IUScholarWorks Repository Help
The IUScholarWorks Repository is a digital repository for disseminating and preserving
scholarly work created at Indiana University. It manages and distributes digital items and
allows for the creation, indexing, and searching of the files and associated metadata to loc
ate and retrieve the items. The IUScholarWorks Repository is built on DSpace, open-source
software created at the Massachusetts Institute of Technology that is widely used to create
interoperable scholarship repositories. The IUScholarWorks Repository is supported by the IU
Libraries and the Digital Library Program.
The IUScholarWorks Repository is organized into communities (departments, research centers,
or other groups) and collections (published scholarly articles, conference proceedings,
occasional papers, or other types of scholarly materials that a community decides to depos it
here).
Browse allows you to go through a list of items in some specified order:
Browse by Community/Collection takes you through the communities in
alphabetical order and allows you to see the subcommunities and collections within each
community.
Browse by Title allows you to move through an alphabetical list of all
titles of items in the Repository.
Browse by Author allows you to move through an alphabetical list of all
authors of items in the repository.
Browse by Date allows you to move through a list of all items in the
Repository in reverse chronological order.
Log on to the system if you:
- wish to subscribe to a collection and receive e-mail updates when new items are added
- change your password
- submit a document to the Repository or other interactions requiring authorization
Submit and Manage Items (authorized users)
If you are an authorized IUScholarWorks Repository submitter, or if you are a staff member
responsible for IUScholarWorks Repository collection or metadata maintenance, you will have a
My IUScholarWorks Repository page. Here you will find:
- a list of your in-progress submissions - from this list you can resume the submission
process where you left off, or you can remove the submission and cancel the item.
- a list of submissions that are awaiting your action (if you have a collection workflow
role).
- a link to a list of items that you have submitted and that have already been accepted into
the IUScholarWorks Repository.
- the Researcher Page form, which allows you to create a personal web page
with links to the documents you have submitted to the IUScholarWorks Repository as well as
links to other internet resources.
When you log into the IUScholarWorks Repository, you are taken to the "Your
subscriptions" page that lists the collections for which you have signed up for an
email notification for new items.
From the "Your subscriptions" page, click on "Go to my IUScholarWorks
Repository".
To search all of the IUScholarWorks Repository, use the blue search box at the bottom of the
navigation bar on the left
To limit your search to a specific community or collection, navigate to that community or
collection and use the search bar on that page.
IUScholarWorks uses the Jakarta Lucene search engine. Here are some search
hints:
What is searched in the general keyword search
The word(s) you enter in the search box will be searched against the title, author,
subject abstract, series, sponsor and identifier fields of each item's record.
Your search terms will also be searched against the full text of all archived documents
that contain searchable text. For more information on full-text searching please contact
IUScholarWorks.
What is not searched - Stop Words
The search engine ignores certain
words that occur frequently in English, but do not add value to the search. These are:
"a", "and" , "are" , "as" , "at" , "be" , "but" , "by" , "for" , "if" ,
"in" , "into",
"is" ,"it" ,"no" , "not" , "of" , "on" , "or" , "such", "the" , "to" ,
"was"
Truncation
Use an asterisk (*) after a word stem to get all hits having words starting with
that root, for example:
will
retrieve selects, selector, selectman, selecting.
Stemming
The search engine automatically expands words with common endings to include
plurals, past tenses ...etc.
Phrase Searching
To search using multiple words as a phrase, put
quotation marks (") around the phrase.
Exact word match
Put a plus (+) sign before a word if it MUST appear
in the search result. For instance, in the following search the word
"training" is optional, but the word "dog" must be in
the result.
Eliminate items with unwanted words
Put a minus (-) sign before a word if it should not appear in the search results.
Alternatively, you can use NOT. This can limit your search to eliminate
unwanted hits. For instance, in the search
or
you will get items containing the word "training", except those that also
contain the word "cat".
Boolean searching
The following Boolean operators can be used to combine terms. Note that they must be
CAPITALIZED !
AND - to limit searches to find items containing all words or phrases
combined with this operator, e.g.
will retrieve all
items that contain BOTH the words "cats" and
"dogs".
