The academic library’s role in providing access to ETDs – the case of The Ohio State University Presented at the Electronic Theses and Dissertations Conference 2014 University of Leicester, UK Magda El-Sherbini Professor Head of Collection Description and Access Department The Ohio State University Libraries

Outline Background Processing of digital theses and dissertations Retrospective digitization of print theses and dissertations Conclusion

I. Background OSU Graduate School New policies for submitting Dissertations and Thesis in electronic form OhioLINK ETD Center Embargo Open access ProQuest/UMI Dissertations Publishing (PhDs) Local Online Catalog OCLC WorldCat

II.Processing of digital theses and dissertations Submitting Documents to the OhioLink ETD Center Cataloging Access from the OhioLINK ETD Center and the OSU Online catalog

Notification for student

Notification for the cataloger

You can search by: Search the full text of dissertation and theses, Browse by school and department, or Browse by author

Finding Dissertations and Theses at the OSU You can search the OSU Catalog for dissertations by: Using the catalog's Advanced search and using the Material Type limit to OSU THESIS Author (Last Name, First Name) Title Department

III. Retrospective Digitization of Print Theses and Dissertations Selected pre-2002 digitized Theses and Dissertations Digitized Dissertations from ProQuest Outsourcing Digitized Thesis (in process)

Selected pre-2002 digitized Thesis and Dissertations 3000 theses and dissertations have been digitized based on requests from patrons Staff submit the PDF files to Graduate School Cataloging and linked data

Linking Records Record for print Record for digital

OSU Online Catalog

OCLC WorldCat Local

Digitized Dissertation from ProQuest About 26,000 dissertations (PDF files)--on DVDs and with Metadata Ingesting the PDF files into the OhioLINK ETD Center

Preparing the PDF Files Enhancing the metadata. Quality assurance of the PDF files. Creating a program to ingest the PDF files into the OhioLINK ETD Center via batch processing. Loading the records into the OCLC WorldCat.

Enhancing ProQuest Metadata Semi automated enhancement of metadata via MARCEdit. Using the record of the print version.

Global update via MARCEdit =099 \\$a =264 \1$a[Columbus]:$bOhio State University,$c19xx Delete old 300 =300 \\$a1 online resource (, pages);$b =336 \\$atext$btxt$2rdacontent =337 \\$acomputer$bc$2rdamedia =338 \\$aonline resource$bcr$2rdacarrier =500 \\$aAvailable online. =502 \\$bPh. D.$cOhio State University$d19xx =504 \\$aIncludes bibliographical references (pages x-x). =588 \\$aTitle from first page of PDF file. =520 \\$a --> =520 3\ Erase all existing 650 Subject Headings =650 \0$a =700 1\$alast, first, m.,$eauthor =776 08$iPrint version:$axxx$txxx$w(OCoLC)xxx =910 \\$axx Ph. D. Batchload =949 \0$lwwt$mz$x-$d =949 \1$g1$j0$lwwt$sg$t16$x-

Catalogers’ workflow Cataloger Cut & Paste from the record of the print version the following fields: 099: Cut and Paste from Sierra record 100: Cut and Paste 245: Cut and Paste 264: Update date 300: Update pages, illustrations, maps, etc. 502: Update date 504: Update pages 6xx: Cut and Paste 700: (advisor from 790, 590 or 500, or, if existing, from PDF if available) 776: Cut and Paste from 100$a, 245$a, and 001$a 910: Signature (xx54) 949\0: Update date

