DSPACE HELP

Help Contents:

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Browse
Search
Advanced Search
Subject Category Search
Communities
Collections
Sign on to DSpace@Cambridge
Submit
File Formats
Persistent URLs
My DSpace
Setting up RSS feeds
 

DSpace@Cambridge captures, distributes and preserves digital research products. Here you can find articles, working papers, preprints, technical reports, images, audio visual material, conference papers and data sets in various digital formats. Content grows daily as new communities and collections are added to DSpace@Cambridge.

These pages are basic help pages for the use of the DSpace@Cambridge interface. Please find more information on all aspects of the DSpace@Cambridge service at the service's support pages.

The DSpace@Cambridge content is organized around Communities which can correspond to administrative entities such as schools, departments, labs and research centers. Within each community there can be an unlimited number subcommunities and an unlimited number of collections. Each collection may contain an unlimited number of items.

BROWSE top

Browse allows you to go through a list of items in some specified order:

Browse by Community/Collection takes you through the communities in alphabetical order and allows you to see the subcommunities and collections within each community.

Browse by Title allows you to move through an alphabetical list of all titles of items in DSpace@Cambridge.

Browse by Author allows you to move through an alphabetical list of all authors of items in DSpace@Cambridge.

Browse by Subject allows you to move through an alphabetical list of subjects assigned to items in DSpace@Cambridge.

Browse by Date allows you to move through a list of all items in DSpace@Cambridge in reverse chronological order.

Browse by Type allows you to move through a list of types of items stored in DSpace@Cambridge.

Nota bene: please note that DSpace@Cambridge indexes small letters and capital letters separately. Therefore you might find two entries in the browse list (Table, table). Clicking on either entry will retrieve the identical list of hits.

 

SEARCH top

To search all of DSpace@Cambridge, use the search box at the top right corner of the home page.

Search Box

To limit your search to a specific community or collection, navigate to that community or collection and use the search bar on that page.

Search Box

Alternatively you can use the Advanced search and select the community from the drop down list.

DSpace@Cambridge uses the Jakarta Lucene search engine. Here are some search hints:

What is searched in the general keyword search
The word(s) you enter in the search box will be searched against the title, author and creator, subject abstract, series, sponsor, type, coverage and identifier fields of each item's record.

Searches are not case sensitive. Searches for "engine" and "Engine" will retrieve the same hits.

Truncation and stemming
Please note that the search engine uses stemming which means that you will get a match for all words with the same stem. You will not be able to search for an exact match of a complete word but for the stem of the word. For example, when searching for "selection" you will find "selected" and "selecting". If you wish to search for a particular stem please use the asterisk (*) after a word stem to get all hits having words starting with that root.

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"

Phrase Searching
To search using multiple words as a phrase, put quotation marks (") around the phrase.

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. Please note that the search engine will always use stemming.

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 "training-cat" or "training NOT cat" 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.

"cats AND dogs" 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

"cats OR dogs" will retrieve all items that contain EITHER the words "cats" or "dogs".

NOT - to exclude items containing the word following this operator, e.g.

"cats NOT dogs" 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.

"(cats OR dogs) AND (training OR discipline)"

ADVANCED SEARCH top

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".

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 DSpace@Cambridge, 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.

SUBJECT CATEGORY SEARCH top

The subject category search allows you to search by subject. DSpace@Cambridge does not use controlled vocabulary but indexes the subject terms of submitted items.

COMMUNITIES top

The DSpace@Cambridge content is organized around Communities in DSpace@Cambridge generally correspond to administrative entities such as departments and research centers. Within each community there can be an unlimited number subcommunities and an unlimited number of collections. Each collection may contain an unlimited number of items. This organization gives DSpace@Cambridge the flexibility to accommodate differing needs of communities by allowing them to

  • Decide on policies such as:
    - - who contributes content
    - - whether there will be a review process
    - - who will have access
  • Determine workflow - reviewing, editing, metadata
  • Manage collections

Each community has its own entry page displaying information, news and links reflecting the interests of that community, as well as a descriptive list of collections within the community.

If you are interested in using any of these workflow options, please get in touch with the DSpace@Cambridge team.

COLLECTIONS top

Communities can maintain an unlimited number of collections in DSpace@Cambridge. Collections can be organized around a topic, or by type of information (such as working papers or datasets) or by any other sorting method a community finds useful in organizing its digital items. Collections can have different policies and workflows.

Each DSpace@Cambridge collection has its own entry page displaying information, news and links reflecting the interests of users of that collection.

