Procedure for ETD Transfer, Conversion, and Load into CONTENTdm

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• Check for anything unexpectedly left over. ETD's with extra files will unzip into folders or into additional zip files. These will require some initial manipulation to prepare them. Take a look at the extra files and handle each case as appropriate as follows:
  Approval sheets--These are forms that the adviser signs approving the thesis or dissertation. These are extraneous extra files that should simply be deleted. Move the pdf and xml files to your usual directories and process as usual.
  Other data that is usually included in the main file and pdf appendices--Combine the extra files with the main file using Adobe Acrobat. Click "Combine" then click Merge Files Into a Single PDF. Click "Add Files" and select the ones you want to combine. Put the files in the order they should be combined. Click "combine files" and overwrite the main PDF with the new one. Move the pdf and xml files to your usual directories and process as usual.
  Non-pdf appendices and other files not meeting above criteria--Word documents, Excel Worksheets, and MPEG  videos (convert other video formats using Avidimux) may be included. Each should contain a note stating what type(s) of non-pdf files are attached as follows:
  Word 97-2003 Document
  Excel 97-2003 Worksheet
  Quicktime .mov Video
  MPEG .mp4 Video
  The exact phrase will make the files locatable for forward versioning as necessary. Additional file types should only be added on consideration of whether this is the best file type for presentation and archiving of the material and a standard note should be added to the above list.
• Open each PDF and delete . Print the publishing rights form for the rights file.  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 have missing thesis or dissertation. Handle Put documents which we have the right to publish an "Open" Put document which we don't have rights for in a "Closed" Directly. Sort the metadata to to match those groupings. 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.

Do the Open and Closed Ones in Separate Batches

Combine the XML files into 1 File

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DOS prompt:

• Click the Windows Start button and type .cmd in the box. Push enter. A box with DOS will open.
• Change the directory to the where you want the new file to go by entering cd followed by the path for the directory. For example, “CD C:\ETD” changes the directory to the ETD directory.
• To copy the individual xml metadata files,  use copy path *.xml newfilename. For example, if your xml files are in the ETD\xml\ directory, “copy c:\ETD\xml\*.xml combined.xml”.

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• Open the Excel template version 4.
• Run the macro "Delete_Everything" by using CTRL-X. This will delete the content of sheet 1 and any existing XML map. If there is not an existing XML map, it will make an error which can be ignore.
• Delete  the 2^nd worksheet. Create a new worksheet and rename it sheet2 if not named that already.
• Return to sheet1, cell 1A. Use developer import to import the file you created using Editix.
• Press ctr-r to run the reformatter macro.
• Go to the 2nd worksheet.
• Separate the keywords by semi-colons by changing commas in the keyword field to semicolons where appropriate.
• Put 3 X's in the last blank cell of the last record.
• Save your Excel file and the 2^nd worksheet as your tab-delimited file.
• Be sure to close Excel or the next steps won't work.

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• Close Excel and open the tab-delimited text file. Find and replace all " with nothing. Find and delete the 3 XXX's at the end of the file. Re-save the file. Note that if Excel is still open, the edited .txt file won't save.

ContentDM

• Open ContentDM. If you want to watch the upload progress, click "View Upload Manager." Click "Add Multiple Items." Select Edit the metadata template appropriately for open and closed access. For open access, the Access Rights field states: "Distribution Rights granted to UMBC by the author." For closed access, the Access Rights field states: "Access limited to the UMBC community. Item may possibly be obtained via Interlibrary Loan through a local library, pending author/copyright holder's permission."
• If you want to watch the upload progress, click "View Upload Manager." Click "Add Multiple Items." Select your text metadata file. Click next and select the folder with the PDF's and click next. Keep clicking next until you get to the "Multiple Items--Map Metadata Fields" screen. The left and right columns should match except for the last field. If they don't, you did something wrong and need to go back and insure that you have a .txt file with the column headings in the first line. Click "Next" again, then click "Add Items." Either it will begin uploading or you'll get an error. If you get an error, see the section "ContentDM Load Errors" directly below. Go back and fix.
•  If everything goes right, it will begin uploading, the number of files being uploaded will match the number of files you were trying to upload. Then wait a very long time. If everything goes correctly, you'll see a message saying how many files were added. This should again match how many you were trying to add.
• If everything uploaded correctly, the project will open behind the add message. Close the message screen, and use the project screen to edit each file by double-clicking it. Once you have a file open, you can navigate to the next by using the "Save and Back" or "Save and Next" buttons, or by closing the edit screen and returning the project tab (it will prompt you to save).
• In each ETD, change the thumbnail by clicking "Replace Thumbnail" and then click "File" and find the ETD image. In each ETD, select a department from the department list.

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Upload for approval and approve:

• When done with an entire setall files are done, go back to ContentDM and select all files. Then click upload for approval. This will take awhile.
• After files are uploaded for approval, go to contentDM administration at https://server16629.contentdm.oclc.org/. Login using your Worldcat Account (if you don't have one go here: https://www.worldcat.org/account/?page=register&ref=http%3A%2F%2Fwww.worldcat.org%2F).
• Click on items, then change the collection to UMBC Theses and Dissertations. Click Cllick on approve. A list of all the files ready for approval will appear. You can select all, and approve all, and also edit or delete from here. If
• For closed access files, edit each one, by clicking on permission and entering the IP addresses
  

  129.2.19.84; 129.2.19.100; 130.85.0-56.*; 130.85.58-255.*
  in the permissions field and clicking the box to only limit item.

•  If everything is in order, select all and approve them. Next, click on index in the menu bar, then click on index now. This will take awhile.
• Put all of your files from the batch, as well as any that Michelle has handled, on to a flash drive, and take it Lindsey. She'll add the new materials to the ContentDM back-drive.

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