or provided by the publisher
  • Use the first paragraph of text from the item, or
  • If book review or letter to the editor, create an abstract (review of Title, or Letter concerning XXX)
• See MITOA Best Practices: MITOA_13. for additional information

Citation

Required Field
Location: Publisher page, item

• Enter the citation by either
  • Cut and paste citation from publisher page;
  • Download citation into Zotero or other citation management program. Create a MLA citation for the item; or
  • Create the MLA citation yourself if (1) a citation is not provided by the publisher or (2) the item is forthcoming but not yet published.
    • Example of a citation for a forthcoming publication: Author. "Title." Forthcoming in: Journal Title.

• *Addition:* Add *© \[year of publication 20XX\] Publisher* to the end of all citations in which we are cataloging the "*Final Published Version*" (See Manuscript Version field)

  • EXCEPTION: Do not add the copyright statement for "Final Published Versions" if it is obvious from the item or the DOI page that the author(s) maintain(s) the copyright.
• See MITOA Best Practices: MITOA_14. for additional information

Ordered Author

Required Field (may not need to enter by hand)
Location: item

Use only if there is no DOI entered for the item

• 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+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.

This field is much more sensitive than other fields due to the post-processing done in the back end. Be sure to double check proper formatting before the item is deposited.

MIT License

Entered by Submitter

Manuscript Version

Entered by Submitter

Peer-reviewed Status

Entered by Submitter

Type

Entered by Submitter

Eprint Type

Entered by Submitter

Terms of Use (text)

Entered by Submitter

Terms of Use (link)

Entered by Submitter

Source of Deposit

Entered by Submitter

Embargo Expiration Date

Entered by Submitter
Usually left blank

Description

Entered by Submitter
Usually left blank

• Check to see if a note has been entered to notify the cataloging staff of something. DELETE before submitting!

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
• Quickly 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.