...
- Open the license file in Acrobat and look at it.
- Find the document in the metadata file, ensuring that both the full author name and title match.
- If no entry matches, put the license file in the "not in this load" folder.
- If "I authorize immediate access..." or "I request that UMBC embargo.." are checked, the license is authorizing open access. In the matching metadata file entry, move the file names from column A to the Open column. If there is an embargo, determine if it's expired or still active. If still active, record the title, author, issue date, and embargo expiration date on the embargo list.
- If " I do not authorize.." is check, access will be limited to the UMBC campus. In the matching metadata file entry, move the file names from column A to the Limited column.
- If no choice was made, or the license wasn't signed, access will be limited to the UMBC campus. In the matching metadata file entry, move the file names from column A to the Limited column.
- In the matching metadata file entry, in license column, column D, enter a file name for the license loosely using the following naming conventions. Note that typos or shortened versions are ok, but each file must have a unique name. The Open.pdf and Lim.pdf must be accurately entered, as later a program will run and make changes based on them.
- Open: Author's last name, first initial, First word of the title (omitting articles)_Open.pdf (e,g, JonesRFindingOpen,pdf),
- Closed: Author's last name, first initial, first word of the title (omitting articles)_Lim.pdf (JonesR_Finding_Lim.pdf).
- Re-name the license file: Copy the license name that you just entered into column D. In Acrobat, do a "Save As," and rename the pdf file, pasting the file name that you entered in column D into the spreadsheet. Save these into the same directory that contains the PDF's with the actual ETDs.
- Ensure that the file you just saved under the authors last name matches the Sharp file that you are working on. Then delete the Sharp file.
- Repeat for each file.
...