Instructions for Uploading/Updating Finding Aids Using DOC (Digital Object Catalog Management System)

11/13/2006

Table of Contents

• Login (or Register)
• Create a New Finding Aid
• Upload a New Finding Aid
• Update a Finding Aid

Login (or Register)

Go to http://dspace.wrlc.org/doc/mydspace.

The first time you login, you will need to register by clicking the link on the top ("Click here to register"). You must provide your e-mail address, then click on the "Register" button.

Create a New Finding Aid

The WRLC's online EAD form is temporarily unavailable until February 2007. You can create new finding aids using your local system. If this is the first time you create new finding aids, you MUST contact Allison Zhang (zhang@wrlc.org) for detailed information and to get a template.

Upload a New Finding Aid

Once you have created a finding aid in your local system, you can upload the file to DOC.

There are two ways to get to the "Upload a new finding aid EAD XML file" page:

I. Through Collections

1. Click the Collections link on the left menu.
2. Select your finding aids collection, for example, "CUA Finding Aids".
3. Click "Create a New Record for This Collection".

II. Through DOC DCMS (Dublin Core Metadata System)

1. Click the DOC DCMS link on the left menu.
2. From"Select a collection" drop-down list, select your finding aid collection, for example, "CUA Finding Aids".
3. Click "New Record" button.

One the "Upload a new finding aid EAD XML file" page, before uploading a finding aid EAD file, you must make sure your file name has no spaces or odd punctuation.

1. Click"Browse" button to select the finding aid file in your local folder and then click "Upload File".
2. A small window opens with a message "Transfer Complete". Click "Close" to close the window.
3. At this point, you can view this file in display format (HTML) by clicking the "View HTML version" button. If you need to make changes, you can retrieve this file by right-clicking the "Retrieve" this finding aid EAD file and selecting "Save Target As..." to save/dowload the file in your local folder and then make changes in your system.
4. If everything is fine with the file, click "Submit to DOC" to finish the submission. You will see a "SUBMISSION PACKAGE ACCEPTED' message.
   

Update a Finding Aid

Since the WRLC online EAD form is not available for editing, you need to edit your EAD XML file in your local system or using a text editor. Then you upload the updated file to replace the existing file.

There are two ways to replace an existing file.

I. Through Collections

1. Select Collections on the left menu.
2. Select your finding aid collection.
3. Click Titles to browse titles or click a letter to jump to the title. You can also search for a file or browse by other options.
4. Select the finding aid you want to update.
5. On both Brief Record and Detailed Record page, you will see a "Edit record" button. Click this button. You will see metadata of this finding aid. Make sure this is the file you want to update.
6. Scroll-down to the bottom until you see "Upload a finding aid EAD file to replace ....xml". Click on the Browse button to locate your revised file. Then click Upload File.
7. A small window opens with a message "Transfer Complete". Click "Close" to close the window.
8. Click "Submit to DOC" to finish the submission. You will see a "SUBMISSION PACKAGE ACCEPTED' message.

II. Through DOC DCMS

1. Select DOC DCMS on left menu.
2. Select your finding aid collection from drop-down list.
3. Click DOC Records button. You will see a list of finding aids.
4. Find the finidng aid you want to update, and click "EDIT" link by the title. You will see metadata of this finding aid. Make sure this is the file you want to replace.
5. Scroll-down to the bottom until you see "Upload a finding aid EAD file to replace ....xml". Click the Browse button to locate your revised file. Then click Upload File.
6. A small window opens with a message "Transfer Complete". Click "Close" to close the window.
7. Click "Submit to DOC" to finish the submission. You will see a "SUBMISSION PACKAGE ACCEPTED' message.