Part 1: Introduction & Overview of Institutional Repositories
cc 2008 University of Pretoria
Compiled by the UP IR Team
Inquiries: ina.smith@up.ac.za
Part 2: Example Needs Analysis & Report
cc 2008 University of Pretoria
Compiled by the UP IR Team
Inquiries: ina.smith@up.ac.za
Part 3: Example Business Plan
cc 2008 University of Pretoria
Compiled by UP IR Team
Inquiries: ina.smith@up.ac.za
Part 4: Introduce your IR (Example Presentation)
cc 2008 University of Pretoria
Compiled by UP IR Team
Inquiries: ina.smith@up.ac.za
Part 5: Example/ proposed Timeline
cc 2008 University of Pretoria
Compiled by UP IR Team
Inquiries: ina.smith@up.ac.za
Institutional Repository Project Implementation Timeline 2008
Start Date
01/02/2008
Completion Date
08/02/2008
Activity/ Task
Unisa IR Role Players
01/02/2008
08/02/2008
Champion Collections
01/02/2008
Cont.
Unisa IR Name
Cont.
Unisa IR Mailing List
Cont.
Unisa IR Intranet Web
15/02/2008
14/02/2008
Training: Administering the IR & various
roles
15/02/2008
15/02/2008
14/02/2008
Cont.
IR Community/ Collection Structure
IR Policy & Collection Policies
25/02/2008
03/03/2008
29/02/2008
07/03/2008
Deploy IR on Developmental Server
Evaluation: IR on Developmental Server
cc 2008 University of Pretoria
Compiled by UP IR Team
Inquiries: ina.smith@up.ac.za
Description of Activity/Task
Identify initial role players for
launch of pilot project (Pilot
Group)
Identify champion collections
for pilot project
Start thinking on how you plan
to refer to your IR
Compile an internal IR mailing
list to communicate with all IR
role players at UNISA
Create a working area where
you can document everything
on your IR – e.g. proposal,
business plan, policies, training
tutorials etc.
Address the following:
- Overview of DSpace
- Workflow
- Roles & Responsibilities
Discuss & finalize
Start compiling your IR policy,
and also collection policies for
individual collections. Make use
of a collection policy template.
According to Evaluation
Instrument. Identify bugs;
make recommendations on
customization of DSpace
(needs analysis), e.g. re
Responsible Party
Dudu Nkosi & Team
Dudu Nkosi & Team
Dudu Nkosi & Team
Dudu Nkosi & Team
Dudu Nkosi & Team
External Consultant
ina.smith@up.ac.za
Dudu Nkosi & Team & Consultant
Dudu Nkosi & Team & Consultant
IR IT Manager
IR Pilot Group
submission forms, user
authentication etc. Forward
report to IR IT Manager.
10/03/2008
17/03/2008
14/03/2008
21/03/2008
Deploy IR on Quality Assurance Server
Evaluation: IR on Quality Assurance Server
24/03/2008
30/04/2008
Training & marketing material
01/04/2008
(Specific
dates to be
scheduled)
30/04/2008
Training: All role players
Training: Digitization
Training: Metadata
Training: eCopyright
Training: Open Access
31/03/2008
07/04/2008
04/04/2008
11/04/2008
14/04/2008
21/04/2008
18/04/2008
25/04/2008
cc 2008 University of Pretoria
Compiled by UP IR Team
Inquiries: ina.smith@up.ac.za
Training: Marketing & getting buy-in from
library staff, faculty
2nd Deployment: Quality Assurance Server
2nd Evaluation: IR on Quality Assurance
Server
Deployment: Production Server
Evaluation: IR on Production Server
According to Evaluation
Instrument. Identify bugs.
Forward report to IR IT
Manager.
Develop training & marketing
material for your IR (ppt,
pamphlets, web); Make
available via intranet/ external
web where applicable.
IR IT Manager
IR Pilot Group
Dudu Nkosi & Team & Consultant
External Consultant
ina.smith@up.ac.za
Training on best practice re
digitization for all material.
Develop Digitization Policy
Training on best practice re
metadata for all material.
Develop Metadata Policy
Training on best practice re
copyright for all material
Develop Copyright Policy
Overview on Open Access &
developing an open access
policy for your institution.
Best practice shared
Conduct final evaluation
Deploy IR on Production Server
Forward report to IR IT
Manager.
UP Digitization Specialist
ria.groenewald@up.ac.za
UP Metadata Specialist
amelia.breytenbach@up.ac.za
UP Copyright Officer
jacob.mothutsi@up.ac.za
UP Open Scholarship Assistant
Director
monica.hammes@up.ac.za
External Consultant
ina.smith@up.ac.za
IR IT Manager
IR Pilot Group
IT IT Manager
IR Pilot Group
28/04/2008
05/05/2008
30/04/2008
09/05/2008
Finalize IR on Production Server
Overview of IR to library staff
Finalize IR roles
Register IR
Overview
Description of roles; Integrate
as part of role/job descriptions.
Register IR with international
harvesters
IR IT Manager
External Consultant
ina.smith@up.ac.za
Dudu Nkosi & Team
IR Manager & Consultant
Please note: The above is only a proposed timeline. Implementation thereof will depend on the availability of UNISA resources (human,
IT, financial, time etc.). The University of Pretoria or the external consultant (Ina Smith) will not be held responsible for any unforeseen
events that may impact on the above, resulting in the IR not available on the scheduled date.
cc 2008 University of Pretoria
Compiled by UP IR Team
Inquiries: ina.smith@up.ac.za
Part 6: Installation of DSpace
cc 2008 University of Pretoria
Compiled by UP IR Team
Inquiries: ina.smith@up.ac.za
Part 7: Administer & Using the IR
cc 2008 University of Pretoria
Compiled by UP IR Team
Inquiries: ina.smith@up.ac.za
1 - Introduction to Institutional Repositories and DSpace
1. What is an institutional repository?
A university-based institutional repository offers a set of services to the researchers of that
specific research community, for the management and dissemination of digital
academic/research materials (excluding work of administrative or commercial nature) donated
to or created by the institution and its community members.
The set of services includes the collection, storage and preservation in digital format, and
retrieval of items submitted to the institutional repository.
“It is most essentially an organisational commitment to the stewardship of these digital
research materials, including long-term preservation where appropriate, as well as
organisation and access or distribution” (Lynch 2003).
2. Open access and institutional repositories
Open access (OA) is free, immediate, permanent, full-text, online access, for any user, webwide, to digital scientific and scholarly material, primarily research articles published in peerreviewed journals. An open-access article has limited copyright and licensing restrictions
which means anyone, anywhere, with access to the Internet may read, download, copy, and
distribute that article.
The first major international statement on open access was the Budapest Open Access
Initiative in February 2002. This provided a definition of open access, and has a growing list of
signatories. Two further statements followed: the Bethesda Statement on Open Access
Publishing in June 2003 and the Berlin Declaration on Open Access to Knowledge in the
Sciences and Humanities in October 2003.
OA has since become the subject of much discussion amongst researchers, academics,
librarians, university administrators, funding agencies, government officials, commercial
publishers, and society publishers. Although there is substantial (though not universal)
agreement on the concept of OA itself, there is considerable debate and discussion about the
economics of funding peer review in open access publishing, and the reliability and economic
effects of self-archiving.
There are two main currents in the open access movement
1. In OA self-archiving (also known as the "green" road to OA), authors publish in a
subscription journal, but in addition make their articles freely accessible online,
usually by depositing them in either an institutional repository (such as UPSpace) or
in a central repository (such as PubMed Central). The deposit can be in the form of a
peer-reviewed postprint or a non-peer-reviewed preprint. OA self-archiving was first
formally proposed in 1994 by Stevan Harnad. However, self-archiving was already
being done by computer scientists in their local FTP archives in the '80s, later
harvested into Citeseer. High-energy physicists have been self-archiving centrally in
arXiv since 1991.
View Publisher’s policies on self-archiving within institutional repositories. Visit
Sherpa/RoMEO at http://www.sherpa.ac.uk/romeo.php . If the publisher you are
looking for is not listed, contact the publisher directly or visit the web site for that
publisher. Also encourage publishers to make their policies on self-archiving available
on Sherpa/RoMEO by completing the online form at
http://www.sherpa.ac.uk/romeo.php
2. In OA publishing (also known as the "gold" road to OA) authors publish in open
access journals that make their articles freely accessible online immediately upon
publication. Examples of OA publishers are BioMed Central and the Public Library of
Science.
cc 2008 University of Pretoria
Compiled by UP IR Team
Inquiries: ina.smith@up.ac.za
Source: Wikipedia http://en.wikipedia.org/wiki/Open_access
3. About DSpace
DSpace captures data in any format – in text, video, audio, and data. It distributes it over
the web. It indexes work, so users can search and retrieve these items. It preserves digital
work over the long term.
DSpace provides a way to manage your research materials and publications in a
professionally maintained repository to give them greater visibility and accessibility over time.
DSpace is freely available as open source software, and can be downloaded from
http://sourceforge.net/projects/dspace/
What is “Open source”?
Open source is a set of principles and practices on how to write software, the most important
of which is that the source code is openly available. The Open Source Definition, which was
created by Bruce Perens and Eric Raymond and is currently maintained by the Open Source
Initiative, adds additional meaning to the term: one should not only get the source code but
also have the right to use it. If the latter is denied the license is categorized as a shared
source license.
Source: Dspace http://www.dspace.org//
4. Benefits of Using DSpace










Getting research results out quickly, to a worldwide audience
Reaching a worldwide audience through exposure to search engines such as
Google and Google Scholar
Storing reusable research materials that can be used with course management
systems
Archiving and distributing material, linking from a personal website
Storing examples of students’ projects (with the students’ permission)
Showcasing students’ theses (again with permission)
Keeping track of researcher’s own publications/bibliography
Having a persistent network identifier for research work, that never changes or
breaks
No more page charges for images. Researchers can point to the images’ persistent
identifiers in their published articles.
Preservation function
cc 2008 University of Pretoria
Compiled by UP IR Team
Inquiries: ina.smith@up.ac.za
2 – Prepare an item for submission to DSpace
1. Obtain permission to archive items on institutional repository (Licensing &
Copyright Issues)
To add content to DSpace, you must have the copyright to the material, or have permission
to submit work for which you do not have copyright. You should be willing and able to grant
the university library the right to preserve and distribute the work in DSpace.
Many publishers offer a “self-archiving” clause in publication contracts, which allows the
author/researcher to archive a copy of a work. If the publisher doesn’t offer such a clause,
the author/researcher can negotiate to include one.
To protect submitters, other role players as well as the institution, it is important to also
archive letters of consent on the repository. This way, links can be created between items
submitted and the letter of consent, or between the collection home page for a specific
collection and the letter of consent for that collection.