OR - to enlarge searches to find items containing any of the words or
phrases surrounding this operator
will retrieve all
items that contain EITHER the words "cats" or
"dogs".
NOT - to exclude items containing the word following this operator, e.g.
will retrieve all
items that contain the word "training" EXCEPT those also containing the
word "cat".
Parentheses can be used in the search query to group search terms into sets, and operators
can then be applied to the whole set, e.g.
The advanced search page allows you to specify the fields you wish to search, and to combine
these searches with the Boolean "and", "or" or
"not".
You can restrict your search to a community by clicking on the arrow to the right of the top
box. If you want your search to encompass all of the IUScholarWorks Repository, leave that box
in the default position.
Then select the field to search in the left hand column and enter the word or phrase you are
searching in the right hand column. You can select the Boolean operator to combine searches by
clicking on the arrow to the right of the "AND" box.
Note: You must use the input boxes in order. If you leave the first one blank your
search will not work.
Content in the IUScholarWorks Repository is typically arranged by department or unit, called
a community, with papers grouped into cohesive collections. Within each community there can be
an unlimited number subcommunities and an unlimited number of collections. Each collection may
contain an unlimited number of items. This organization gives IUScholarWorks the flexibility
to accommodate differing needs of communities by allowing them to
- Decide the content they would like to distribute widely and preserve over the
long-term
- Name a contact person to work with the IUScholarWorks team to set up and run the
Community
- Determine the Community/Collection structure that is best for the department or units
content.
- Apply appropriate Metadata (descriptive cataloging information)
Each community has its own entry page displaying information, news and links reflecting the
interests of that community, as well as a descriptive list of collections within the
community.
Communities can maintain an unlimited number of collections in the IUScholarWorks Repository.
Collections can be organized around a topic, or by type of information (such as working papers
or datasets) or by any other sorting method a community finds useful in organizing its digital
items. Collections can have different policies and workflows.
Each Repository collection has its own entry page displaying information, news and links
reflecting the interests of users of that collection.
The system will require you to log in to access an area of IUScholarWorks that requires
authorization, such as:
- subscribing to a collection and receive e-mail updates when new items are added
- changing your password
- submitting a document to the Repository or other interactions requiring authorization
IU faculty, students and staff may log in with their IU Network IDs. (If you already have an
IUScholarWorks Repository account, you may log in with either your Network ID or your
IUScholarWorks Repository account.) If you do not have an IU Network ID, you must log in with
a Repository account.
Creating an IUScholarWorks Repository account
Click on "Register" and type your e-mail address in the form that appears. Your e-mail
address should include your username and domain name. It is not case sensitive.
Example: moniker@mycorp.com
You will receive an email message containing a special URL, or "token". When you visit this
URL, you will need to fill out some simple information, including your password. After that,
you'll be ready to log into the IUScholarWorks Repository!
Stopping during the Submission Process:
At any point in the submission process you can stop and save your work for a later date by
clicking on the "cancel/save" button at the bottom of the page. The data you
have already entered will be stored until you come back to the submission, and you will be
reminded on your "My IUScholarWorks Repository" page that you have a
submission in process. If somehow you accidentally exit from the submit process, you can
always resume from your "My IUScholarWorks Repository" page. You can also
cancel your submission at any point.
Choose Collection
Progress Bar - Oval Buttons at Top of Page:
At the top of the submit pages you will find 6 oval buttons representing each step in the
submission process. As you move through the process these ovals will change color. Once you
have started you can also use these buttons to move back and forth within the submission
process by clicking on them. You will not lose data by moving back and forth.
Select Collection:
Click on the arrow at the right of the drop-down box to see a list of Collections.
Move your mouse to the collection into which you wish to add your item and click.
You must be authorized by a community to submit items to a collection. If you would like to
submit an item to IUScholarWorks, but don't see an appropriate community, please contact
IUScholarWorks to find out how you can get
your community set up in the Repository.
Click on the "next" button to proceed, or "cancel/save"
button to stop and save or cancel your submission.
If you respond "yes" to any of the questions on this page, you will be presented with a
modified input form tailored to capture extra information. Otherwise you will get the
"regular" input form.
