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. If the PDF has a publishing rights form, extract it from the document (document menu, "Extract Pages", page number of publishing rights form, (click delete pages, and click extract pages as a separate file and choose ) saving it to the ETDPermission folder on the shared drive. Change , using the file name to author : last name, _first name. Delete everything _year_ETDPermission. In the original ETD document, delete everything left 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 actual ETD file with the same filename over-writing the original file. 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

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