Items donated to institution: Archive letter of consent by original owner or donor.
Scholarly material/ published articles (publisher holds copyright): View publisher
policy on http://www.sherpa.ac.uk/romeo.php or contact publisher directly if policy is
not available on Sherpa/RoMEO. Archive letter of consent by publisher.
Material created by members of the institution, for which the institution holds
copyright (e.g. theses & dissertations): No consent needed.
Other
Example of a collection which contains letters of consent:
https://www.up.ac.za/dspace/handle/2263/1149
2. Scanning/ Digitization
Prior to submitting an item to DSpace, it needs to adhere to certain standards according to
the Digitization Policy for your institution. Digitally born as well as non-digitally born items
can be submitted to the institutional repository after being digitized. A wide variety of
scanners are available on the market.
For general scanning: EPSON or Hewlett Packard e.g. A3 EPSON 1540 XL
For highly specialized scanning: BookEye Scanner
Ordinary material is digitised at maximum 600 dpi and slides are digitised at 2400 dpi
(depending on the quality etc.). For archival/ special material: Scan the archival version in tiff
format, and archive on the archival server. Deriveted version is then submitted to the IR, in
pdf format, as well as any additional formats e.g. jpeg in order to generate thumbnails.
Why pdf format?
The Portable Document Format (PDF) is the file format created by Adobe Systems in 1993
for document exchange. PDF is a fixed-layout format used for representing two-dimensional
documents in a manner independent of the application software, hardware, and operating
system. Each PDF file encapsulates a complete description of a 2-D document (and, with
Acrobat 3-D, embedded 3-D documents) that includes the text, fonts, images, and 2-D vector
graphics that compose the document PDF is an open standard, and recently took a major
step towards becoming ISO 32000.
cc 2008 University of Pretoria
Compiled by UP IR Team
Inquiries: ina.smith@up.ac.za
3. File formats
UPSpace accepts all manner of digital formats. Some examples of items that UPSpace can
accommodate are: documents, such as; articles, preprints, working papers, technical
reports, conference papers, books, theses and dissertations, data sets, computer programs:
visualizations, simulations, and other models, multimedia publications, administrative
records, published books, overlay journals, bibliographic datasets, images, audio files, video
files, reformatted digital library collections, learning objects, web pages. As for specific file
formats, obsolescence and proprietary formats make it impossible to guarantee the exact
same level of preservation support services for every file. DSpace follows the following policy
re file formats:



Everything put into DSpace will be retrievable
DSpace will recognize as many file formats as possible
DSpace supports as many known file formats as possible
Visit http://www.dspace.org// for more info on various file formats accepted by Dspace.
Visit http://en.wikipedia.org/wiki/Alphabetical_list_of_file_extensions for an alphabetical list of
file naming extensions.
4. File naming conventions – best practices
When working with a wide variety of file names, it is quite difficult to apply certain
conventions throughout the IR. Needs differ from collection to collection, and also from one
file format to another. E.g. data sets for specific research areas have very specific guidelines
when file names are assigned.
Access the following links from http://www.dspace.up.ac.za/digitisation.htm:
DISA Guidelines for best practise
Library of Congress naming conventions for digital resources
Some general guidelines when assigning file names:
1.
2.
3.
4.
5.
6.
7.
8.
Keep file names as short and descriptive possible.
Avoid capital letters.
Avoid special characters e.g. “, ~.
Use _ (underscore) to create spaces between characters – do not use your
spacebar.
Use logical file names.
Apply file name structure consistently throughout the collection if possible.
Only use alphabetical letters or numbers.
Where numerical sequence is important, use numbers, e.g. 01title_page.pdf;
02contents.pdf etc.
5. Conversion of documents
From original format to pdf
Adobe Distiller, Abbyy PDF Transformer http://www.pdftransformer.com/, CutePDF
(Freeware) http://www.cutepdf.com/
From pdf to original format
Abbyy PDF Transformer http://www.pdftransformer.com/
cc 2008 University of Pretoria
Compiled by UP IR Team
Inquiries: ina.smith@up.ac.za
3 – Roles & Workflow
1. Roles & responsibilities
An institution should recognize that Communities (schools/faculties) have very different ideas
as to how material should be submitted to DSpace, by whom, and with what restrictions.
The system has the notion of e-people who have roles in the workflow of a particular
Community in the context of a given collection.
There are three possible roles in DSpace as part of the workflow process: submitter, reviewer,
and metadata editor. An e-mail message is sent to each person at the appropriate step in the
workflow, with authorizations set up in advance for each role.
Submitter =
Researcher/
Librarian/ Assistant/
Student
- Can edit metadata for own submission
- Can upload files for own submission
- Cannot do anything once item is submitted
Reviewer = Subject
Expert
(optional)
- Can review content of all files submitted to collection
- Can edit baseline metadata
- Can accept or reject all submissions to collection
- Can send a message explaining decision
- Rejection will stop submission
- Acceptance will let submission go to next step
- (Cannot edit metadata, or change files)
Metadata Editor =
Cataloguer (optional)
- Can edit metadata of all submissions to collection
- Submission automatically becomes part of DSpace after this
step
- (Any approval would have happened before)
Other roles
Collection Manager = - Manage all collections within top-level community, incl.
Faculty Library
human resources.
Manager
- Stay current on new developments re institutional
repositories as applied to specific field, and as communicated
by the DSpace Manager.
- Keep dean of faculty updated, and negotiate for assistance
(e.g. student/ research assistant) to submit research material
for all departments within the faculty.
- Market DSpace within faculty.
- See to implementation of overall DSpace Policy &
Procedures within Top-level Community for Faculty.
- Take appropriate corrective actions in a timely and
appropriate manner.
- Make decisions and handle problems in line with DSpace
policy.
- Guide and give direction to various role players involved.
- Communicate with various role players on a frequent basis.
- Evaluate the collections within the Top-level Community
from time to time.
- Give feedback to DSpace Manager as needed.
- Investigate creating new collections as necessary.
Collection
Administrator =
- Can edit metadata of all submissions to collection
- Market DSpace amongst departments in collaboration with
Collection Manager.
cc 2008 University of Pretoria
Compiled by UP IR Team
Inquiries: ina.smith@up.ac.za
Subject Librarian
permissions
(optional)
- Identify possible collections in collaboration with Collection
Manager.
- Liaise with department for assistance & support in
collaboration with Collection Manager.
- Register new collections.
- Compile policy for collection.
- Subscribe (stay updated & monitor workflow) to relevant
Collections.
- Map from other collections to own collections.
- Update collection home page from time to time.
- Register submitters.
- Monitor activity within collection.
- Compile Item Template in collaboration with Metadata
Editor.
- Obtain permission when/where necessary.
- Keep clients updated on new submissions.
- Conduct training/ support to submitters when necessary, by
making use of existing DSpace training material.
- Submit material to relevant Collections, if they have the
capacity (currently not mandatory – see Role description:
Information Specialists).
2. Pre-DSpace Workflow & DSpace Workflow
cc 2008 University of Pretoria
Compiled by UP IR Team
Inquiries: ina.smith@up.ac.za
Prepare document:
1. Copyright clearance/ obtain permission to archive
2. Digitize/ scan if necessary
3. Convert/ edit if necessary
4. Save file in correct format with correct file naming
Submitter
Librarian/ Researcher/ Research Assistant etc.
Reject if it doesn’t adhere to policy
DSpace Manager
Collection Manager
(Faculty Library Manager)
Reviewer
Subject Expert (Subject Librarian/ Researcher)
Collection Administrator
(Subject Librarian)
Specialists (Metadata, Digitization,
Copyright)
Metadata Editor
Library Cataloguer
Available on DSpace
Notification to Submitter
cc 2008 University of Pretoria
Compiled by UP IR Team
Inquiries: ina.smith@up.ac.za
4 – Submission Process (using UPSpace for training purposes)
1.
Access UPSpace
UPSpace is very easy to use. If your institution supports open access, access to items will be open to
the entire Internet community. You don’t need to log in to UPSpace in order to browse, open or