* More than one title - Sometimes an item has more than one title, perhaps an abbreviation,
acronym, or a title in another language. If this is the case, and you want this information
captured, click in the "yes" box.
* Multiple files - An item can consist of more than one file in the IUScholarWorks
Repository. A common example of this would be an HTML file with references to image files
(such as JPG or GIF files). Another example of this would be an article supplemented with a
video simulation and a data file. If you are submitting more than one file for this item,
click in the "yes" box.
Click on the "next" button to proceed, or "cancel/save"
button to stop and save or cancel your submission.
The information you fill in on these two screens will form the metadata record that will
enable users to retrieve your item using search engines. The richer the metadata, the more
"findable" your item will be, so please take the time to fill in as many
fields as are applicable to your item.
Author:
This can be a person, organization or service responsible for creating or contributing to
the content of the item. By clicking on the "Add More" button you can add
as many authors as needed. Examples:
If the author is an organization, use the last name input box for the organization
name.
Title:
Enter the full and proper name by which this item should be known. All IUScholarWorks
Repository items must have a title!
Other Title: (note - this input box appears only if you indicated on the
first page that the item has more than one title.)
If your item has a valid alternative title, for instance, a title in another language or an
abbreviation, then enter it here.
Date of Issue:
This box is optional. If your item was previously published or made public, enter the date
of that event here. If you don't know the month, leave the default "no
month"; otherwise select a month from the drop-down box. If you don't know the
exact day, leave that box empty.
Publisher:
Enter the name of the publisher of this item.
Citation:
Enter citation information for this item if it was a journal article or part of a larger
work, such as a book chapter. For journal articles, include the journal
title, volume number, date and paging. For book chapters, include the book
title, place of publication, publisher name, date and paging.
Location:
Enter the URL to link to another version of this item, such as the published version. Do
not include text.
Other version:
Enter text to reference a published or other version of this work. Example: "This is the
revised personal version of an article that was published in XXXX Journal."
If the publisher requires specific text, enter it here. Example: "The original publication
is available at www.springerlink.com"
Series/Report No.:
Some of the collections in the Repository are numbered series such as technical reports or
working papers. If this collection falls into that category, then there should be a default
value in the Series Name box which you should not change, but you will have to fill in the
assigned number in the Report or Paper No. input box.
Identifiers:
If you know of a unique number or code that identifies this item in some system, please
enter it here. Click on the arrow to the right of the input box, and select from one of the
choices in the drop down menu. The choices refer to:
Govt.doc # - Government Document Number - e.g. NASA SP 8084
ISBN - International Standard Book Number - e.g. 0-1234-5678-9
ISSN - International Standard Serial Number - e.g. 1234-5678
ISMN - International Standard Music Number - e.g. M-53001-001-3
URI - Universal Resource Identifier - e.g.. http://www.dspace.org/help/submit.html
Other - An unique identifier assigned to the item using a system other
than the above
Type:
Select the type of work (or genre) that best fits your item. To select more than one value
in the list, you may have to hold down the "ctrl" or
"shift" key.
Language:
Select the language of the intellectual content of your item. If the default
(English - United States) is not appropriate, click on the arrow on the right of the drop
down box to see a list of languages commonly used for publications, e.g.
If your item is not a text document and language is not applicable as description, then
select the N/A choice.
Click on the "next" button to proceed, or "cancel/save"
button to stop and save or cancel your submission.
Subject/Keywords:
Please enter as many subject keywords as are appropriate to describe this item, from the
general to the specific. The more words you provide, the more likely it is that users will
find this item in their searches. Use one input box for each subject word or phrase. You can
get more input boxes by clicking on the "add more" button.
Your community may have chosen some default keywords for every submitted document. If they
have, these keywords will appear in the form already filled out. Your community may also
suggest the use of a specific vocabulary, taxonomy, or thesaurus. If this is the case,
please select your subject words from that list. Future versions of the IUScholarWorks
Repository will provide links to those lists.
Abstract:
You can either cut and paste an abstract into this box, or you can type in the abstract.
There is no limit to the length of the abstract. We urge you to include an abstract for the
convenience of end-users and to enhance search and retrieval capabilities.
Sponsors:
If your item is the product of sponsored research, you can provide information about the
sponsor(s) here. This is a freeform field where you can enter any note you like.
