The DSpace 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.

E-Person is the designated term for an authenticated user in DSpace. Prior to this authentication, the physical person needs to register as an E-Person with his name and email address, or this E-Person needs to be created by an administrator.

An administrator can manage group-membership for the different E-People. These groups are used to manage rights and roles of these E-People.

The word(s) you enter in the search box will be searched against all 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. For more information on full-text searching please contact your DSpace Administrator.

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"

Use an asterisk (*) after a word stem to get all hits having words starting with that root, for example:

select*

will retrieve selects, selector, selection, selecting.

The search engine automatically expands words with common endings to include plurals, past tenses, etc.

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

Put NOT before a word if it should not appear in the search results. This can limit your search to eliminate unwanted hits. For instance, in the search

training NOT cat

you will get items containing the word "training", except those that also contain the word "cat".

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.

training NOT cat

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)

The Update Profile page features 3 different dialogs

• Identity to manage and change your personal details
• Subscriptions to manage your collection subscriptions for daily email alerts
• Security to change your password

The submissions screen keeps track of all the submissions you are involved in as a submitter. It can show three different lists of submissions:

• Workflow tasks submissions (generally by others) that require your review (only relevant if you were appointed these tasks)
• Unfinished Submissions are saved submissions that you started at some point, but were not finished and fully submitted yet. Click them to continue the submission process.
• Submissions being reviewed are your submissions that require attention from an administrator, prior to becoming available in the collection you submitted it to.

When starting the submission process for a new item, your first task will be to choose the destination collection. Although you can only select one designated collection, you can contact an administrator to map your submission to additional collections, so that it appears in multiple collections.

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

Click on the arrow at the right of the drop-down box to see a list of Collections. Move your mouse to the collection into which you wish to add your submission and click.

Click on the "next" button to proceed.

At the top of the submission pages you will find a progress bar with 7 oval buttons representing each step in the submission process. As you move through the process these ovals 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.

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 "Submissions" page3 that you have a submission in process. If somehow you accidentally exit from the submit process, you can always resume from your "Submissions" page. You can also cancel your submission at any point.

If you check any of the boxes on this page, you will be presented with a modified input form tailored to capture extra information. Otherwise you will get the "regular" input form.

Multiple Titles - Sometimes an item has more than one title, perhaps an abbreviation, acronym, or a title in another language. If this is the case, and you want this information captured, click in the "yes" box.

Published - New items that have NOT been previously published or distributed will be assigned an issue date by the system upon DSpace distribution. If you are entering older items that have already been distributed or published, click in the "yes" box. You will receive a form prompting you for several pieces of information relating to publication.

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

The following two pages show you all of the relevant metadata fields for your submission. Most of the fields are optional. To discover which ones are mandatory, you can press “Next” to go to the next page. When mandatory fields are not filled out, they will be highlighted in red.

Fields for which multiple occurrences are allowed, such as Authors or Conference, are enhanced with an “Add” button on the right. When you want to fill out an additional author, first provide the details of the first author and press “Add”. This will store the name of the first author and clear the text fields so you can provide the name of the second author. In order to remove provided information, check the box next to one of the provided values and press “Remove Selected”.

Some fields are controlled by a specific vocabulary, such as the Conference and Corporate Author fields. A controlled vocabulary is a set of terms which form a dictionary of descriptions of particular types of content or subject matter. These are maintained by standards bodies in order to standardise the way that similar materials are categorised in archives.

Accurately categorising material using a controlled vocabulary increases the likelihood that relevant results will be returned to users when searching individual or multiple archives.

To enter a controlled vocabulary term in the form, select "Lookup" from underneath the input field. This will open a window containing the available vocabularies. You may filter the vocabulary lists as described above in order to find the terms most relevant to your submission. Once you have found the term that you wish to enter, simply click on it, and it will be automatically entered into the submission form and the popup window will close. You may add as many subject category terms as you like into the form. Use "Add More" on the right to generate more input boxes.

Filtering the category list will remove from the list any terms which do not match the filter. The remaining terms are any category or sub category which contains the filter term anywhere in the hierarchy. Expanding each category will show you which terms (or sub terms) did match the filter.

For these fields, you are required to select the appropriate value through the Lookup link and dialog. To select the appropriate value, click the subject category in the offered listing.

After completing the metadata description of your item, you can attach one or multiple files corresponding with the provided metadata description. 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.

Along with your File, you can provide a File Description. These file descriptions are particularly useful when you are uploading multiple files for one item. 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".

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".

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.

If you're uploading more than one file, click on the "Upload file & add another" button . When you are satisfied that all files for this item have been successfully uploaded, click on the "Next" button.

If you're uploading an HTML page with embedded files, click on the "Add Another File" button, and upload all files or bitstreams referenced in the html page. After all the are uploaded, in the column marked "Primary Bitstream", select the bitstream or file that is the index page or the top page for the web page. This will ensure that all of your embedded files will display properly on the HTML page. Then click on the "Next" button.

DSpace 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-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 reports.

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 lower left in each of the boxes, or use the oval buttons in the progress bar at the top of the page to move around the submission pages. Each of the boxes corresponds with one step in the submission process. Note that the very first property, the collection in which you are submitting your item can not be altered, although an administrator can change this for you after your submission was entered into the repository.

When you are satisfied that the submission is in order, click on the "Next" button to continue.

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

The repository requires agreement to this non-exclusive distribution license before your submission can be finalized. Please read the license carefully. If you have any questions, please contact an administrator.

Now that your submission has been successfully entered into the repository, it will go through the workflow process designated for the collection to which you are submitting. Some collections may 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 “Submissions” page under “My Account”.