download items without restrictions. Use UPSpace in other words as an anonymous e-person.
Access UPSpace at: https://www.up.ac.za/dspace/
2.
Log in to UPSpace
For the IR User Support Manager to be able to assign certain rights and responsibilities to you, you
need to log in to UPSpace.
1. Go to https://www.up.ac.za/dspace/ (or URL provided by facilitator)
2. Click on My UPSpace or go to https://www.up.ac.za/dspace/gap-login.jsp (or URL provided
by facilitator)
3. Use the temp ID and password which were assigned to you for the purpose of this training.
Complete the following, and click on Login.
cc 2008 University of Pretoria
Compiled by the UP IR Team
Inquiries: ina.smith@up.ac.za 3/6/2016
Your IR Manager will now be able to assign certain rights, responsibilities and roles to you. For the
purpose of this training, the following collections were created in the UPSpace Sandbox, and various
roles were assigned to the individuals. See UPSpace Sandbox
https://www.up.ac.za/dspace/handle/2263/4262 (or URL provided by facilitator).
Collection
Name
Collection A
Collection B
Collection C
Collection D
Collection E
Collection F
Collection G
Collection H
Collection I
Collection J
Collection K
Collection L
Collection M
Collection N
Collection O
Name
Login
t0002299
t0002300
t0002301
t0002302
t0002303
t0002304
t0002305
t0002306
t0002307
t0002308
t0002309
t0002310
t0002311
t0002312
t0002313
Password
12345
12345
12345
12345
12345
12345
12345
12345
12345
12345
12345
12345
12345
12345
12345
3. Submit an item to a Collection
1. Once you have logged in at My UPSpace, you can start submitting the item to your
Collection. Simply follow the screens. An animated tutorial of the submission process is
available at http://www.dspace.up.ac.za/submission.htm
2. Click on Start a New Submission.
3. Select the name of the collection to which you want to submit the item. All collections to
which you have submission rights will be displayed on the dropdown list.
cc 2008 University of Pretoria
Compiled by the UP IR Team
Inquiries: ina.smith@up.ac.za 3/6/2016
4. Click Next and follow the screens step by step.
Step 1: Describe your item
Check the boxes next to the statements that apply to your submission.
cc 2008 University of Pretoria
Compiled by the UP IR Team
Inquiries: ina.smith@up.ac.za 3/6/2016
Mark any of the options on the above screen if applicable (you can mark all 3 if applicable):
- Item has more than one title
- Item has been published before
- Item consists of more than one file
If none, leave blank. Click on Next.
Step 2: Describe your item
The information required on the following screens will depend upon the choices you made on the
first screen.
Describe your item according to the following guidelines (also see Quick Guide):
Title*
Other Titles
Author*
Advisor,
Editor,
Illustrator,
Other
Contributors
Publisher
Date of
Issue*
Date of
Creation
Compulsory. Omit articles in Afrikaans. No full
stops at end of titles. Use sentence case.
E.g. translated title, alternative title. Not
compulsory.
Compulsory. No spaces between initials. Full
stop after each initial. If more than one author,
click on “Add More”. Put Unknown if unknown.
Complete if applicable. Not compulsory.
Name of publisher. Not compulsory.
Compulsory. Date of previous publication or
distribution.
Original date document/item/media etc. was
created. Not compulsory.
cc 2008 University of Pretoria
Compiled by the UP IR Team
Inquiries: ina.smith@up.ac.za 3/6/2016
Citation
Series/Report
No.
Identifier
Type*
Language*
Enter citation for previously issued instance of
item according to preference given by your
department, e.g. Harvard/ APA Style
E.g. DVD or CD number, file name etc. Not
compulsory.
Identification numbers or codes associated with
item. Not compulsory.
Compulsory. Select the type of content you are
submitting. Hold CTRL down and select more
than one type if necessary.
Compulsory. Language of the main content
(file) of the item.
Click on Next.
Step 3: Describe your item
More Info Available
Online
Subjects/Keywords*
Abstract
Sponsors
Rights*
Inquiries
cc 2008 University of Pretoria
Compiled by the UP IR Team
Inquiries: ina.smith@up.ac.za 3/6/2016
Complete URL from authoritative web. Not
compulsory.
Compulsory. Use free language terms. Start
with capital. Use sentence case. Click on
“Add More” to add more keywords.
Synopsis of item in language of item, as well
as in English if original item is in language not
internationally used. Not compulsory.
Names of individuals/organisations that
sponsored research. Not compulsory.
Compulsory. Acknowledge other sources. If
unknown, put “Unknown” or “No rights apply”.
Contact e-mail address. Not compulsory.
Description
More info about item not provided for
elsewhere. Not compulsory.
Click on Next.
Step 4: Upload a file
1. Browse for the file you want to attach, and add a File Description.
2. Click on Next.
3. Click on Add Another File if you want to add more files. If not needed, click on Next.
Step 5: Verify submission
Examine the information and check whether the correct file has been uploaded. Click on Correct one
of these to correct information.
cc 2008 University of Pretoria
Compiled by the UP IR Team
Inquiries: ina.smith@up.ac.za 3/6/2016
Click on Next once the information has been checked.
Step 6: Grant license
Read through the license, and click on I Grant License if you agree to the terms. If not, click on I do
not Grant License. The submission process will be terminated if the submitter decides not to grant the
license.
cc 2008 University of Pretoria
Compiled by the UP IR Team
Inquiries: ina.smith@up.ac.za 3/6/2016
Step 7: Submission complete!
You will receive an e-mail notification once your item has finally been approved for submission.
5 – Reviewing an item
Depending on the way the workflow was set up for a specific collection, the next person in the
workflow will be the Reviewer.
Step 1: Receive task via e-mail or via My UPSpace
Via E-mail:
cc 2008 University of Pretoria
Compiled by the UP IR Team
Inquiries: ina.smith@up.ac.za 3/6/2016
Via My UPSpace:
Step 2: Click on Take Task
Step 3:
Click on
Accept This Task
cc 2008 University of Pretoria
Compiled by the UP IR Team
Inquiries: ina.smith@up.ac.za 3/6/2016
Step 4: Perform the task
Select from the options listed. Approve if the item and file/s adhere to the IR and Collection Policies.
Reject if the item does not adhere to policy.
Edit basic metadata e.g. add
keywords, correct metadata,
add value if needed
Step 5: Review process completed
Once
will
cc 2008 University of Pretoria
Compiled by the UP IR Team
Inquiries: ina.smith@up.ac.za 3/6/2016
Approved, the
review process
be completed.
6 – Editing the Metadata
Depending on the way the workflow was set up for a specific collection, the next person in the
workflow will be the Metadata Editor.
Step 1: Receive task via e-mail or via My UPSpace
Vie E-mail:
cc 2008 University of Pretoria
Compiled by the UP IR Team
Inquiries: ina.smith@up.ac.za 3/6/2016
Via My UPSpace:
Step 2: Click on Take Task
cc 2008 University of Pretoria
Compiled by the UP IR Team
Inquiries: ina.smith@up.ac.za 3/6/2016
Step 3: Click on Accept This Task
Step 4: Perform the task
Edit the basic metadata, and Commit to Archive once the item has been checked.
Step 5:
Final step
A
persistent handle
will be assigned to the item, and the item will immediately be made available on the repository for
others to use.
cc 2008 University of Pretoria
Compiled by the UP IR Team
Inquiries: ina.smith@up.ac.za 3/6/2016
The Submitter will receive an e-mail notification that the item has been approved and that it is
available on the repository.
cc 2008 University of Pretoria
Compiled by the UP IR Team
Inquiries: ina.smith@up.ac.za 3/6/2016
Step 6: Editing the Dublin Core Registry for a specific item
Once an item has been committed to the archive, rights can be assigned to the Metadata Editor to
edit the Dublin Core registry of a specific item. You need to be logged in.
1. View the item in Item Display (see screen below).
2. Click on the Edit button which is displayed next the handle for the item.
cc 2008 University of Pretoria
Compiled by the UP IR Team
Inquiries: ina.smith@up.ac.za 3/6/2016
3. Edit content of DC fields, add new metadata fields, or add/ replace bitstreams (files).
Edit existing metadata
Add additional
metadata fields
Remove
content
Add/replace/delete
files (bitstreams)
cc 2008 University of Pretoria
Compiled by the UP IR Team
Inquiries: ina.smith@up.ac.za 3/6/2016
7 – Managing a collection within the IR
What are my responsibilities as Collection Administrator within the IR?
1. Promoting & marketing the IR
You can promote/market the IR amongst your clients in any of the following ways:
-
Make an appointment with your departments/individual researchers. Show and tell them how
they can benefit from the IR.
Mention the IR during departmental meetings.
Communicate info about the IR via e-mail, e.g. new items added to departmental collections,
usage statistics for items, etc.
Participate in departmental exhibits.
Keep clients updated by frequently communicating to them about the IR.
Etc.
According to the DSpace web – marketing lessons learned:














Ongoing communication on campus is vital
Timing is critical
Keep in close contact with existing communities
Use success stories, quotations from faculty etc.
Work with your university’s Grants Office
Invest your time and money in getting a community going
Different disciplines think differently, and have different needs. Address them specifically.
Educate faculty about issues of digital scholarship, preservation, open access etc.
Easy sells – show faculty how easy it is to submit and find content
The persistent identifier for content is the single best selling point for the IR when talking with
faculty
Word-of-mouth among faculty and end-users is invaluable
Success doesn’t always follow immediately after a researcher publishes an article etc.
Marketing efforts pay off eventually
Create some buzz! Make a lot of presentations, write articles for campus publications, build
interest in long-term preservation on campus
Read campus newsletters and spot opportunities for material that can be submitted. Make
contact with the responsible persons.
2. Identify possible collections
Identify possible collections to be created within the IR by staying current on research and other
activities within your department/faculty, e.g. conferences, visiting lecturers. Encourage researchers
to submit all research material to the IR.
For inquiries re collections that need to be digitised, please contact ria.groenewald@up.ac.za
3. Gain support from the department
cc 2008 University of Pretoria
Compiled by the UP IR Team
Inquiries: ina.smith@up.ac.za 3/6/2016
Negotiate with the department/researcher for support, in the form of research assistants or
part-time staff who can maybe assist with the submission process. Students can submit theses/
dissertations themselves.
Departments are also encouraged to purchase their own scanners and pdf conversion software.
4. Register new collections
Once a new IR collection has been identified, apply for a new collection with the IR Manager at your
institution.
Please clarify in advance who the submitters & reviewers will be. The Metadata Editor will probably
be the person responsible for cataloguing library material for that department. Leave blank if
unknown.
You will be notified by the IR Manager once the collection has been created.
5. Compile a collection policy
To ensure consistency throughout the collection, it is important to make certain decisions in advance
before starting to submit items. Each collection will have unique needs. Policy template available at
http://www.dspace.up.ac.za/collectionpolicy.doc , and e-mail as an attachment to the IR Manager.
This policy can be linked to the collection, and must also be updated frequently.
6. Keep collection home page updated
Although the initial home page will be created for you by the IR Manager, it will be necessary to
update certain information from time to time, e.g. contact details or other info. As collection
administrator you will have certain rights, e.g. to change the logo, to change the introductory
paragraph, etc. Most of the fields accept html. If you are not familiar with html, use an html editor e.g.
Dreamweaver or MSFrontPage, and copy the code to your IR Collection Home Page.
1. Once you have logged in to the IR, you can simply click on the name of your collection.
2. Click on the Edit button to edit your collection home page.
3. Remember to Update all changes made to the collection home page.
cc 2008 University of Pretoria
Compiled by the UP IR Team
Inquiries: ina.smith@up.ac.za 3/6/2016
Add e.g. a description of the
collection
Add any copyright text that
applies
Add name of contact person
etc. for specific collection
History/ origin of collection
Add a logo to your Collection home page.
Recommended size: App 140 x 150 pixels
cc 2008 University of Pretoria
Compiled by the UP IR Team
Inquiries: ina.smith@up.ac.za 3/6/2016
Remember to click Update at bottom when finished.
7. Register/remove submitters
Clients will contact you if they want to become a submitter for a certain collection. View the procedure
for registering submitters at http://www.dspace.up.ac.za/submitguide.pdf
1.
2.
3.
4.
5.
To register submitters, first log in to the IR.
Click on the name of the collection.
Click on Edit Submitters.
Select E-People, and click on Add next to the name of each new submitter.
Close the window, and Update Group.
To remove unwanted submitters, instead of clicking on “Select E-People”, click on “Remove Selected”
once you have selected the name of the person in the list.
Click on Update Group when finished.
8. Subscribe to a collection
Stay updated and monitor the activity within a collection by subscribing to a collection. This is also
important if you want to map between collections. By subscribing you will receive e-mail notifications
every time a new item has been submitted to the collection you subscribed to.
1. Login to UPSpace.
cc 2008 University of Pretoria
Compiled by the UP IR Team
Inquiries: ina.smith@up.ac.za 3/6/2016
2. Go to the collection to which you want to subscribe.
3. Click on Subscribe.
4. Click on Unsubscribe to unsubscribe.
9. Map between collections
You can map or create links to an item from one collection to another. The item only needs to be
submitted once, but it will be accessible from more than one collection. This is especially useful in
case of interdisciplinary items, or in the case of personal researcher collections. You can then map
from the secondary researchers’ “Research Articles” collection to the primary “Research Articles”
collection for the department.
Guidelines for mapping are available at http://www.dspace.up.ac.za/itemmapper.pdf
1. The Collection Administrator needs to login under My UPSpace first.
2. Go to the Collection to which you would like to “map” items. E.g. to map items from the
“Jonathan Jansen Research Papers Collection”, open the “Jonathan Jansen Research
Papers Collection”.
3. Click on “Item Mapper”.
cc 2008 University of Pretoria
Compiled by the UP IR Team
Inquiries: ina.smith@up.ac.za 3/6/2016
4. Type the name of the author for items to which you would like to map, and click on “Search
Authors”.
the
5. Select
items you
want to
“Add” to
the
Collection by checking the boxes to the right of each title, and click on “Add” at the bottom or
top of the list.
6. Click
cc 2008 University of Pretoria
Compiled by the UP IR Team
Inquiries: ina.smith@up.ac.za 3/6/2016
on
“Continue”.
7. To view the status of a Collection and items mapped within a Collection, go to “Item Mapper”
within that specific Collection once again. The following info will be provided:
8. To remove an item mapped from another Collection, scroll down to the Collection/s listed
below, and click on the name of the Collection from which the item was mapped:
cc 2008 University of Pretoria
Compiled by the UP IR Team
Inquiries: ina.smith@up.ac.za 3/6/2016
9. Select the item you want to remove from your Collection by checking the square to the right
of the title, and click on “Remove”. Click once again on “Remove” at the top/bottom of the list.
cc 2008 University of Pretoria
Compiled by the UP IR Team
Inquiries: ina.smith@up.ac.za 3/6/2016
10. Then click on “Continue”.
10. Obtain permission
Always adhere to copyright regulations. Remember to obtain written permission where applicable.
Submit the permission note/letter of consent together with the item to the appropriate collection in the
IR.
For publishers policies on self-archiving, visit:
SHERPA/RoMEO: http://www.sherpa.ac.uk/romeo.php
Acknowledge sources and donations properly.
For referencing techniques, visit http://www.ais.up.ac.za/referencing/
11. Create an Item Template in collaboration with the Metadata Editor
By applying a template to the submission form for a specific Collection within the IR, you can make
the submission and metadata editing processes much easier for your Submitters and Metadata
Editors.
Use the Item template to guide your submitters, or to fill out certain fields in advance. This way
Submitters/ Metadata Editors won’t need to manually type in the same thing over and over for each
individual item.
Example of Item Template that was compiled for the Phronimon Collection
(https://www.up.ac.za/dspace/handle/2263/4137) (This is the responsibility of the Collection
cc 2008 University of Pretoria
Compiled by the UP IR Team
Inquiries: ina.smith@up.ac.za 3/6/2016
Administrator, and should be done in collaboration with the Metadata Editor (Cataloguer) for that
specific Collection, and other role players if applicable).
When Submitters starts a new submission, these fields will
be filled out already, since it applies to all items in this
specific Collection.
Guide users
on the
referencing
technique.
Technical metadata
which applies to all
items in this
Collection.
above will display as follows when a Submitter submits an item to the above Collection:
cc 2008 University of Pretoria
Compiled by the UP IR Team
Inquiries: ina.smith@up.ac.za 3/6/2016
The
How to
edit the
Item
Template for a specific Collection in UPSpace
1. This is the responsibility of the Collection Administrator, in collaboration with other role
players.
2. Log in to UPSpace: https://www.up.ac.za/dspace/gap-login.jsp
3. Go to the specific Collection for which you want to add an Item Template.
4. On the Collection home page, click on: Edit
Click on Edit
cc 2008 University of Pretoria
Compiled by the UP IR Team
Inquiries: ina.smith@up.ac.za 3/6/2016
5.
On the next screen, scroll down to:
6.
7.
8.
Click on Edit.
You will now be in the Dublin Core view for that specific Collection.
Start adding pre-filled out fields to be displayed on the Submission form
for a specific Collection:
1. Select the
DC element
and qualifier
each time
9. Add as many fields to your template as required, to make it easier for your
Submitters as well as Metadata Editors.
10. Remember to Update the Item Template when finished.
8 – Administering your IR
What are my responsibilities as IR Manager/ Administrator?
When registered as IR Manager/ Administrator, you will have access to all rights for your IR, including
all rights the Collection Administrator has for a specific Collection. Login to the administrator interface,
provided by the facilitator.
1.
2.
3.
4.
5.
6.
7.
8.
Create new Top Level Communities, Sub-Communities, Collections
Create Groups
Add/ change Collection/ Item Policies (i.e. restrictions)
Search for a specific item within the IR
Delete/ Withdraw an item from the IR
Replace a bitstream (full text file)
Edit the News on your IR Home Page
Abort items from Workflow
cc 2008 University of Pretoria
Compiled by the UP IR Team
Inquiries: ina.smith@up.ac.za 3/6/2016
9 – Searching & Browsing for end-users
1.
Browsing in UPSpace
Browse allows you to go through a list of items in some specified order.
cc 2008 University of Pretoria
Compiled by the UP IR Team
Inquiries: ina.smith@up.ac.za 3/6/2016
Browse by Community & Collection takes you through the communities in alphabetical order
and allows you to see the sub-communities and collections within each community.
Browse by Title allows you to move through an alphabetical list of all titles of items in the IR.
Browse by Author allows you to move through an alphabetical list of all authors of items in the
IR.
Browse by Date allows you to move through a list of all items in the IR according to most recent
issues first, or with oldest issues first.
Browse by Subject allows you to move through a list of keywords & subjects assigned to items
in the IR.
2.
Other options
Help offers help for the end-user and submitter.
About DSpace takes you to information about the DSpace project and its development.
3.
Searching within the IR
3.1
Basic Search
To search all of the IR, use the search box at the top of the navigation bar on the left (or the
search box in the middle of the home page). You don’t need to be logged in to search.
cc 2008 University of Pretoria
Compiled by the UP IR Team
Inquiries: ina.smith@up.ac.za 3/6/2016
To limit your search to a specific community, navigate to Advanced Search, and select the
community from the drop-down list:
Some search hints:
What is searched in the general keyword search (yellow box)
The word(s) you enter in the search box will be searched against the title,
author, subject abstract, series, sponsor and identifier fields of each item's
record.
If your site is enabled for full-text searching, the text you entered will also be
searched against the full text of all archived documents.
What is not searched - Stop Words
The search engine ignores certain words that occur frequently in English, but do
not add value to the search. These are:
"a", "and" , "are" , "as" , "at" , "be" , "but" , "by" , "for" , "if" , "in" , "into",
"is" ,"it" ,"no" , "not" , "of" , "on" , "or" , "such", "the" , "to" , "was"
Truncation
Use an asterisk (*) after a word stem to get all hits having words starting with
that root, for example:
will retrieve selects, selector, selectman,
selecting.
Stemming
The search engine automatically expands words with common endings to
include plurals, past tenses ...etc.
Phrase Searching
To search using multiple words as a phrase, put quotation marks (") around the
phrase.
cc 2008 University of Pretoria
Compiled by the UP IR Team
Inquiries: ina.smith@up.ac.za 3/6/2016
Exact word match
Put a plus (+) sign before a word if it MUST appear in the search result. For
instance, in the following search the word "training" is optional, but the word
"dog" must be in the result.
Eliminate items with unwanted words
Put a minus (-) sign before a word if it should not appear in the search results.
Alternatively, you can use NOT. This can limit your search to eliminate
unwanted hits. For instance, in the search
or
you will get items containing the word "training", except those that also contain
the word "cat".
Boolean searching
The following Boolean operators can be used to combine terms. Note that they
must be CAPITALIZED !
AND - to limit searches to find items containing all words or phrases combined
with this operator, e.g.
will retrieve all items that contain BOTH
the words "cats" and "dogs".
OR - to enlarge searches to find items containing any of the words or phrases
surrounding this operator
will retrieve all items that contain EITHER
the words "cats" or "dogs".
NOT - to exclude items containing the word following this operator, e.g.
will retrieve all items that contain the
word "training" EXCEPT those also containing the word "cat".
Parentheses can be used in the search query to group search terms into sets,
and operators can then be applied to the whole set, e.g.
3.2
Advanced Search
The advanced search page allows you to specify the fields you wish to search, and to combine
these searches with the Boolean "and", "or" or "not".
cc 2008 University of Pretoria
Compiled by the UP IR Team
Inquiries: ina.smith@up.ac.za 3/6/2016
You can restrict your search to a community by clicking on the arrow to the right of the top box. If
you want your search to encompass all of the IR, leave that box in the default position.
Then select the field to search in the left hand column and enter the word or phrase you are
searching in the right hand column. You can select the Boolean operator to combine searches
by clicking on the arrow to the right of the "AND" box.
Note: You must use the input boxes in order. If you leave the first one blank your search
will not work.
cc 2008 University of Pretoria
Compiled by the UP IR Team
Inquiries: ina.smith@up.ac.za 3/6/2016
Part 8: Introduction to Metadata
cc 2008 University of Pretoria
Compiled by the UP IR Team
Inquiries: ina.smith@up.ac.za 3/6/2016
Part 9: Example Evaluation Instrument & Report
cc 2008 University of Pretoria
Compiled by the UP IR Team
Inquiries: ina.smith@up.ac.za 3/6/2016
Part 10: Example IR Policy
cc 2008 University of Pretoria
Compiled by the UP IR Team
Inquiries: ina.smith@up.ac.za 3/6/2016
University of Pretoria
Digital Institutional Research Repository
UPSpace User Policy Document
Working Paper
University of Pretoria
Pretoria
0001
http://www.dspace.up.ac.za
Tel.: +27 12 420 3082
Fax: +27 12 362 5100
E-mail: upspace@up.ac.za
cc 2008 University of Pretoria
Compiled by the UP IR Team
Inquiries: ina.smith@up.ac.za 3/6/2016
Table of Contents
1.
About UPSpace
3
2.
UPSpace Policy Advisory Group (incl. IR Steering Committee)
3
3.
UPSpace User Group
4
4.
Open Access Approach at UP Libraries
4
5.
Submission Policy
5
6.
Policy on Communities within UPSpace
7
7.
Responsibilities & Services: Dept. of Library Services, Library Information Systems &
Technology & Dept. of IT
10
8.
Rights of the Dept. of Library Services
10
9.
Responsibilities of the University of Pretoria
10
10.
Responsibilities of the Unit for Information Systems & Technology
11
11.
Licensing, Copyright, Privacy and Intellectual Property
11
12.
Services offered through UPSpace
13
13.
Preservation Policy & Support
13
14.
Withdrawal policy
16
15.
Workflow Policy
16
16.
Persistent Identifiers in UPSpace
19
17.
Metadata Standards
19
18.
Provenance data tracked by UPSpace
20
19.
Authentication in UPSpace
20
20.
Service Level Agreements
20
21.
Communication
20
22.
UPSpace Wishlist
21
Bibliography
cc 2008 University of Pretoria
Compiled by the UP IR Team
Inquiries: ina.smith@up.ac.za 3/6/2016
1.
About UPSpace
UPSpace is a university-based institutional repository which offers a set of services to the members
of the UP Community*, for the management and dissemination of digital academic/research materials
(excluding work of administrative or commercial nature) donated to or created by the institution and
its community members. The set of services includes the collection, storage and preservation in
digital format, and retrieval of items submitted to UPSpace. “It is most essentially an organisational
commitment to the stewardship of these digital research materials, including long-term preservation
where appropriate, as well as organisation and access or distribution” (Lynch 2003).
The UPSpace interface provides for easy decentralised self-archiving by faculty, and organizes the
documents in logical, easily retrievable fashion.
The repository uses DSpaceTM software, developed at MIT with support from Hewlett Packard, which
complies with the Open Archives Initiative (OAI); thus allowing articles to be easily discovered by web
search engines, services and indexing tools.
Each item in the repository is assigned a unique persistent identifier, using the CNRI Handle System.
The identifiers are resolvable in perpetuity, and will remain valid even if content migrates to a new
system. This allows documents in the repository to be properly and effectively cited in other research.
* The UP Community refers to:



Present and future staff members of the Department of Library Services, University of
Pretoria;
Past, present and future academic staff at the University of Pretoria;
Focus areas, faculties, centers, institutes and research divisions at UP.
2.
UPSpace Policy Advisory Group (incl. IR Steering Committee)
2.1
Focus of the UPSpace Policy Advisory Group
It will be the responsibility of the UPSpace Policy Advisory Group to determine the service’s policies
on content submission and distribution, privacy and licensing issues, and other service guidelines.
The Policy Advisory Group’s role will be ongoing; issues will be revisited on a regular basis and as
new issues arise. The Policy Advisory Group’s decisions will have important implications for how the
UPSpace service fits into the Department of Library Service’s overall mission and the University of
Pretoria’s mission and goals.
2.2
Role of the UPSpace Policy Advisory Group
The UPSpace Policy Advisory Group will make decisions related to UPSpace services, standards,
and functionality. When the group’s decisions have significant financial, service, or public relations
impact, the issues will be referred to the Department of Library Services Management Team, made
up of senior library administrators, for endorsement.
2.3
Makeup of the UPSpace Policy Advisory Group
This team includes the following individuals:
cc 2008 University of Pretoria
Compiled by the UP IR Team
Inquiries: ina.smith@up.ac.za 3/6/2016
Mrs Ina Smith (IR Manager & Chair)
Dr Heila Pienaar (Deputy Director, Dept. of Library Services)
Prof Theo Bothma (Faculty: Engineering, Built Environment & Information Technology)
Prof Hennie Stander (Faculty: Theology)
Mrs Elna Randall (Faculty Library Manager: Engineering, Built Environment & Information Technology
& Natural and Agricultural Sciences)
Mrs Erica van der Westhuizen (Faculty Library Manager: Veterinary Science)
Mrs Ria Groenewald (Digitization Coordinator)
Mr Johann van Wyk (Faculty Library Manager: Education)
Mrs Hilda Kriel (Deputy Director, Dept. of Library Services)
Mr Gerard de Kamper (Curator: UP Museums)
2.4
Meetings
This group will meet at least twice per annum. Notes of these meetings will be made available to all
relevant parties via the dspace@kendy.up.ac.za mailing list.
3.
UPSpace User Group
3.1
Focus of the UPSpace User Group
It will be the responsibility of the UPSpace User Group to discuss issues on operational level, and to
see to the implementation of policy decisions taken by the UPSpace Policy Advisory Group.
The UPSpace User Group’s role will be ongoing; issues will be revisited on a regular basis and as
new issues arise.
3.2
Makeup of the UPSpace User Group
This team includes the following individuals:
IR Manager
IR IT Support Manager
Digitization Specialist
Metadata Specialist
Open Access Specialist
Copyright Officer
Special Collections Representative
Representatives (Information Specialists) from Faculty Libraries – give feedback to team
3.3
Meetings
This group will meet every three months. Notes of these meetings will be made available to all
relevant parties via the dspace@kendy.up.ac.za mailing list.
4.
Open Access Approach at UP Libraries
Research is not always accessible to all, and often only to the benefit of those who can afford to
subscribe to very expensive databases. The Department of Library Services supports open access to
cc 2008 University of Pretoria
Compiled by the UP IR Team
Inquiries: ina.smith@up.ac.za 3/6/2016
all research conducted by members of the UP community, provided that patents, copyright and
intellectual property rights issues are taken into account, and the laws that govern these issues are
adhered to. Through making UP research output freely available for all to access and use, we would
like to help increase the usage, impact and citation rate of research conducted by our members, as
well as the visibility of the University of Pretoria on international level. This can in turn impact on the
NRF-rating and H-index of individual researchers, and the listing of the University of Pretoria on the
Shanghai University List.
Currently there are two currents in the Open Access movement:
•
•
OA self-archiving in institutional repositories (“green” road to OA)
OA publishing (“gold” road to OA – see e.g. DOAJ)
In addition to archive their research output within the institutional repository, researchers are
encouraged to publish in journals supporting the gold road.
5.
Submission Policy
5.1
Persons allowed to submit content to UPSpace
Any UP staff member or research member of the UP Community may submit items to the repository
once the necessary rights have been assigned to that individual by the Collection Administrator of a
specific Collection. Permission to submit items to a specific Collection will have to be granted to that
member by the administrator of a Collection, in order for him/her to be able to upload items.
Applications must be send directly to the e-mail address of the Collection Administrator, provided on
the Collection Homepage.
5.2
Content to be submitted to UPSpace
Content of the following nature will be allowed for submission to UPSpace:
1. The work must be produced, submitted or sponsored by the UP Community.
2. The work must be scholarly or research oriented.
3. The work must not be ephemeral.
4. The work must be in digital form.
5. The work should be complete and ready for "publication".
6. The author/owner should be willing and able to grant the University of Pretoria the right to preserve
and distribute the work via UPSpace.
7. If the work is part of a series, other works in that series should also be contributed so that
UPSpace can offer as full a set as possible.
8. The motivation for submitting an item to UPSpace should be to ensure long-term preservation of
the work. Work of temporary value will not be allowed.
9. Work that has been donated to the University of Pretoria.
10. Copyright for all items and files (bitstreams) submitted to UPSpace must have been cleared in
advance and where necessary, and a note has to be added to each individual item on submission to
UPSpace.
11. File names for files (bitstreams) should adhere to the file naming structure decided upon by the
Collection Administrator, as specified in the Collection policy.
5.3
Content not to be submitted to UPSpace
The following material/ content will not be allowed to be submitted into UPSpace:
cc 2008 University of Pretoria
Compiled by the UP IR Team
Inquiries: ina.smith@up.ac.za 3/6/2016





Material which is of controversial nature.
Material which contains content of discriminatory nature.
Administrative material.
Commercial material.
Material without the relevant full text attached.
Content submitted to UPSpace have to comply with the South African Bill of Human Rights.
5.4
Digital formats accepted by UPSpace
At the University of Pretoria all manner of digital formats aimed at supporting research activities will
be allowed for submission.
Some examples of items that can be accommodated through UPSpace are:







Documents (e.g. articles, pre-prints, post-prints, working papers, technical reports,
conference papers, speeches, newspaper clippings, manuscripts)
E-resources e.g. E-books
Data sets
Computer programs
Visualizations, simulations, and other models
Multimedia publications
Theses and dissertations
The following will, for now, not be accommodated through UPSpace:


5.5
Temporary Learning Objects (Use clickUP/ Blackboard)
Full text digital articles and digital images of temporary nature, e.g. reserved material (Use
Millennium)
Required fields for a Submission
The Qualified Dublin Core Schema (http://dublincore.org/ ), consisting of 15 elements and the
qualifiers for each, is used to collect metadata from an item (resource). Reasons for collecting
metadata:



To aid in the retrieval process
As a surrogate for the item (for instance, metadata harvesting by another system)
For use in later products (for instance, a bibliography in a particular discipline)
Listed below are the 15 Qualified Dublin Core fields. Mandatory fields are indicated where applicable.
Metadata
Element
Element Description
Policy
Creator
Main author. An entity primarily responsible for
making the content of the resource e.g. a
person, an organization or a service.
Mandatory (Unknown if not
available)
Contributor
An entity responsible for making contributions to Not required
the content of the resource.
Coverage
The extent or scope of the content of the
Not required
resource. Spatial/temporal characteristics of the
cc 2008 University of Pretoria
Compiled by the UP IR Team
Inquiries: ina.smith@up.ac.za 3/6/2016
intellectual content of a resource.
Date
A date of an event in the lifecycle of the
resource, associated with the creation,
availability or lifecycle of the resource.
System supplied if not provided
by user
Description
An account of the content and provenance of
Encouraged
the resource, e.g. an abstract, table of contents,
origin. All available information on the item not
provided for elsewhere.
Format
The physical or digital manifestation of the
resource.
System supplied
Identifier
An unambiguous reference to the resource
within a given context.
System supplied
Language
A language of the intellectual content of the
resource.
Mandatory (pull-down menu,
including "non-text")
Publisher
An entity responsible for making the resource
Not required
available, responsible for publication, distribution
or imprint.
Relation
A reference to a related resource.
Required if available
Rights
Information about rights held in and over the
resource.
Mandatory (indicate if no rights
apply)
Source
A reference to a resource from which the
present resource is derived.
Not required
Subject
(unqualified)
The topic of the content of the resource. Free
language terms.
Mandatory
Title
(unqualified)
A name given to the resource. The title will be
the name by which the resource is formally
known.
Mandatory
Type
The nature or genre of the content of the
resource.
Mandatory
For a detailed explanation and policy on how to apply the 15 metadata fields within UPSpace, please
refer to the Metadata Policy Working Paper available at http://www.dspace.up.ac.za/metadata.pdf
Each Community is allowed to have a Community-specific submission user interface, associated with
the specific Collections within that Community as specified. Mandatory fields are indicated on the
Collection-specific user interfaces.
5.6
Submission of revised versions
The repository will treat any revised versions and the first draft as separate records. Every update
that is to be archived will need to be submitted separately. A request for the withdrawal of previous
submissions may be sent to upspace@up.ac.za. All requests will be archived within the “UPSpace
Provenance” Collection.
6.
Policy on Collections within UPSpace
6.1 Defining a Collection in UPSpace
cc 2008 University of Pretoria
Compiled by the UP IR Team
Inquiries: ina.smith@up.ac.za 3/6/2016
Items in the repository are organized according to Collections. A UPSpace "Collection" can be
described as an academic unit that produces research, has a defined leader, has long-term
stability, and can assume responsibility for setting Collection policies. Each Collection must be
able to assign a coordinator (administrator) who can work with the UPSpace Platform Manager.
Groups wishing to establish a UPSpace Collection that do not fall into this definition will be
considered on a case-by-case basis. Individuals may not submit items without belonging to an
established Collection in UPSpace because they do not constitute a unit.
A Top-level Community will only be created once the need therefore is expressed, and once
items become available for submission to Collection/s within that Top-level Community.
Communities which contain Collections without any content will be removed from the system by
the UPSpace Platform Manager. To register a Community or Collection, the Collection
Administrator must complete the necessary online form available at
https://www.up.ac.za/dspace/application .The Collection Administrator will then be contacted by
the UPSpace Platform Manager.
Workflow for registering a UPSpace Top-level Community/Sub-Community/Collection
Collection
Administrator
Online
Application
UPSpace Platform
Manager
Rejected
Accepted
The policy document compiled by a Collection will represent a formal agreement with the Department
of Library Services or University of Pretoria, with regard to the fair use of UPSpace.
The information model that will be applied at the University of Pretoria is structured as follows:
Top-level Community (Faculty/School)
Sub-Community (Department/s)
Collections (Research Articles, Focus Areas, Conference Papers &
cc 2008 University of Pretoria
Compiled by the UP IR Team
Inquiries: ina.smith@up.ac.za 3/6/2016
Presentations, Conference Proceedings, Chapters from Books, Media & Communication,
Working Papers, Open Lectures, Conferences, etc.)
6.2
Responsibilities of a UPSpace Collection Administrator
At the University of Pretoria, a UPSpace Collection Administrator agrees to:



















Arrange for submission and description of content (negotiate for assistance).
Decide on policy regarding content to be submitted (within UPSpace policy & guidelines).
Make decisions about Community and Collection definitions and Collection membership, in
collaboration with the UPSpace Manager.
Notify UPSpace of organisational changes affecting submissions.
Understand and observe university policies relevant to UPSpace, and educate community
submitters regarding these policies.
Monitor and arrange for copyright clearance. openUP Office takes responsibility for clearing
copyright of research articles.
Decide upon a submission workflow for each Collection, in collaboration with the UPSpace
Manager and the dept.
Decide upon a submission user interface for each Collection, in collaboration with the
UPSpace Manager and the dept.
Administer submitters within a Collection (register & modify submitters).
Update information on submitters where necessary.
Withdraw items when required – forward requests to UPSpace Manager.
Promote UPSpace amongst potential UPSpace users.
Coordinate and monitor overall workflow within Collection.
Communicate important information on the Collection Homepage.
Edit items where required; modify metadata at any stage in line with Metadata Working
Paper.
Map items from other Collections into Collection.
Back-up for roles within workflow.
Create Item Templates in collaboration with Metadata Editor.
Frequently communicate information re research available on UPSpace to the relevant
department.
Responsibility: Members of the UP Community – preferably an Information Specialist
6.3
Rights retained by a UPSpace Collection Administrator
At the University of Pretoria a UPSpace Collection Administrator retains the right to:





6.4
Decide who may submit content within the Collection
Limit access to content at the item level either to the University of Pretoria only or to specific
individuals or groups. Forward requests to the UPSpace Manager.
Receive a copy of submitted content upon request (Subscribe to a Collection).
Remove items and Collections (as outlined in the "Withdrawal Policy"). Forward requests to
the UPSpace Manager.
Customise interfaces to Collection content
Personal Researcher Collections on UPSpace
Only created for UP NRF A-rated researchers on request. Researchers are encouraged to have
researcher web pages created on the UP web, from where they can link to searches (“Automated
Search Linking”) within UPSpace, grouping their research together. See
http://www.nrf.ac.za/evaluation/Content/Facts/Ratings.aspx for NRF rating of researchers.
cc 2008 University of Pretoria
Compiled by the UP IR Team
Inquiries: ina.smith@up.ac.za 3/6/2016
7. Responsibilities and Services offered by the Department of Library
Services, Library Information Systems & Technology and Dept. of
Information Technology
At the University of Pretoria, the Department of Library Services in collaboration with Library
Information Systems & Technology and the Dept. of Information Technology will take
responsibility for the following:









8.
Retain and maintain content submitted to UPSpace.
Distribute content according to Collection decisions.
Preserve content using accepted preservation techniques.
Notify Collections of significant changes to content, e.g. format migration.
Submission service: Submitters may contact upspace@up.ac.za to receive help or to inquire
about the services offered regarding UPSpace.
Repository service: The University of Pretoria (Dept. of IT in collaboration with the Dept. of
Library Services) will provide permanent storage, including appropriate back-up and recovery
procedures.
Access service: Maintain an appropriate interface to browse, search, view and download
material from the repository, in line with the policy of the University of Pretoria.
System management: The Dept. of IT in collaboration with the Dept. of Library Services will
maintain, administer, upgrade and enhance the system and will enhance metadata records
providing for better retrieval. When a new version of Dspace becomes available, the system
will be migrated to the most recent version.
Code developed and owned by the Dept. of Library Services will be donated to the DSpace
Community.
Rights of the Department of Library Services
The Dept. of Library Services/UPSpace retains the right to:










9.
Redistribute or amend metadata for items in UPSpace.
De-accession items or Collections under certain circumstances - as outlined in the
"Withdrawal Policy".
Refuse items or collections not within the scope of UPSpace as defined by the content that
will be accepted in UPSpace.
Renegotiate terms of original agreement with Collections.
Perform appraisal for long-term archiving when Collections cease to exist or within thirty
years of the creation of a Collection.
Move Collections to reflect current agreement between UPSpace and Communities.
Migrate items for preservation purposes or at the Department of Library Service’s discretion.
Map/link between Communities/Collections/Items to guide the user.
Set quotas (size of files, number of items) to determine what constitutes fair use.
Charge a fee for activities requiring extensive centralised support from UPSpace (for
example, for a large amount of de-accesssioning).
Responsibilities of the University of Pretoria
At the University of Pretoria, the university is expected to:



Be actively committed to the preservation of research material through UPSpace.
Provide support with regard to hardware, manpower, funding.
Set policy at University level regarding issues that affect UPspace, e.g. copyright rules, image
requirements, etc.
cc 2008 University of Pretoria
Compiled by the UP IR Team
Inquiries: ina.smith@up.ac.za 3/6/2016

10.
Support functions mandated by existing policies.
Responsibilities of the Library Information Systems & Technology
The Library Unit Information Systems & Technology provides software support with regard to
UPSpace, which include the following (See Service Level Agreement Unit Information Systems &
Technology):