Example:"This work was sponsored by the National Science Foundation under contract no.
NSF-12345."
Rights:
By default, all items in the IUScholarWorks Repository are protected by copyright, with
all rights reserved for the copyright holder. If you want to reserve all rights to your
work, leave this box blank.
Use this box if you want to specify other terms to govern the use and reproduction of your
work, such as a Creative Commons License, under which you can preserve those rights most important to
you (e.g., proper attribution,) and at the same time explicitly grant certain other rights
chosen by the author to be used at the reader's discretion (e.g., copy, distribute, display,
or perform the work.)Type only text in this box; links should go in the "Rights URL" box
below.
Instructions for Creative Commons licenses: Go to Creative Commons "Meet
the license". Click on "Choose the license" for the one you want. Click on "add this
text" on the bottom right corner of the page. Copy and paste the first sentence from the
pop-up box into this "Rights" box. Copy and paste the URL from thi the pop-up box to the
"Rights URL" box. (see below)
This information will be displayed in the item record in IUScholarWorks.
Rights URL
Enter a link to an outside description of the terms
governing use and reproduction, such as those from Creative Commons. Enter only a URL here,
without any explanatory text. A textual description of rights pertaining to an item should
appear in the Rights field.
For the correct URL for a Creative Commons license, see instructions above under
"Rights".
Description:
Enter any other information describing the item you are submitting or comments that may be
of interest to users of the item.
Click on the "next" button to proceed, or "cancel/save"
button to stop and save or cancel your submission.
There are two methods of entering the name of the file you wish to upload:
-
Type the full path and file name into the input box and then click on the
"next" button in the lower right hand corner of the screen.
-
Click on the "browse" button and a window showing your files will
appear. You can navigate through your directories and folders until you find the correct
file to upload. Double-click on the file name you wish to upload, and the name will be
entered into the input box.
Once the correct file name is in the input box, click on the "next" button
to proceed.
File Description
If you specified at the beginning of the submit process that you had more than one file to
upload for this item, you will see an input box marked "File
Description". The information you provide here will help users to
understand what information is in each file, for instance, "main article" or
"images" or "computer program" or "data
set". Enter file descriptions for each item, and click on the
"next" button to proceed.
To properly archive and give access to a file, we need to know what format it is,
for example "PDF", "HTML", or "Microsoft Word". If the system does not automatically recognize
the format of the file you have uploaded, you will be asked to describe it. If the format of
the file appears in the list offered, click on it and then on "Submit". If
you can't see the format in the list, click on "format not in list" and describe the format in
the text box lower down on the page. Be sure to give the name of the application you used to
create the file and the version of that application, for example "Autodesk AutoCAD
R20 for UNIX".
For more information about file formats, contact IUScholarWorks.
Uploaded File
After you have uploaded a file, check the information in the table to make sure it is
correct. There are two further ways to verify that your files have been uploaded
correctly:
- Click on the filename. This will download the file in a new browser window, so that you
can check the contents.
- Compare the file checksum displayed here with the checksum you
calculate.
If you're only uploading one file, click on "Next" when you're happy that
the file has been uploaded correctly.
If you're uploading more than one file, click on the "Add Another
File" button (this will appear if you checked "The item consists of more than one
file" on the "Submit: Describe Your Item" page). When you are satisfied that all files for
this item have been successfully uploaded, click on the "Next" button.
If you're uploading an HTML page with embedded files, click
on the "Add Another File" button, and upload all files or bitstreams
referenced in the html page. After all the are uploaded, in the column marked
"Primary Bitstream", select the bitstream or file that is the index page or
the top page for the web page. This will ensure that all of your embedded files will display
properly on the HTML page. Then click on the "Next" button.
Checksums
IUScholarWorks generates an MD5 checksum for every file it stores; we use this checksum
internally to verify the integrity of files over time (a file's checksum shouldn't change).
You can use this checksum to be sure what we've received is indeed the file you've
uploaded.
