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Michelle Flinchbaugh

Michelle Flinchbaugh

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Required for this procedure:

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  • Use Filezilla to FTP the new thesis and dissertations from Proquest. Open Filezilla. Enter the Proquest FTP IP, the username, and port. 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).
  • 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.
  • Use 7-Zip to extract the zip files. Open 7-Zip. The folder that your files are in should be selected in the bar across the top of the window. If not, use the drop-down arrow to find it. Once you are on the correct folder, all of your zip files should display in the window. 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\ZIP*\. Delete the *\ so that the files all go into the ZIP folder. Click ok.
  • Use Windows Explorer to sort the files by going to the "View" menu and selecting "arrange by file type.". Select all of the files of a given type, and move the to the appropriate sub-folder: 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 (or alternately, copy and paste them). 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 or alternately, copy and paste them).
      

Prepare the files:

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:

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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.

 

Combine the XML files into 1 File

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”.

Notepad:

  • Open the new file in notepad. Copy <?xml version="1.0" encoding="iso-8859-1"?> from the beginning of the file. Find and replace with nothing by pasting it  <?xml version="1.0" encoding="iso-8859-1"?> . Put the <?xml version="1.0" encoding="iso-8859-1"?> back at the beginning of the file, inserting a line break between it and the remainder of the XML.
  • Add <ETD> after the <?xml version="1.0" encoding="iso-8859-1”?> at the beginning with a line break between it and the remainder of the XML.
  • At the end of the file, add a line break and </ETD> at the end.
  • Save and close the file.

Reformat the XML File using Editix:

  • Open Editix.
  • Open the XSL file ETDConversionForDspace.xsl (go to file, open, then change the file type to XSLT 2.0 document (*.xsl *.xslt)
  • Go to XSLT/Xquery transform a document
  • In XML source find your XML file.
  • In result find the directory you want the new file to go in and type the name with the extension .xml
  • Click ok.

Prepare the metadata in Excel:

  • Open the Excel template ETDtempDspace.xlsm.
  • 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 sheet2 that has old 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 sheet2.
  • Separate the keywords by changing commas in the keyword field to || where appropriate.
  • Ensure that there are no spaces in file names. If there are, you'll need to change them in the spreadsheet, and also change the actual file name to match it.
  • Check for any department that didn't fill in. If there are any, notify Michelle and wait until she tells you what department to use and has programming (the Collection File program may not work). 

Transform the Metadata

Combine the XML files into 1 File

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”.

Notepad:

  • Open the new file in notepad. Copy <?xml version="1.0" encoding="iso-8859-1"?> from the beginning of the file. Find and replace with nothing by pasting it  <?xml version="1.0" encoding="iso-8859-1"?> . Put the <?xml version="1.0" encoding="iso-8859-1"?> back at the beginning of the file, inserting a line break between it and the remainder of the XML.
  • Add <ETD> after the <?xml version="1.0" encoding="iso-8859-1”?> at the beginning with a line break between it and the remainder of the XML.
  • At the end of the file, add a line break and </ETD> at the end.
  • Save and close the file.

Reformat the XML File using Editix:

  • Open Editix.
  • Open the XSL file ETDConversionForDspace.xsl (go to file, open, then change the file type to XSLT 2.0 document (*.xsl *.xslt)
  • Go to XSLT/Xquery transform a document
  • In XML source find your XML file.
  • In result find the directory you want the new file to go in and type the name with the extension .xml
  • Click ok.

Prepare the metadata in Excel:

  • Open the Excel template ETDtempDspace.xlsm.
  • 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 sheet2 that has old 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 sheet2.
  • Separate the keywords by changing commas in the keyword field to || where appropriate.
  • Ensure that there are no spaces in file names. If there are, you'll need to change them in the spreadsheet, and also change the actual file name to match it.
  • Check for any department that didn't fill in. If there are any, notify Michelle and wait until she tells you what department to use and has programming (the Collection File program may not work).

Prepare the files:


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.Move the files to your usual directories and process as usual.
  • Non-pdf appendices and other files not meeting above criteria--Convert them to the most appropriate file format given here: http://aok.lib.umbc.edu/scholarworks/NonProprietaryFileFormats.pdf (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. Delete the CV. 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

  • Rename supplement files to a simple name that makes sense. Add their file names to the spreadsheet files with || separating file names. Then move them to the main PDF directory (even if they're not PDF).

Adding Supplements to the metadata in Excel:

  • In the filename column, enter the names of any extra files to be loaded in the appropriate line. Separate it from the existing file with ||. In the dc.description column for these, add a note indicating that there's a supplement and it's format, eg "Include 1 .jpeg3 supplement". Move the supplement from the supplement folder to the pdf folder after it's added to the metadata.

Adding Licenses to the metadata in Excel:

  • If there are existing licenses in your license folder, rename them using the naming convention author's last name, first initial, OPEN (e,g, JonesrOPEN,pdf), or author's last name first initial LIM (JonesrLIM.pdf) depending on if access is supposed to be open or limited, note any embargo period, and in the metadata file, move the file name from colomn A to the Open or Limited access column as appropriate, and add the license file name to column D.
  • Scan each license. 
  • Use the naming convention author's last name, first initial, OPEN (e,g, JonesrOPEN,pdf), or author's last name first initial LIM (JonesrLIM.pdf) depending on if access is supposed to be open or limited. If there is more than one person with the same last name and fist initial, include the numbers from the main pdf file in the license. 
  • Note any licenses which include embargo periods, including the authors last name and initial and the length of the embargo. and save to the pdf folder
  • In the metadata file, move the files from column A to the Open or Limited access column as appropriate.
  • Add the license file name to column D

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