Software installation and upgrading
Projects: Roll-out of Software, Networking and Hardware
Supplement or augment in-house technical skills, network administration, project
management
Their mission are amongst others to “Interpret the strategic plan of UP and the Library in order to
ensure that the necessary IT Infrastructure and programs are available in time to realize the
strategies”.
11.
Licensing, Copyright, Privacy and Intellectual Property Issues
11.1
UPSpace Distribution License
When submitting an item to UPSpace, the submitter, author/s or copyright owner/s grants nonexclusive distribution rights to the University of Pretoria. This non-exclusive distribution rights in no
way prevents an author/s or copyright owner/s from publishing the work in a research journal or
distributing it in any other fashion. The author/s or copyright owner/s retains full copyright of the work.
It is the responsibility of the submitters to gain copyright clearance where necessary, and to
familiarize themselves with the self-archiving policies of the various publishers, nationally and
internationally.
When submitting items to UPSpace, please make sure that you adhere to copyright requirements.
Ask permission before you archive material on UPSpace, and submit the letter of consent to the
UPSpace Letters of Consent Collection (https://www.up.ac.za/dspace/handle/2263/1149) on
UPSpace. Use the "Rights" field to refer to the permission that was obtained.
Copyright of Research articles: Policies of many publishers of research articles can be found in the
Romeo Project available at http://www.sherpa.ac.uk/romeo.php. If the publisher’s policy is not
available on this database, publishers are contacted directly to obtain permission. The letter of
consent/ no consent is then archived within the UPSpace Letters of Consent Collection. Publishers
are also encouraged to make their policies on self-archiving within institutional repositories available
on SHERPA RoMEO. See http://www.sherpa.ac.uk/romeoupdate.php
Where embargoes apply to articles, these articles are submitted and access to the full text is
restricted on bitstream level for the duration of the embargo. A note is added to the <rights> field. This
is done via communication between the Collection Administrator and the IR Manager. Once the
embargo expires, the Collection Administrator notifies the IR Manager, who will in turn remove any
restrictions to the bitstream.
cc 2008 University of Pretoria
Compiled by the UP IR Team
Inquiries: ina.smith@up.ac.za 3/6/2016
Access to the UPSpace Letters of Consent Collection is restricted, since permission policies within
this collection only applies to permission granted to the University of Pretoria. Apply to be registered
as a Submitter with upspace@up.ac.za .
Copyright of UP Theses & dissertations: It is compulsory for all UP students to submit electronic copies of
their theses or dissertations to an online repository (see General Regulation G57.4(i) - page 19). UP holds the
copyright for theses and dissertations produced by its members during enrolment at the University of Pretoria.
The University of Pretoria uses the following license agreement in UPSpace:
Non-Exclusive Distribution License
In order for UPSpace to reproduce, translate and distribute your submission worldwide your
agreement to the following terms is necessary.
By submitting this license, you (the submitter, author or copyright owner) grant to the University of
Pretoria the non-exclusive right to reproduce, translate (as defined below), and/or distribute your
submission (including the abstract) worldwide in print and electronic format and in any medium,
including but not limited to audio or video.
You agree that the University of Pretoria may, without changing the content, translate the submission
to any medium or format for the purpose of preservation.
You also agree that the University of Pretoria may keep more than one copy of this submission for
purposes of security, back-up and preservation.
You represent that the submission is your original work, and that you have the right to grant the rights
contained in this license. You also represent that your submission does not, to the best of your
knowledge, infringe upon anyone's copyright.
If the submission contains material for which you do not hold copyright, you represent that you have
obtained the unrestricted permission of the copyright owner to grant the University of Pretoria the
rights required by this license, and that such third-party owned material is clearly identified and
acknowledged within the text or content of the submission.
IF THE SUBMISSION IS BASED UPON WORK THAT HAS BEEN SPONSORED OR SUPPORTED
BY AN AGENCY OR ORGANIZATION OTHER THAN THE UNIVERSITY OF PRETORIA, YOU
REPRESENT THAT YOU HAVE FULFILLED ANY RIGHT OF REVIEW OR OTHER OBLIGATIONS
REQUIRED BY SUCH CONTRACT OR AGREEMENT.
The University of Pretoria will clearly identify your name(s) as the submitter, author(s) or owner(s) of
the submission, and will not make any alteration, other than as allowed by this license, to your
submission.
All items in the UPSpace collection are subject to the SA Copyright Act No. 98 of 1978 (as amended)
available at http://www.buys.co.za/publications/cyberlaw/CopyrightAct.htm
11.2
UPSpace Privacy Policy
The UPSpace Privacy Policy at the University of Pretoria states that the university is committed to
preserving privacy. The personal information the University of Pretoria receives through UPSpace is
used solely for purposes of the functioning of the system, and for the specific research purposes as
described in the policy document.
This system collects personal information from:
1. Users involved in the submission of UPSpace content and metadata
2. Users who subscribe to the UPSpace alerting service
Personal information collected by UPSpace will not be used for any commercial or philanthropic
purpose not directly connected with or approved by the University of Pretoria.
cc 2008 University of Pretoria
Compiled by the UP IR Team
Inquiries: ina.smith@up.ac.za 3/6/2016
We do not disclose information about your individual visits to our site, or personal information that you
provide us, such as your name, address, email address, telephone number, etc. to any outside
parties except when we believe, in good faith (i) that the law requires it, or (ii) that disclosure is
necessary to protect the rights and property of UPSpace users.
12.
Services offered through UPSpace
The UPSpace Service will offer a set of core services, available at no charge to Community members
and consumers of UPSpace content. Services will be reviewed over time.
UP Space Core Services are comprised of two distinct but interconnected service elements,
Interactive Services and Operations Services. UPSpace Interactive Services offer a fully functional
system that allows UPSpace Community members and consumers of UPSpace content to
accomplish all tasks necessary to submit and access items in UPSpace, as applicable. Additionally,
the Dept. of Library Services in collaboration with the Dept. of IT, University of Pretoria provides
Operations Services to host and preserve faculty materials, establish and deliver ongoing support for
UPSpace Communities, respond to customer inquiries, and supply system monitoring, back up, and
recovery.
13.
Preservation Policy & Support
13.1
File formats
The University of Pretoria implementation of DSpace/UPSpace attempts to support as many file
formats as possible.
UPSpace identifies two levels of digital preservation: bit preservation, and functional preservation.
Bit preservation ensures that a file remains exactly the same over time and not a single bit is
changed while the physical media evolve around it.
Functional preservation: the file does change over time so that the material continues to be
immediately usable in the same way it was originally while the digital formats (and the physical
media) evolve over time. Some file formats can be functionally preserved using straightforward format
migration (e.g. TIFF images or XML documents). Other formats are proprietary, or for other reasons
are much harder to preserve functionally.
At the University of Pretoria, for the time being, we acknowledge the fact that the formats in which
faculty create their research material are not something we can predict or control. Faculties use the
tools that are best for their purposes, and we will get whatever formats those tools produce. Because
of this UPSpace defines three levels of preservation for a given format: supported, known, or
unsupported.



Supported: The format will be fully supported and preserved using either format migration or
emulation techniques.
Known: The format can be recognised by UPSpace, but full support cannot be guaranteed.
Unsupported: The format cannot be recognised by UPSpace; these will be listed as
"application/octet-stream", aka Unknown.
cc 2008 University of Pretoria
Compiled by the UP IR Team
Inquiries: ina.smith@up.ac.za 3/6/2016
When a file is uploaded to UPSpace, it will be assigned to one of those three categories. For all three
levels bit-level preservation will be done so that digital archaeologists of the future will have the raw
material to work with if the material proves to be worth that effort.
For the full text of text items to be fully searchable in UPSpace, these items must be made available
on UPSpace in any of the following formats:
Adobe PDF (only if text-based or OCRed) - without any securities added
Microsoft Word
Plain Text
HTML
13.2
Description Metadata (Administrative, Technical, Preservation)
For preservation purposes - in other words, so that we will still be able to access files submitted to
UPSpace in a 100 years time - it is very important to give a description of how the file was created in
the "Description" field of the submission form, the origin of the file etc. Also use this field to describe
the dimensions of the object, how it was digitized, etc. This kind of information will help information
architects of the future to migrate obsolete files to updated versions, so that it will still be accessible
long after our time. Any info the submitter can offer, will be of value in such a case. Also see the
guidelines in the UPSpace Quick Guide: http://www.dspace.up.ac.za/quickguide.pdf (Updated on 17
March 2008)
Example 1:
https://www.up.ac.za/dspace/handle/2263/2273
Description: Black/white wash painting technique. Original canvas size: (w)24.5 x (h)25.0 cm. Original
scanned size in pixels: 6312 x 7872 pixels (800 dpi). Final size in pixels: 550 x 436 (150 dpi).
Estimate download time: 37 sec @ 28.8 kbps.
Example 2:
https://www.up.ac.za/dspace/handle/2263/5220
Description: This paper was transferred from the original CD ROM created for this conference. The
material on the CD ROM was published using Adobe Acrobat technology. The original CD ROM was
produced by Document Transformation Technologies Postal Address: PO Box 560 Irene 0062 South
Africa. Tel.: +27 12 667 2074 Fax: +27 12 667 2766 E-mail: doctech@doctech.co.za URL:
http://www.doctech.co.za
13.3
Checksums
For each item submitted to UPSpace a checksum is generated. This checksum is used to verify the
integrity of a full text file over time. Therefore replacement of bitstreams will be restricted as far as
possible.
To summarise - UP's policy for file formats is:





Everything put in UPSpace will be retrievable.
As many files formats as possible will be recognised.
As many known file formats as possible will be supported through UPSpace.
Formats and techniques will be continuously monitored to ensure needs can be
accommodated as they arise.
The size of a bitstream allowed for submission is currently unlimited, but this will be revised
over time.
cc 2008 University of Pretoria
Compiled by the UP IR Team
Inquiries: ina.smith@up.ac.za 3/6/2016

All files need to be submitted in at least pdf format (open standard, recommended for
preservation purposes), and then any additional format. For media files:
Below a list of various file formats in UPSpace:
MIME type
Description
Extensions
Level
Application/marc
MARC
marc, mrc
supported
Application/mathematica
Mathematica
ma
known
Application/msword
Microsoft
Word
doc
known
Application/octet-stream
Unknown
(anything not
listed)
unsupported
Application/pdf
Adobe PDF
pdf
supported
Application/postscript
Postscript
ps, eps, ai
supported
Application/sgml
SGML
sgm, sgml
known
Application/vnd.ms-excel
Microsoft
Excel
xls
known
Application/vnd.ms-powerpint
Microsoft
Powerpoint
ppt
known
Application/vnd.ms-project
Microsoft
Project
mpp, mpx,
mpd
known
Application/vnd.visio
Microsoft Visio vsd
known
Application/wordperfect5.1
WordPerfect
wpd
known
Application/x-dvi
TeXdvi
dvi
known
Application/x-filemaker
FMP3
fm
known
Application/x-latex
LateX
latex
known
Application/x-photoshop
Photoshop
psd, pdd
known
Application/x-tex
TeX
tex
known
audio/x-aiff
AIFF
aiff, aif, aifc
supported
audio/basic
audio/basic
au, snd
known
audio/x-mpeg
MPEG Audio
mpa, abs,
mpeg
known
audio/x-pn-realaudio
RealAudio
Ra, ram
known
audio/x-wav
WAV
wav
known
image/gif
GIF
gif
supported
image/jpeg
JPEG
jpeg, jpg
supported
image/png
PNG
png
supported
image/tiff
TIFF
tiff, tif
supported
image/x-ms-bmp
BMP
bmp
known
image/x-photo-cd
Photo CD
pcd
known
text/html
HTML
html, htm
supported
text/plain
Text
txt
supported
text/richtext
Rich Text
rtf
supported
cc 2008 University of Pretoria
Compiled by the UP IR Team
Inquiries: ina.smith@up.ac.za 3/6/2016
Format
text/xml
XML
xml
supported
video/mpeg
MPEG
mpeg, mpg,
mpe
known
video/quicktime
Video
Quicktime
mov, qt
known
14.
Withdrawal Policy
It is foreseen that sometimes it may be necessary to remove items from the repository. Under some
circumstances items will be removed from view (withdrawn), but to avoid loss of the historical record,
all such transactions will be traced in the form of a note in the <description.provenance> field of the
Dublin Core record. The content of the note should be one of the following:
" removed from view at request of the author"
" removed from view at the library's discretion"
" removed from view at UP's discretion"
" removed from view by legal order"
Since any repository item that has existed at some time may have been cited, we will always supply a
“tombstone” when the item is requested, which will provide a withdrawal statement in place of the link
to the object. The metadata should be visible, but not searchable. These items will be made
unavailable for metadata harvesting.
Items to be finally deleted (expunged) from the system will be considered on a case-by-case basis.
15.
Workflow Policy
The University of Pretoria recognizes that Communities (schools/faculties) have very different ideas
as to how material should be submitted to UPSpace, by whom, and with what restrictions. The
following are issues that should be addressed by the Community representatives (administrators),
working together with the UPSpace Platform Manager, and are then modeled in a workflow for each
collection to enforce their decisions.