If you wish to verify the file using checksums, click "Show checksums" on the "Uploaded File"
page. The Repository-generated MD5 checksum for every file we've received from you will show
to the right of the filename. You will then need to use a local program to generate your own
checksum for these files, and verify that your results match ours. On most UNIX-like systems
(including Mac OS X), use md5sum. For instance, type "md5sum MYFILE" for every file you want
to check; the summary should print on your screen. For Windows machines, MD5 tools are freely
available: try md5 (from http://www.fourmilab.ch/md5/), or md5sum, available via the textutils package in Cygwin
(http://www.cygwin.com/). All of these utilities will
need to be run from a command-line, or terminal, window. The entire digest printed out when
you run the md5 tool on your local copy of the file you're uploading should be exactly equal
to what the IUScholarWorks Repository reports.
This page lets you review the information you have entered to describe the item. To correct
or edit information, click on the corresponding button on the right, or use the oval buttons
in the progress bar at the top of the page to move around the submission pages. When you are
satisfied that the submission is in order, click on the "Next" button to
continue.
Click on the "Cancel/Save" button to stop and save your data, or to cancel
your submission.
In order to place your work(s) into the IUScholarWorks Repository and make them openly
available on the web, copyright holders must agree to the IUScholarWorks limited, non-exclusive license, which:
- confirms that you own the copyright to the items
- grants Indiana University permission to distribute the items worldwide and to take the
necessary steps to preserve them.
Under this agreement between you and Indiana University, you retain all rights you had to
these items before they were deposited, such as making copies available on other web sites or
publishing them in the same form or in a revised form, without obtaining permission from
Indiana University.
The permission you grant to Indiana University by accepting this license is non-revocable;
once granted, copyright holders cannot rescind their permission for Indiana University to
distribute and preserve these works.
NOTE: if you are submitting a document to the IUScholarWorks Repository on behalf of the
copyright holder, the copyright holder must agree to the IUScholarWorks license before the
submission process. Please see instructions for mediated
submissions. After the copyright holder has agreed to the license via that form, the
submitter may click "Sumbit" on this page to proceed with the submission.
Now that your submission has been successfully entered into the IUScholarWorks Repository
system, it will go through the workflow process designated for the collection to which you are
submitting. Some collections require the submission to go through editing or review steps,
while others may immediately accept the submission. You will receive e-mail notification as
soon as your item has become a part of the collection, or if for some reason there is a
problem with your submission. If you have questions about the workflow procedures for a
particular collection, please contact the community responsible for the collection directly.
You can check on the status of your submission by going to the My IUScholarWorks Repository
page.
When your item becomes a part of the IUScholarWorks Repository it is assigned a persistent
URL. This means that, unlike most URLs, this identifier will not have to be changed when the
system migrates to new hardware, or when changes are made to the system. IUScholarWorks is
committed to maintaining the integrity of this identifier so that you can safely use it to
refer to your item when citing it in publications or other communications. Our persistent urls
are registered with the Handle System, a comprehensive
system for assigning, managing, and resolving persistent identifiers, known as "handles," for
digital objects and other resources on the Internet. The Handle System is administered by the
Corporation for National Research Initiatives
(CNRI), which undertakes, fosters, and promotes research in the public interest.
If you are an authorized IUScholarWorks Repository submitter, or if you are a staff member
responsible for IUScholarWorks collection or metadata maintenance, you will have a My
IUScholarWorks Repository page. Here you will find:
- a list of your in-progress submissions - from this list you can resume the submission
process where you left off, or you can remove the submission and cancel the item.
- a list of submissions that are awaiting your action (if you have a collection workflow
role).
- a link to a list of items that you have submitted and that have already been accepted into
the Repository.
This page allows you to change the information we have for you. You must be authenticated
with your log-in to change any of your personal information.
Users can subscribe to receive daily e-mail alerts of new items added to collections. Users
may subscribe to as many collections as they wish. To subscribe:
- go to the IUScholarWorks Repository registration page by clicking on the sign-on link in
the navigation bar on the left of the home page
- fill out the registration form
- navigate to a collection for which you would like to receive e-mail alerts, and click on
the "subscribe" button (repeat for other collections)
- to edit your subscriptions, go to the "Subscribe" page.
FOR FURTHER ASSISTANCE...
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For help with using the Repository and questions about your specific site, please contact IUScholarWorks.
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