SIGN ON TO DSPACE top

When you access an area of DSpace@Cambridge that requires authorization, the system will require you to log in. All users can register to become subscribers. Some restricted functions, such as content submission, require authorization from the community

Before you log in for the first time, you will need to click on "register with DSpace@Cambridge" and follow the instructions. Please use your Cambridge University email address since the system authenticates via the Raven service. Type your password exactly as you entered it originally. It is case sensitive.

Before you will be able to submit the DSpace@Cambridge team will need to assign you to a community or create an appropriate community for you. Please get in touch with the DSpace@Cambridge team and tell us which community and collection you wish to submit to.

My DSpace is a personal page that is maintained for each member. This page can contain a list of items that are in the submission process for a particular member, or a task list of items that need attention such as editing, reviewing, or checking.

SUBMIT top

Submit is the DSpace@Cambridge function that enables users to add an item to DSpace@Cambridge. The process of submission includes filling out information about the item on a metadata form and uploading the file(s) comprising the digital item.

Nota bene: For large amounts of data we offer batch upload services. Please find more details on our support pages or get in touch to find out how this works.

Stopping during the Submission Process:

At any point in the submission process you can stop and save your work for a later date by clicking on the "cancel/save" button at the bottom of the page. The data you have already entered will be stored until you come back to the submission, and you will be reminded on your "My DSpace" page that you have a submission in process. If somehow you accidentally exit from the submit process, you can always resume from your "My DSpace" page. You can also cancel your submission at any point.

Choose Collection

Progress Bar - Buttons at Top of Page:

At the top of the submit pages you will find 7 buttons representing each step in the submission process. As you move through the process these buttons will change color. Once you have started you can also use these buttons to move back and forth within the submission process by clicking on them. You will not lose data by moving back and forth.

Progress Bar

Select Collection:

Click the box adjacent to the collection you wish to submit to.

(If you are denied permission to submit to the collection you choose, please contact your DSpace@Cambridge Administrator for more information.)

You must be authorized by a community to submit items to a collection. If you would like to submit an item to DSpace@Cambridge, but don't see an appropriate community, please contact your DSpace@Cambridge Administrator to find out how you can get your community set up in DSpace@Cambridge.

Click on the "next" button to proceed, or "cancel/save" button to stop and save or cancel your submission.

SUBMIT: Describe Your Item - Page 1 top of submit top

Select the main type of your item from the list. Your selection will determine the input fields and supporting blurbs throughout the submission process. If your item contains different file types (e.g. an audio file, an image and a presentation), please continue your submission as normal and subsequently email your DSpace@Cambridge Administrator requesting to add further type descriptions to the record.

Click on the "next" button to proceed, or "cancel/save" button to stop and save or cancel your submission.

SUBMIT: Describe Your Item - Page 2 and 3 top of submit top

The information you fill in on these two screens will form the metadata record that will enable users to retrieve your item using search engines. The richer the metadata, the more "findable" your item will be, so please take the time to fill in as many fields as are applicable to your item. Please note that we have detailed guidance on metadata for each type of material (thesis, manuscripts, video, images etc). Please get in touch with the DSpace@Cambridge team to find out more. We also offer hands-on training.

Click on the "next" button to proceed, or "cancel/save" button to stop and save or cancel your submission.

SUBMIT: Upload a File top of submit top

There are two methods of entering the name of the file you wish to upload:

  1. Type the full path and file name into the input box and then click on the "next" button in the lower right hand corner of the screen.

  2. Click on the "browse" button and a window showing your files will appear. You can navigate through your directories and folders until you find the correct file to upload. Double-click on the file name you wish to upload, and the name will be entered into the input box.

If you wish to upload more than one file, please click the "Add Another File" button at the centre bottom of the page.

When you are satisfied that all files for this item have been successfully uploaded, click on the "Next" button.

File Description

If you uploaded more than one file, you will see an input box marked "File Description". The information you provide here will help users to understand what information is in each file, for instance, "main article" or "images" or "computer program" or "data set". Enter file descriptions for each item, and click on the "next" button to proceed.

SUBMIT: File Formats top of submit top

To properly archive and give access to a file, we need to know what format it is, for example "PDF", "HTML", or "Microsoft Word". If the system does not automatically recognize the format of the file you have uploaded, you will be asked to describe it. If the format of the file appears in the list offered, click on it and then on "Submit". If you can't see the format in the list, click on "format not in list" and describe the format in the text box lower down on the page. Be sure to give the name of the application you used to create the file and the version of that application, for example "Autodesk AutoCAD R20 for UNIX".

For more information about file formats, see DSpace@Cambridge Supported Formats.

Uploaded File

After you have uploaded a file, check the information in the table to make sure it is correct. There are two further ways to verify that your files have been uploaded correctly:

  • Click on the filename. This will download the file in a new browser window, so that you can check the contents.
  • Compare the file checksum displayed here with the checksum you calculate.

When you are happy that the file has been uploaded correctly click the "Next" button.

Checksums

DSpace@Cambridge generates an MD5 checksum for every file it stores; we use this checksum internally to verify the integrity of files over time (a file's checksum shouldn't change). You can use this checksum to be sure what we've received is indeed the file you've uploaded.

If you wish to verify the file using checksums, click "Show checksums" on the "Uploaded File" page. The DSpace@Cambridge-generated MD5 checksum for every file we've received from you will show to the right of the filename. You will then need to use a local program to generate your own checksum for these files, and verify that your results match ours. On most UNIX-like systems (including Mac OS X), use md5sum. For instance, type "md5sum MYFILE" for every file you want to check; the summary should print on your screen. For Windows machines, MD5 tools are freely available: try md5 (from http://www.fourmilab.ch/md5/), or md5sum, available via the textutils package in Cygwin (http://www.cygwin.com/). All of these utilities will need to be run from a command-line, or terminal, window. The entire digest printed out when you run the md5 tool on your local copy of the file you're uploading should be exactly equal to what DSpace@Cambridge reports.

SUBMIT: Verify Submission top of submit top

This page lets you review the information you have entered to describe the item. To correct or edit information, click on the corresponding button on the right, or use the buttons in the progress bar at the top of the page to move around the submission pages. When you are satisfied that the submission is in order, click on the "Next" button to continue.

Click on the "Cancel/Save" button to stop and save your data, or to cancel your submission.

SUBMIT: License top of submit top

DSpace@Cambridge requires agreement to this non-exclusive distribution license before your item can appear on DSpace@Cambridge. Please read the license carefully. If you have any questions, please contact the DSpace@Cambridge tema. You can also read DSpace@Cambridge's submission policy.

SUBMIT: Submission Complete top of submit top

Now that your submission has been successfully entered into the DSpace@Cambridge system, it will go through the workflow process designated for the collection to which you are submitting. Some collections require the submission to go through editing or review steps, while others may immediately accept the submission. You will receive e-mail notification as soon as your item has become a part of the collection, or if for some reason there is a problem with your submission. If you have questions about the workflow procedures for a particular collection, please contact the community responsible for the collection directly. You can check on the status of your submission by going to the My DSpace page.

Once the submission becomes visible on the DSpace@Cambridge website, please do not forget to verify that all files (bitstreams) are displaying as expected.

Persistent URLs top

When your item becomes a part of the DSpace@Cambridge repository it is assigned a persistent URL. This means that, unlike most URLs, this identifier will not have to be changed when the system migrates to new hardware, or when changes are made to the system. DSpace@Cambridge is committed to maintaining the integrity of this identifier so that you can safely use it to refer to your item when citing it in publications or other communications.

MY DSPACE top

If you are an authorized DSpace@Cambridge submitter, or if you are a staff member responsible for DSpace@Cambridge collection or metadata maintenance, you will have a My DSpace page. Here you will find:

  • a list of your in-progress submissions - from this list you can resume the submission process where you left off, or you can remove the submission and cancel the item.
  • a list of the submissions which you are supervising or collaborating on
  • a list of submissions that are awaiting your action (if you have a collection workflow role).
  • a link to a list of items that you have submitted and that have already been accepted into DSpace@Cambridge.
Setting up RSS feeds top

Users can subscribe to RSS feeds to be informed about new items added to any collection or community. Users may subscribe to as many collections as they wish. To set up an RSS feed

  • go to the collection or community page you wish to be informed about.
  • click on the RSS icon on the right hand side menu icon-rss
  • click "Subscribe to this feed" on the page that opens and follow the instructions

FOR FURTHER ASSISTANCE...

 top

For help with using DSpace@Cambridge and questions about your specific site, please contact the DSpace@Cambridge team.

For general information and news about DSpace@Cambridge, visit the DSpace@Cambridge Website.

Contents | Browse | Search | Communities | Collections | Submit | File Formats | My DSpace | Setting up RSS feeds