Required for this procedure:

• Notices from Proquest that files are available.
• Filezilla.
• Proquest FTP login info.
• ETD Directory on hard drive with pdf and xml subdirectories.
• 7-Zip.
• Adobe Acrobat Standard. Modify Acrobat settings: When you're in Acrobat, go to edit, then preferences. Click on "Documents" in the left-hand column. In the main part of the pop-up, under PDF/A view mode, use the drop-down to select "never."
• Computer configured to open XML files with WordPad (Right click an XML file and select "Open with" and then "Chose Program." Select WordPad, then click "Always use the selected program to open this kind of file.").
• Editix XML Editor.
• XSL file for reformatting the XML files, ETDConversionForDspace.xsl (attached here).
• Microsoft Excel with the Developer tab enabled and macros enabled (Left click on the windows symbol and select "Excel Options." On the popular tab, check "Show developer tab in the Ribbon." Go to the Trust Center Tab. Click "Trust Center Settings." Click "Enable all Macros.").
• Excel Template, ETDtempDspace.xlsm, (attached here).
• SAF Builder program (downloaded from Github and installed by LITS) and Java JDK, GIT, and Maven. Oracle VM Virtual Box for running it on Linux, and directory that can be accessed both for Linux and windows. Instructions for installation here: STEPS_rev1.docx. Use the command git clone https://github.com/DSpace-Labs/SAFBuilder to install it.
• Collection File program (attached here in a zip file–unzip it and put it in your ETD directory) and Python to run it. It can also be run on the staff eLumin desktop, this procedure includes that method..
• For converting video files to mp4's: Avidemux.

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For other problems with the files Proquest FTP's to us, ask Michelle to call Proquest technical support at 877-408-5027 or 800-889-3358 (or email at tsupport@proquest.com or
http://support.proquest.com/ ) to find a solution.

Adding Supplements to the metadata in Excel and Moving them to the PDF Directory

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• Find it's line on the spreadsheet (they are in alphabetical order, but if you don't see it, search for both the author and part of the title). If you can't find it on the spreadsheet, move it to the "not in this set" folder.  
• Check the title and remember the first couple of Words
• Open the publication form. If the publication form file doesn't contain a publication form, or is blank, delete it.
• Ensure that the publication form has the correct title. Remember if there's an embargo.
• Do Save as...
• Replace everything between the author's name and .pdf with Open. eg.:

• Copy the file name and paste into the license column in the spreadsheet, ensuring that you're on the correct row.
Copy and paste
• For limited access items, Copy and paste everything in the Filename column into the
Open Access or
• Limited access
columns
• column as appropriate.

• If there's an embargo still in effect, the title, author, and the date the embargo expires to the embargo list.
• Close the license and delete the file without the Open or Lim in it.

Completing the Licenses

Saving the Excel file as a .csv file: 

• Delete all of the rows where extra data was filled in.
• Check departments to ensure they're all in the correct form for the collection program.
Change the labels in row 1 as follows:Column B:
• For the open access items, sort by the limited access items so that they're altogether, then copy and paste everything in the file names column into the Open access column.

• Change the header on the filenames column, which should now be blank, to dcterms.accessRights

• Change the header of the open access column to filename__permissions:-r'Anonymous'__primary:true

Column C: filename

• Change the header of the limited access column to filename__permissions:-r'ScholarWorksUMBCIP'__primary:true

Column D : filename
• Change the header of the license column to filename__bundle:LICENSE__permissions:-r'Anonymous
'Sort
• In the dcterms.accessRights column, for all
items without a license. Move their filenames to the UMBCIP column.
• For open access, add the Access Rights field states: "Distribution Rights granted to UMBC by the author."
For closed access, add the Access Rights field states: "Access limited to the UMBC community. Item may possibly be obtained via
• limited access items, fill in "Access limited to the UMBC community. Item may possibly be obtained via Interlibrary Loan through a local library, pending author/copyright holder's permission." For all open access items, fill in "
• Delete column A
Make sure all rights fields have the header dcterms.accessRights 
• Distribution Rights granted to UMBC by the author."

Saving the Excel file as a .csv file: 

• Delete all of the rows where extra data was filled in.
• Check departments to ensure they're all in the correct form for the collection program.

• Save your sheet2 (you must be on it) as a .csv file. While on the "save as" screen, change the character encoding to UTF8  by using the tools drop-down, selecting web options, then encoding, and UTF8.

• Note the dates in the Excel file. Close the csv in Excel, and open it with notepad. Use find and replace to change them to the YEAR-MO-DA format. Save and close.

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• Check that all departments are in the collection builder file. Sort and scan.
• Check the rights field labels to ensure they are  dcterms.accessRights 
• Check the author field label
• Check that dates are in the year-mo-da format. After this step is done, do NOT open in Excel but import selecting "delimited" as type and "comma" as the delimiter. When you get to step 3, make sure ALL the columns with dates are set to TEXT.

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