Procedure for ETD Transfer, Conversion, and Load into CONTENTdm

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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.

Do the Open and Closed Ones in Separate Batches

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• Open the Excel template version 45.1.
• 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 that has content in it. 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.

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• Open ContentDM. 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 2nd to 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. see Michelle to correct. 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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• When all 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. Cllick on approve. A list of all the files ready for approval will appear.
• 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.*  C
  in the permissions field and clicking .

• Clicking the box directly under the IP address to only limit the item but to allow the metadata to show on the web.

•  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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