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Michelle Flinchbaugh

Michelle Flinchbaugh

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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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  • Non-pdf appendices and other files not meeting above criteria--Convert them to the most appropriate file format given here: Non-Proprietary File Formats (if not already in one of these formats). If it can't be satisfactorily converted to one of those file formats, leave it in the format that it's in. Put these in a supplement folder in your pdf folder.

  • Open each PDF. Effective 9/7/22 CVs no longer have to be deleted.IF there is personal information such as phone numbers or addresses included in the CV, delete it. Otherwise, leave it in the document. Some files will have missing thesis or dissertation. Handle these as follows:
    Missing Documents There are two reasons a thesis or dissertation may be missing. The document may be embargoed, or the document may have not been FTP'ed because it's a large file that couldn't be sent via the Proquest administration page, so was sent to Proquest on disk. To determine which case this is, take a look at the metadata and the DISS_submission publishing_option tag. This is usually the first field in the metadata. In that tag, there is a an embargo code set with a numeric embargo code:
    "0" - No embargo
    "1" - 6 month embargo
    "2" - 1 year embargo
    "3" - 2 year embargo
    "4" - Until specified date
    If the code is 0, we should have the file, and can obtain it by downloading from the ContentDM Administrator Resources & Guidelines page at http://www.etdadmin.com/cgi-bin/main/resources?siteId=75. Click on Dissertations & Theses @ University of Maryland, Baltimore County and search for the missing document. When you find it, download it and process as usual.
    If the code is 1-4, the document is embargoed and we won't receive the document until the embargo period has passed.
    At the end of the metadata file there is a DISS_sales_restriction code," and the date in that tag indicates when the embargo will expire and when we should receive that file. Note the file name along with the date the embargo will expire in the embargo list at the end of this procedure so that we can ensure that we receive the file when the time comes. When you process the metadata for embargoed documents in Excel, insert a note into the metadata for the document stating: "At the author's request, this dissertation isn't being made available at this time." The metadata is then uploaded as usual along with the title page. The metadata will be revised to remove this note when we receive the full file.

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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  • 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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