Procedure for ETD Transfer, Conversion, and Load into CONTENTdm

Required for this procedure:

• Notices from Proquest that files are available.
• Filezilla.
• Proquest FTP login info.
• ETD Directory on hard drive with pdf and xml subdirectories.
• 7-Zip.
• Adobe Acrobat Standard. Modify Acrobat seetings: When you're in Acrobat, go to edit, then preferences. Click on "Documents" in the left-hand column. In the main part of the pop-up, under PDF/A view mode, use the drop-down to select "never."
• Computer configured to open XML files with WordPad (Right click an XML file and select "Open with" and then "Chose Program." Select WordPad, then click "Always use the selected program to open this kind of file.").
• Editix XML Editor.
• XSLT file for reformatting the XML files (attached here).
• Microsoft Excel with the Developer tab enabled and macros enabled (Left click on the windows symbol and select "Excel Options." On the popular tab, check "Show developer tab in the Ribbon." Go to the Trust Center Tab. Click "Trust Center Settings." Click "Enable all Macros.").
• Excel Template (attached here).
• CONTENTdm Project Client. Set-up and configure as follows: If you haven't used the installation of ContentDM before, you'll need to enter the server URL, https://server16629.contentdm.oclc.org/, and your username and password for 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). Then choose the collection UMBC Electronic Theses and Dissertations and name the project the same thing. In Project Settings Manager: Set Metadata Templates to PDF, then click edit. Fill in sponsor: University of Maryland, Baltimore County (UMBC) Collection: UMBC Thesis and Dissertations. Rights Statement: This item may be protected under Title 17 of the U.S. Copyright Law. It is made available by UMBC for non-commercial research and education. For permission to publish or reproduce, please see http://aok.lib.umbc.edu/specoll/repro.php or contact Special Collections at speccoll(at)umbc.edu. Source: Change drop-down to file name. Proofread and click ok. In Metadata Field Types, select text. In Images & Thumbnails, select JPEG2000. in Processing, select DO NOT convert multiple page PDF's to compound objects. In Project Options, chose use HTTP..., Do not spellcheck full-text, and Show spelling errors. In Finding Collection, check both boxes.
• For converting video files to mp4's: Avidemux.

When notified that files have been ftp'ed:

• When you receive notices from Proquest, first insure that they were able to successfully transfer all of the files. If some transfers fail, they'll likely try again the next day. Wait until you likely have all the files for a semester before beginning work on a set. Be sure to keep track of what you have already loaded into ContentDM and what you haven't loaded. Enter the date range last done to keep track of where we are: -7/15/10.
• If haven't already done so, give Lindsey copies of everything from your PDF and XML folders for the ContentDM backup. Then delete any old content from your ETD folder.

FTP and Unzip the files:

• Use Filezilla to FTP the new thesis and dissertations from Proquest. Open Filezilla. Enter the Proquest FTP IP, 130.85.192.107, into the host field. Enter the username, proquest, into the name field. Enter the password into the password field. Enter port 990 into the port field. 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. 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.

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. 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 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 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 to find a soluation.

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 XSLT file ETDConversion.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 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.
• 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.

Loading the flies into your ContentDM client:

Notepad

• Close Excel and open the tab-delimited text file. Find and replace all " with nothing. 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 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.

ContentDM Load Errors:

System Error--One of the files being loaded is open in another program and needs to be closed.

Too many fields in delimited text file...-One of more characters in the metadata are being creating an extra tab in the middle of a field. To find and fix the problem:

• Open the .txt file in Word.
• Convert the text to a table. Highlight it all. To convert, go to the "Insert" tab and select "Table" "Convert Text to Table."
• Increase the size of the page so that you can see what's going on. Go to "Page Layout" and select "Size" "More Paper Sizes." Make the width and height both 22." When prompted, click "Ignore."
• Scroll down your file to find where the table mis-aligns. Likely a portion of the abstract immediately before the misalignment is partially in the identifier field, and could extend to other fields as well.
• Note the author or title of the problem, and the text immediately surrounding the mis-alignments.
• Re-open the Excel metadata file and find the problems you noted. Delete and retype the characters immediately surround the erroneous tab, eliminated any problem characters such as smart quotes or colons.
• Return to step 2 in the "Loading" procedure.
• If the error occurs again, redo these steps until all of the problems preventing the file from loading have been found and fixed.

Special character don't upload correctly--Correct manually using character map:

• Click the windows start button and type character map into the box and push enter.
• In character map find the Arial Unicode MS font.
• Find the character(s) you need and select each as you find it.
• Click "copy".
• Paste them where they go.

Upload for approval and approve:

• When done with an entire set, 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 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 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.

Embargo list: