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1. When you receive notices from Proquest, first insure that they were able to successfully transfer all of the files. If some transfers fail, they'll likely try again the next day. Wait until you have all the files before beginning work on a set. Be sure to keep track of what you have already loaded what you haven't loaded. You can enter the date range last done here to do that: 9/5/09-9/11/09.
2. If haven't already done so, give Lindsey copies of everything from your PDF and XML folders for the ContentDM backup. Then delete any old content from your ETD folder.
3. Use Filezilla to FTP the new thesis and dissertations from Proquest. Open Filezilla. Enter the Proquest FTP IP, 130.85.192.108, into the host field. Enter the username, proquest, into the name field. Enter the password into the password field. Push Enter. The last line of the top box on the screen should say "Directory Listing Successful" and the lower left-hand portion of the screen should be populated with files on the Proquest server. The left side of the screen shows your computer--find the ETD folder on your hard drive. Use the date to identify the new files that we need to obtain. Highlight all of the files we need by holding down the shift key while clicking the first and last files you want highlighted. Drag them to your ETD folder. The progress of file transfer will show on the bottom of the screen. Wait while all files transfer (you can minimize and do something else).
4. Verify that you have all of the files that have been sent by checking the number of files against the number of files the e-mail notices said were successfully downloaded. Add the number of successful downloads. Highlight all the ETD files, right click, and select properties. The number of files stated in the notices should match the total here.
5. Use 7-Zip to extract the zip files. Open 7-Zip. Highlight all of the zip files by holding the the shift key by clicking the first and last files you want highlighted. Click extract. The destination for the extract opens to C:\ETD\NEW*\. Delete the *\ so that the files all go into the main ETD folder. Click ok.
6. Use Windows Explorer to sort the files and move the to the appropriate sub-folder. Open Windows Explorer and find the ETD folder. Sort by file type. Highlight all of the PDF files by holding down the shift key while clicking the first and last files you want highlighted. Drag them to the PDF subfolder and drop them there. Highlight all of the XML files by holding down the shift key while clicking the first and last files you want highlighted. Drag them to the XML subfolder and drop them there.
7. Check for anything unexpected left over. ETD's with supplemental material may unzip into folders or into additional zip files. These will be exceptions that will have to be handled separately. Give these files, and their associated PDF's and XML files, and any other problem files you might find later in the process, to the Acquisitions Librarian to handle until documented procedures are established for them, by putting them in the "Problems for Michelle" folder in i:/acq/ETDs/. Send Michelle an e-mail to let her know they're there. If files don't fit on the i:, instead put them on a flash drive and give it to Michelle.
8. Open each PDF and delete everything in front of the abstract using the Delete Pages command in the Document menu (Find the last page before the abstract and note the page number. "Click Document" then "Delete Page." Input the page range you need to delete then click "ok" and then "yes.") Save the edited file with the same filename over-writing the original file. Some files will contain just the title page. These are documents with embargos. See procedure for these below.
9. Open the Excel Metadata Template spreadsheet and insure that you're on the ContentDM worksheet. Then run the macro "Delete_Everything" by using CTRL-X. IMPORTANT: This Macro will delete everything on whatever worksheet you happen to be on, so be absolutely certain you're in the right place before running it.
10. Go to the Proquest worksheet and import each XML file. To import, click "Developer" then "Import" then find and select there file. After each import, run the "Mover" macro to move each metadata record into the ContentDM worksheet by using CTRL-M.
11. Insure that you have a metadata record for each PDF before proceeding. If not, you missed something or did something twice and need to figure out what you did and fix it.
12. Run the macro "ReFormatter" macro by using CTRL-R.
13. Check all fields that require checking against the XML files. A metadata map showing how each ContentDM field corresponds to the Proquest XML data is attached. Correct or report any problems. Details:

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