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Deposit Guide |
Why deposit?
DSpace@Knowledge Gateway is an excellent facility that meets the University's growing need for an electronic archive to preserve and make accessible material of permanent importance that would otherwise disappear. It is a facility that all University bodies and staff should be encouraged to use as a matter of course.
Who Can deposit?
Faculty members, students & Alumni members of the Colleges may deposit scholarly papers without charge; for other types of content, e.g. data, images, there will be a charge relating directly to the disk space occupied, with an element for disk renewal and management. The deposited content must be accompanied by metadata to a standard agreed with DSpace staff. The DSpace@Knowledge Gateway team will publish an annual scale of charges reflecting costs.
How to deposit?
DSpace@Knowledge Gateway content is organized around Communities (these can be organisational entities such as schools, departments, institutions etc.) and Collections. Each community can decide how the submission process should be organised, for instance, who contributes content, who will have access, whether there will be a review process of submitted items, who will manage it etc. Step to upload the contents : a) Sign on to DSpace Before starting your submission you will need to sign on to the system. To do this please email the administrator who will register your details. DSpace@Cambridge uses Raven authentication which works using the University's CRS Identification b) Start a new submission ;- You can start a new submission either by going to “My DSpace” and clicking on the “Start a New Submission button “ or by going to the chosen collection and clicking on the “Submit to this Collection” button. If you go through “My DSpace” you will be asked to choose a collection. Click on the arrow at the right of the drop-down box to see a list of Collections that are accessible to you and select one for your submission. If you are denied permission to submit to that collection, please
c) Describe Your Item - Page 1 In the first deposit page you will be given three options. Sometimes an item has more than one title, perhaps an abbreviation, acronym, or a title in another language. If this is the case, and you want this information captured, click in the "yes" box. If you are depositing an item previously published elsewhere, click in the "yes" box. Later in the process you will receive the option to include citation information for the original publishing. New items that have NOT been previously published or distributed will be assigned an issue date by the system upon DSpace@Knowledge Gateway.
d) An item can consist of more than one file in DSpace@Knowledge GatewayFor example, an HTML file may contain references to image files (such as JPG or GIF files). Another example is an article that is supplemented with a video and a data file. If you are submitting more than one file for this item, click in the "yes" box. If none of these questions apply, click the "Next" button. Submit: Describe Your Item - Page 2This descriptive information enables users to retrieve your item using search engines. By filling out these fields in the form, you are creating a metadata record for your item. The more thorough you are, the more "findable" your submission will be, so please take the time to fill in as many fields as you can about each item.
e) Submit: Upload a File Select File: Click on the "Browse" button to select your files for submission. File Description: For items consisting of multiple files, enter descriptions like "main article" or "images" or "computer program" or "data set" to distinguish each file.
f) Submit: Select File Format: If the system does not automatically recognize the format of the file you have uploaded, you will be asked to select the appropriate format from the list offered. If the format is not in the list, click on "Format Not in List" and describe the format in the text box lower down on the page. Be sure to give the name of the application you used to create the file and the version of that application. Submit: File Uploaded Successfully
Metadata & File Format
DSpace@Knowledge Gateway uses the Dublin Core metadata format, sixteen elements of the dublin core metadata.
File formatcclick here
Converting to PDF Format
Students, Faculty members and Amumni Members are advised to convert your documents to PDF/A-1a before loading into DSpace@Knowledge Gateway. PDF/A-1a is an ISO standard created for the long-term preservation of documents. Converting your document to PDF/A-1a will preserve its appearance over time, and will provide for future access and possibly migration by embedding metadata as well as defining the logical structure and semantic properties of your document. Are there any restrictions? PDF/A-1a does not allow: any audio and video content; any JavaScript and executable file links within your document. any encryption. All fonts are embedded within the document and this means your use of fonts is limited to those that are legally available for open, unrestricted use. Most popular fonts such as Times New Roman, Arial, or Helvetica will work but if you use other fonts you must check the converted PDF/A document. Open the document in Acrobat Reader, right click and select Document Properties, then click the Fonts tab. All the fonts listed should be labelled ‘(Embedded Subset)’.
How do I convert my document to PDF/A-1a? visit www.convert.neevia.com/pdfconvert/
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