BY THE “DIGITAL UNDERGROUND ” DSpace Workflow & Tutorials for the Backyard Botanicals Collection

What can be Submitted & Who Can Submit? Over a two month period each member of the Backyard Botanicals group has taken up to five digital photographs of plant species found throughout Ohio and Eastern Pennsylvania. Each photograph shows a common variety of plant life that may be of interest to any amateur botanist or a local gardening club. The collection is meant to fill the gap in the existing digital collections geared for botanical enthusiasts while also providing information which might be found useful by the aforesaid groups.

What can be Submitted & Who Can Submit? While this collection is geared towards and focused to a gardening club, only members of Backyard Botanicals will have permission to upload digital photographs to the collection. Any users of this collection may choose to join the Backyard Botanicals group and upload their own photographs to the collection. Only those photographs taken by the group members depicting common plant varieties will be accepted for submission into this collection.

WorKflow Roles Submitter, Reviewer, Coordinator, & Metadata Editor  Once an item is submitted it will move onto the reviewer, coordinator, & metadata editor.  The reviewer can review all content of files and either accept or reject the submission. If it is accepted it moves to the next step; if rejected the file gets sent back.  The coordinator can accept or reject all submission made as well as edit all metadata. Accepting the file moves it onto the next step; rejection stops it.  The metadata editor can edited all metadata in all files. Approval for submissions has already happened when the file gets to this point, therefore an accept at this point submits the file to Dspace.

Workflow Steps in DSpace Dspace has three available workflow steps  Accept/Reject  Accept/Reject/Edit Metadata  Edit Metadata  Any three of the workflows can be used; each workflow is worked through in order For the Backyard Botanicals Collection the Accept/Reject/ Edit Metadata workflow was chosen

Workflow Administrators The entire Digital Underground group are set as the administrators for the workflow. This was due to time restraints. Each member has the ability to take a task, once an item has been submitted, as well as approve/reject any step in the work flow. This also includes the ability to edit metadata.

DSpace, Creating a Collection Sign on to DSpace, and find your group, in this example the “Digital Underground.”

DSpace, Creating a Collection Click on “Create Collection”

DSpace, Creating a Collection In addition to the default “New items…” and “Some user… “Check off” “accept/reject/edit” and “designated administrators.”

DSpace, Creating a Collection Fill out the assigned metadata fields…

DSpace, Creating a Collection Under “Select Groups” click “Select Groups…”

DSpace, Creating a Collection Locate your group, in this specific example, “Digital Underground” and click on the “Add.”

DSpace, Creating a Collection Under “Select Groups” click “Select Groups…”

DSpace, Creating a Collection Locate your group, in this specific example, “Digital Underground” and click on the “Add.”

DSpace, Creating a Collection In an effort to save time and effort, click on “Select Groups…” Then locate your group, in this specific example, “Digital Underground” and click on the “Add.”

DSpace, Creating a Collection Pull down to look for particular related fields.

DSpace, Creating a Collection

Fill out the various fields

DSpace, Creating a Collection When finished, click on “update.” Well done, you have just created a collection on DSpace.

Dspace Manakin, Submission Sign In to DSpace with assigned Address/Password

Dspace Manakin, Submission Click on your supported community. In this example: KSU-SLIS LIS Digital Preservation Community (Fall 2009)

Dspace Manakin, Submission Click on your supported sub- community. In this example: Digital Underground.

Dspace Manakin, Submission Click on your collection in this community. In this example: GREG STALL'S COLLECTION Click on “Submit a new item to this collection”

Dspace Manakin, Submission Currently, disregard the initial questions. Since Backyard Botanicals is a collection of amateur photography, there is no need to “check off” the published box. After that, click on Next >

Dspace Manakin, Submission Minimizing DSpace, locate the desired digital photographs on your desktop.

Dspace Manakin, Submission At the same time, back on DSpace, you should “Describe Item” page Fill out the necessary information Click on the check box for primary and file uploaded checks and click on Next >

Dspace Manakin, Submission Use textboxes to contain necessary metadata that have its own field at initial submission. Click on the check box for primary and file uploaded checks and click on Next >

Submission Under Upload files, click on “Browse…” Locate your digital photograph file, double click on the file. Under file description, describe the file (For Backyard Botanicals, use the name Backyard Botanicals) Click on the check box for primary and file uploaded checks and click on Next >

Dspace Manakin, Submission Double Check to make sure no mistake has been made to the entered information. If something is wrong click “Correct one of these.” When completed, click on Next >

Dspace Manakin, Submission Check off the “I Grant the License” Item Submission and click on “Complete submission.”

Dspace Manakin, Submission Congratulations, your submission should be complete.

DSpace, Editing a Collection In an effort to save time and effort, all “Digital Underground” members have administrative right. Once signed in, go to the group’s collection, In this example, “GREG STALL’S COLLECTION and under recent submissions.

DSpace, Editing a Collection Click on, “Show full item record.”

DSpace, Editing a Collection Using your administrative right, click on any metadata you may wish to edit.

DSpace, Editing a Collection Consulting the data dictionary, fill in the corresponding data, type “en” for English and click on “add.”

DSpace, Editing a Collection Once finished, click on the “update” button. Congratulations, you have just edited on DSpace…