1. Using Built-In Features of Digital Commons
Stephanie Gaskins, Library Operations Coordinator
Liz Richardson, Document Delivery and Institutional Repository Manager
Digital Commons+ Great Lakes User Group Meeting
Wayne State University, Detroit, Michigan
July 30-31, 2015

2. Using Built-In Features
Today’s Presentation
Background
Digital Kent State University’s Workflow
Digital Kent State University’s Decision Templates

3. Using Built-In Features
Background: The Institutional Repository Team
bepress Digital Commons platform
Launched late October 2013
IR Team of approximately 14
Representation across campuses and personnel classifications
Subcommittees work on different channels of the IR
We use Series, Book galleries, Image galleries, SelectedWorks, Journal Publishing and Event hosting channels
Previously published work
Arranged by college/department
Academic communities and series
Decisions about this channel made in Docket Meetings

4. Using Built-In Features
Background: Submission Management Tools
Bepress Digital Commons User Manual:
Submission Management Tools are similar to those used by journal editors
Administrator notes
Acceptance and Rejection templates
Features can be used with batch or individual upload
View image larger on next slide

5. Using Built-In Features

6. Workflow

7. Using Built-In Features
KSU Workflow:
Workflow = Administrator Notes
Not just notes!
“Most recent administrator note”
Shows status of item by using a code.
The notes indicate any issues that
the next admin needs to address.

8. Using Built-In Features
KSU Workflow:
2 codes
DATA: any information and questions about the data entered
COPYRIGHT: any information and questions regarding copyright, contacts, decisions, follow-up

9. Using Built-In Features
Utilizing student employees!
At least 2 sets of eyes on each item
Allows communication across departments and shifts
(we use 3rd shift employees!)
Students can input any item and utilize notes for ANY questions they have
Everything is checked by an authorized copyright person before posting

10. 3rd shift Digital Commons!

11. Using Built-In Features
KSU Workflow:
Any admin can check all the steps
of each item by viewing administrator
notes- even after it is posted.
No spreadsheets to deal with!
Administrators can view any
hidden supplemental content
such as copyright forms or screenshots.

12. Sample of Administrator Notes

13. *Quick overall information.
*Information includes reference to hidden document.
(Info learned last year here!)

14. Using Built-In Features
KSU Workflow:
Administrator Notes are used in Book Galleries, too!
In our book gallery of books authored by KSU faculty, we include links to items in our catalog, KentLINK. When an item is not found, we send to Acquisitions and then note this. We add the link later when the item is added to KentLINK.

15. Get the Most out of Email Templates!

16. Using Built-In Features
KSU Decision Templates:
When an item is posted, authors receive notification. (This feature can be turned on/off, by bepress.) We have customized this with information about Digital Commons.
One problem with this is the possibility of multiple s to the same author when posting multiple articles. .

17. Using Built-In Features
KSU Decision Templates:
We are now starting to use the “Register Decision” options to send custom s to article authors.

18. Using Built-In Features
KSU Decision Templates:
Current choices are
Accept Submission
Accept Submission with minor revisions
Major revisions required for acceptance
Reject Submission
A nice feature would be the ability to customize these Decision names to match the customized templates we have created.

19. Using Built-In Features
KSU Decision Templates:

20. Using Built-In Features
KSU Decision Templates:
Can select to not send

21. Using Built-In Features
KSU Decision Templates:
Customized requesting post-print

22. Using Built-In Features
KSU Decision Templates:

23. Using Built-In Features
KSU Decision Templates:
Customized with questions

24. Using Built-In Features
Thank you!
We welcome questions and feedback!
Visit Digital Commons at digitalcommons.kent.edu
us at
Stephanie Gaskins | Liz Richardson