Sample Record Before and After Enhancement =LDR 00941nam =001 AAI = = s1938\\\\|||||||||||||||||\||eng\d =035 \\$a(UMI)AAI =040 \\$aUMI$cUMI =100 1\$aAUXIER, GEORGE WASHINGTON. =245 14$aTHE CUBAN QUESTION AS REFLECTED IN THE EDITORIAL COLUMNS OF MIDDLE WESTERN NEWSPAPERS, =300 \\$a337 p. =500 \\$aSource: Dissertation Abstracts International, Volume: 03-02, page: =502 \\$aThesis (Ph.D.)--The Ohio State University, =590 \\$aSchool code: =650 \4$aHistory, General. =690 \\$a0578 =710 20$aThe Ohio State University. =773 0\$tDissertation Abstracts International$g =790 \\$a0168 =791 \\$aPh.D. =792 \\$a1938 =856 \\$uhttp://gateway.proquest.com/openurl?url_ver=Z &rft_val_fmt=info:ofi/fmt:kev:mtx:dissertation&res_dat=xri:pqm&rft _dat=xri:pqdiss: \\$uhttp://gateway.proquest.com/openurl?url_ver=Z &rft_val_fmt=info:ofi/fmt:kev:mtx:dissertation&res_dat=xri:pqm&rft _dat=xri:pqdiss: =LDR 00941nam =001 AAI = = s1938\\\\|||||||||||||||||\||eng\d =035 \\$a(UMI)AAI =040 \\$aUMI$cUMI =099 \\$aTHESISPHD1938A943eb =100 1\$Auxier, George W.,$q(George Washington),$d1905- =245 14$The Cuban question as reflected in the editorial columns of middle western newspapers, /$cby George W. Auxier. =264 \1$a[Columbus]:$bOhio State University,$c1938 =300 \\$a1 online resource (ix, 328 pages);$bmap =336 \\$atext$btxt$2rdacontent =337 \\$acomputer$bc$2rdamedia =338 \\$aonline resource$bcr$2rdacarrier =500 \\$aAvailable online =500 \\$aSource: Dissertation Abstracts International, Volume: 03-02, page: =502 \\$bPh. D.$cOhio State University$d1938. =504 \\$aIncludes bibliographical references (pages ). =588 \\$aTitle from first page of PDF file. =650 \0$aCuban question$y =650 \0$aJournalism$zUnited States. =650 \0$aAmerican newspapers. =651 \0$aUnited States$xHistory$ySpanish-American War, 1989$xCauses. =773 0\$tDissertation Abstracts International$g =776 08$iPrint version:$aAuxier, George Washington,(George Washington),1905$tCuban question as reflected in the editorial columns of middle western newspapers, $w(OCoLC) =856 \\$uhttp://gateway.proquest.com/openurl?url_ver=Z &rft_val_fmt=info:ofi/fmt:kev:mtx:dissertation&res_dat=xri:pqm&rft_dat =xri:pqdiss: \\$uhttp://gateway.proquest.com/openurl?url_ver=Z &rft_val_fmt=info:ofi/fmt:kev:mtx:dissertation&res_dat=xri:pqm&rft_dat =xri:pqdiss: =910 \\$axx Ph. D. Batchload\\$axx =949 \0$lwwt$mz$x-$d =949 \1$g1$j0$lwwt$sg$t16$x-

Quality assurance of the PDF Files Examining the quality of the digitized PDF files. Making sure that each PDF file has an accurate metadata. Correcting errors.

Creating a Program to Ingest the PDF Files into the OhioLINK ETD Center for Batch Processing Collaboration between the OhioLINK Technology Department and OSU Staff

Loading the Records into the OCLC WorldCat Adding the OhioLINK URLs for the PDF files to the bibliographic records. Linking the bibliographic records of print and digital materials. Updating the record for the print in OCLC. Batchload the records of the digital version to the OCLC WorldCat. Records will then be exported to the OSU Local system and the OhioLINK Central Catalog.

From the Library to the Internet The library has a vital role to play in the process There are many players who are involved Digitization and archiving of original paper copies Linked data

Concluding remarks Recent theses and dissertations are born digital and are available. Legacy dissertations are being converted from microforms into digital files and are made available. Legacy master’s theses are still in the processing stages: digitization, metadata enhancement, loading into OhioLINK are steps in the process.

Open Access

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