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Michelle Flinchbaugh

Michelle Flinchbaugh

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Required for this procedure:

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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.

Adding Supplements to the metadata in Excel and Moving them to the PDF Directory

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  • Take the licenses want to work on to the copier an put them in the top tray.
  • Press email.
  • Enter your email address. Press Ok. Press Start.
  • If you get a "Communications with server is lost error" while scanning is in progress, start over.
  • Put the paper licenses into the manilla "scanned" folder.
  • Download the pdf from the email.
  • Open the PDF with Acrobat.
  • Select tools then select Organize Pages
  • Select all of the pages
  • Click Extract.
  • Check Extract as Separate Files, then click Extract.
  • Select the License folder.
  • Go to the license folder.
  • Open the first file. 
  • If no choice was made, or license wasn't signed, put in the unusable folder.
  • Open the metadata file if not already open. Scroll down and see if labels remain on the top. If not, go to view, then click normal, the click Freeze Panes and select Freeze Top Row.
  • Find the document in the metadata file, ensuring that both the full author name and title match.
  • If no entry matches, put the license in the "not in this load" folder.
  • In the matching data file entry, move the files from column A to the Open or Limited access column as appropriate. If there is an embargo, handle as open. Check the issue date to see if it's expired. If so, handle as usual. If there as an active embargo, record the title, author, issue date, and embargo expiration date on the embargo list.
  • In the license column, column D, enter a file name for the license using the following naming conventions:
    • Open:  Author's last name, first initial, First word of the title (omitting articles)_Open (e,g, JonesRFindingOpen,pdf),
    • Closed:  Author's last name first initial,  first word of the title (omitting articles)_Lim (JonesR_Finding_Lim.pdf).
  • Copy the license name that you just entered into column D.
  • Do a "Save As," and rename the pdf file, pasting the file name that you entered in column D into the spreadsheet..If there is an embargo, record it on the embargo list.
  • Ensure that the file you just did is saved under the authors last name. The delete the Sharp file.
  • Repeat for each file.

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