15.1
Who can deposit items?
What type of items will they deposit?
Who else needs to review, enhance, or approve the submission?
To what collections can they deposit material?
Who can see the items once deposited?
What metadata fields should be included on the Submission User Interface for specific
Collections? Will it be the default DSpace Submission user interface, or a customised
interface for that specific Collection?
UPSpace Roles
The system has the notion of e-people who have roles in the workflow of a particular Community in
the context of a given collection. Individuals from the Community are automatically registered with
cc 2008 University of Pretoria
Compiled by the UP IR Team
Inquiries: ina.smith@up.ac.za 3/6/2016
UPSpace via the UP Portal (after authentication against the LDAP Server), then manually assigned to
appropriate roles.
There are three possible roles in UPSpace as part of the workflow process: submitter, reviewer, and
metadata editor. An e-mail message is sent to each person at the appropriate step in the workflow,
with authorizations set up in advance for each role. We are committed towards processing items
within a period of six working days. UPSpace responsibilities are formally part of the
role descriptions of all Cataloguers (Metadata Editors) and Information Specialists (Collection
Administrators) at UP libraries.
Submitter permissions - Can edit metadata for own submission
- Can upload files for own submission
- Cannot do anything once item is submitted
Reviewer permissions
(optional)
- Can review content of all files submitted to collection
- Can edit baseline metadata of all items
- Can accept or reject all submissions to collection
- Can send a message explaining decision
- Rejection will stop submission. Possible reasons: duplicates, item
does not adhere to UPSpace policy/ collection policy, incorrect
version of file/ file naming, formatting incorrect, etc.
- Acceptance will let submission go to next step
- Can edit metadata of all submissions to collection
(Cannot change files)
Metadata Editor
permissions
(optional)
- Can edit metadata of all submissions to collection
- Add LCSH to each item submitted
- Submission automatically becomes part of DSpace after this step
- (Any approval would have happened before)
Collection
Administrator
permissions
- Primary responsibility to communicate to departments
- Identify opportunities
- Monitor activities within Collections
- Create Item Template in collaboration with Metadata Editor
- Update Collection Home Page
cc 2008 University of Pretoria
Compiled by the UP IR Team
Inquiries: ina.smith@up.ac.za 3/6/2016
15.2
Workflow
Below a demonstration of the UPSpace automated workflow:
Copyright
clearance
Research articles: openUP
All other: UP Copyright Officer
Digital format
Prepare document & digitize if not born digital
Submitter
submits
Information Specialists/ Research Assistants/ Researchers/Other
Reject if it doesn’t adhere to policy
Reviewer
Collection Administrator/ Subject Expert
Metadata Editor
Library Cataloguer
Available on UPSpace
UPSpace Manager = Ina Smith; Collection Manager = Faculty Library Manager; Collection Administrator = Information Specialist
Digitization & Metadata Specialists play an advisory role in Digitization & Metadata Editing processes
cc 2008 University of Pretoria
Compiled by the UP IR Team
Inquiries: ina.smith@up.ac.za 3/6/2016
16.
Persistent Identifiers in UPSpace
UPSpace uses the Handle System from CNRI to assign and resolve persistent identifiers for
each and every digital item. Handles are URN-compliant identifiers, and the Handle resolver
is an open-source system which is used in conjunction with the DSpace (UPSpace) system.
Handles in DSpace are currently implemented as URLs, but can also be modified to work with
future protocols. Additional development work would be required to adopt some other form of
persistent identifiers.
When citing items within the repository, end-users are required to use the persistent URL as
indicated on the Item Display of each item.
17.
Metadata Standards
Submitters can access UPSpace via the UP Portal, metadata can be entered into UPSpace,
stored in the database, indexed appropriately, and made searchable through the public
UPSpace UI. At the present time, this applies mainly to descriptive metadata, although as
standards emerge it could also include technical, rights, preservation, structural and
behavioral metadata.
Currently DSpace supports only the Dublin Core metadata element set.
UPSpace has been registered with OAISTER (http://oaister.umdl.umich.edu/o/oaister/ ), a
metadata harvester harvesting the digital resources of an institution like the University of
Pretoria. Through OAISTER freely available, previously difficult-to-access, academicallyoriented digital resources that are easily searchable by anyone will be made available to the
rest of the world.
Metadata from items are also retrievable via Google and GoogleScholar, and the repository
has been registered with the following:
Institutional Archive Registry
DSpace
Open Archives Institute
openDOAR
ROAR
Scirus
Wikipedia
UP Dept of Research
UP Library Catalogue
A Metadata Specialist has been assigned. This person has the responsibility to monitor the
overall quality of metadata within UPSpace, and plays and advisory role with regard to
metadata decisions. The Metadata Specialist has rights to editing the metadata of any item
within the repository.
LCSH’s are assigned to each item within the repository. Rationale for assigning LCSH’s: For
retrieval purposes it is very important to group material that belongs together by assigning
responding keywords or subjects. This is even more important within a digital environment.
The reason being that one should be able to create a hyperlink to a search result in UPSpace,
based on certain search criteria.
cc 2008 University of Pretoria
Compiled by the UP IR Team
Inquiries: ina.smith@up.ac.za 3/6/2016
18.
Provenance data tracked by UPSpace
The following data is tracked by the system:



19.
Creation of item, collection, or community
Changes re accessibility, format, organizational (per item, per collection and per
community)
Withdrawal of item, collection, or community
Authentication in UPSpace
Browsing and downloading items from UPSpace is open to the WWW Community, unless
access to an individual Community, Collection or Item is restricted to registered users only.
Restriction to a specific Community/Collection will be indicated on the home page of that
specific Collection/Community, and to a file (bitstream) in the Description metadata field.
The University of Pretoria uses the following user authentication rules in order for users to be
able to submit items to UPSpace:



Access is gained via the UP Portal, using the personnel no. (Username) and e-mail
password (Password) aka as the e-mail username and password.
E-persons are authenticated against the LDAP Server of the University of Pretoria,
against the e-mail registered for that person on the LDAP Server.
Non-UP people will have to apply for permission to submit.
Passwords can be edited at http://mx1.up.ac.za. Remember to frequently change your
password for security purposes. Inquiries: IT Help +27 12 420 3082
20.
Service Level Agreements re System Availability & System
Backup
The backup of the UPSpace System is the responsibility of the Dept. of IT, University of
Pretoria. Back-up’s of the UPSpace system (all data, incl. the databasis, bitstreams and
metadata) are done on and off campus.
Master copies of archival material (i.e. unique material after being digitized) are stored on the
Archival Server, in tiff format.
Details of the UPSpace Production Server:
w3.up.ac.za (Sun): Dual Intel(R) Xeon(TM) CPU 3.20GHz, 4GB Memory
The software, metadata, and bitstreams are stored across 3 file systems on this serverSize:
405G.
21.
Communication
ePersons and other UPSpace members are encouraged to make use of the internal UPSpace
mailing list: dspace@kendy.up.ac.za
cc 2008 University of Pretoria
Compiled by the UP IR Team
Inquiries: ina.smith@up.ac.za 3/6/2016
Ground rules for this mailing list
1.
2.
3.
4.
5.
6.
Mail to the group should be of broad interest to the group as a whole.
Please be conscientious of the volume of mail posted. Send personal mail directly to the
person concerned.
No flaming! Any messages of complaint about another subscriber should be sent directly to
that person or to the list administrator: ina.smith@up.ac.za .
The writings and opinions posted to the mailing list are strictly the opinions of the writer and do
not contain any endorsements or guarantees of any kind, unless otherwise noted.
Postings that could be construed as defamatory, libelous, or offensive to individuals,
organizations, or institutions should not be posted to this list.
Membership on this list constitutes an undertaking to abide by these ground rules and to be
considerate of other members when posting mail to the list.
Owner & Administrator: IR Manager
For direct e-mail communication:
All UPSpace Inquiries/ Requests
Ina Smith
upspace@up.ac.za or ina.smith@up.ac.za
Tel.: 012 420 3082
Metadata Inquiries
Amelia Breytenbach
amelia.breytenbach@up.ac.za
Tel.: 012 529 8391
Digitization Inquiries
Ria Groenewald
ria.groenewald@up.ac.za
Tel.: 012 420 3792
Copyright Inquiries (incl. Copyright Clearance)
Copyright Officer (For all material, except journal articles)
Jacob Mothutsi
jacob.mothutsti@up.ac.za
Tel.: 012 420 5452
Journal Articles
Elsabé Olivier
elsabe.olivier@up.ac.za
Tel.: 012 420 3719
22.
UPSpace Wishlist
Requests for improvement/changes re UPSpace can be posted to the following wishlist. URL:
http://upspacewishlist.wikispaces.com/
cc 2008 University of Pretoria
Compiled by the UP IR Team
Inquiries: ina.smith@up.ac.za 3/6/2016
Bibliography
DSpace Policy Planning. Retrieved April 22, 2005, from
http://dspace.org/implement/policy-planning.html
Lynch, C.A. (2003, February). Institutional repositories: essential infrastructure for
scholarship in the digital age. ARL, 226. Retrieved April 22, 2005, from
http://www.arl.org/newsltr/226/ir.html
cc 2008 University of Pretoria
Compiled by the UP IR Team
Inquiries: ina.smith@up.ac.za 3/6/2016
Part 11: Example Training Material
cc 2008 University of Pretoria
Compiled by the UP IR Team
Inquiries: ina.smith@up.ac.za 3/6/2016
Part 12: Example Marketing Material
cc 2008 University of Pretoria
Compiled by the UP IR Team
Inquiries: ina.smith@up.ac.za 3/6/2016
Part 13: Giving exposure to your IR & content on the IR
cc 2008 University of Pretoria
Compiled by the UP IR Team
Inquiries: ina.smith@up.ac.za 3/6/2016