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Space Documentation

DSpace, or Data Space, is a space on the Princeton University website for uploading & storage of archive materials, i.e., documents in .pdf format.

This documentation addresses only the Princeton University Library areas of DSpace.

As of May 1, 2019, there are 18 “Communities and Collections” within DSpace.  Princeton University Library is one of the 18.  This is divided into 4 different parts:

  1. Serials and series reports (Access Limited to Princeton)

  2. Serials and series reports (Publicly Accessible)

  3. Monographic reports and papers (Access Limited to Princeton)

  4. Monographic reports and papers (Publicly Accessible)

(There is a 5th item, Research Data.  We are not responsible for processing any items submitted there.)

Whenever a person wants to submit an item, two decisions are needed:  (1) Whether the item should be publicly accessible or have access limited to Princeton and (2) into which collection.

Serials and series reports, both “access limited to Princeton” and “publicly accessible,” are divided into multiple sub-collections.  Some of these are standard periodicals while others are monographic series.  Each serial submission only needs to be processed in DSpace while submissions in all of the other sub-collections also need to be cataloged in Alma.

We have strongly encouraged selectors and staff to contact us before submitting items to DSpace to see if it is better that the materials appear in their own sub-collection.  If that is the case, they need to decide whether the material can be publicly accessible or whether their access should be limited to Princeton.  (There have been times we have contacted the selector or submitter after they have submitted requests if we think the items should belong in their own collection, i.e. each issue of a periodical submitted as a monographic title.  Once the new collection is created, we will cancel the requests and ask that they be submitted in the new collection.) 

For technical questions, submit a ticket via email to lsupport@princeton.edu with the subject "ATTN: DRDS team" and that will reach James Griffin, Bess Sadler, and Kate Lynch, who can help if there's a problem.


New collection in Dspace

To have a new (sub)collection added to DSpace.  These are the two templates that we use:


Please add the following collection to Princeton University Library - Serials and series reports (Access Limited to Princeton) with the following title

             

Serials and series reports (Access Limited to Princeton)​ - XXXXXXXXXXX​             


Please use the Library’s template.​


Please add the following collection to Princeton University Library - Serials and series reports (Publicly Accessible) with the following title

             

Serials and series reports (Publicly Accessible)​ - XXXXXXXXX​     


Please use the Library’s template.​

(Where XXXX = the collection name)


Other situations where it might be necessary to ask lsupport for assistance

  • Adding a librarian/staff member as a DSpace submitter

  • Editing a processed record

  • Deleting a processed record

  • Deleting a (sub)collection

  • Wrong template applied to a (sub)collection

Please provide the submitter’s name and email address when requesting that he/she be added as a submitter.


To Archive a document In DSpace (see "DSpace Cataloging Steps" for each circumstance): 

Before completing the processing in DSpace, open each PDF to make sure (1) the file isn’t corrupted, and (2) it matches the bibliographic information.  (This may not be possible with foreign language materials.)  For periodicals, make sure that the dates match. 

  1. Take Task – Click the "Take Task" button on the right of the title of the resource
  2. On the next page, click the "Accept This Task" button
  3. Then click on the "View/Download" button to confirm that the file correctly represents the bibliographic data entered for it in the records for the title
  4. If the file is correct, then click the "Approve" button
  5. The "Thank you" page will appear.  Click the "Return to My DSpace" link
  6. You will see that in the "Task" column (the leftmost column) the status now reads "Final Edit of Submission"
  7. In order to complete the task, you must click on the "Take Task" button again for the same title
  8. And the click on the "Accept This Task" button again
  9. Finally, click on the "Commit to Archive" button
  10. The second "Thank you" page appears.  Copy the URL that DSpace has generated & paste it into the 856 $u in the bibliographic record for the title in Alma.
  11. You will notice that the title no longer appears on the list of submissions waiting to be archived

NOTE: For serials, you do not need to copy & paste the URL into the bibliographic record.

For some Submissions in DSpace, the submitter will include the MMSID# (previously the BIBID# in Voyager) of the bibliographic record in Alma.  If this is the case, may not need to perform original cataloging.  Check the record in Alma & complete the cataloging, or find the record for it in OCLC & perform Copy & Merge in Alma.

If the submitter has not provided an MMSID#, confirm with a search that the title is not in Alma.  If it is not, then you must create an original bibliographic record for it in Alma.

To create original cataloging for DSpace titles in Alma:

We have set-up an Alma template in the Metadata Editor for all original cataloging called "DSpace Ebooks"​.  It contains all the fields​ we regularly use for new DSpace original cataloging.  Be sure to edit the 008 tag for each specific resource cataloged.  NOTE: Not all fields need to be filled in in this template.  The 5xx fields are optional.  To use this template, open the Metadata Editor in Alma, select "Templates" in the tabs on the left menu, & right-click on "DSpace Ebooks".  On the pop-up menu, select "New Record From Template" & a new bibliographic record will appear in the Metadata Editor on the right.  The template looks like this:


LDR        #####nam#a22#####7i#4500

008         ######suuuu####xx######o#####000#0#eng#d

020        ‡a

040        ‡a NjP ‡b eng ‡e rda ‡c NjP

043        ‡a

050        ‡a

100 1     ‡a

245 0 0  ‡a ‡b ‡c

250        ‡a 

264     1 ‡a ‡b ‡c

300        ‡a 1 online resource

336        ‡a text ‡b txt ‡2 rdacontent

337        ‡a computer ‡b c ‡2 rdamedia

338        ‡a online resource ‡b cr ‡2 rdacarrier

490 1     ‡a ‡v

500        ‡a

505  0    ‡a

588        ‡a Description based on online resource; title from PDF title page (viewed on [date]).

650    0  ‡a

700  1    ‡a

710  2    ‡a

856  4 0 ‡u

NOTE: Only the DSpace URL (which begins "http://arks.princeton.edu/ark:") should appear in the Alma record.  This must be copied from DSpace when generated & pasted into the 856 tag in the Metadata Editor in Alma.


After cataloging is complete, Add Inventory in Alma

Add Inventory → Add Portfolio in Alma.  You don't need to edit anything in the Portfolio Edit form, just click "Save & Done".


Records cataloged in Alma for publicly accessible items should be exported to OCLC; those with access limited to Princeton should not.  If you have a record with access limited to Princeton, Save the record & Select Record Actions → Set Management Tags --> Export to WorldCat --> Don't Publish.


Remove notes meant for the cataloger from the DSpace record, i.e. Voyager bib number, OCLC accession number, etc.   Within the DSpace submission click on “Edit Metadata” and then when finished removing the notes for the cataloger, click “Cancel/Save” at the bottom of the screen.


Periodicals aren’t cataloged in Alma; they’re activated portfolios in Alma.  After processing the issues in DSpace, I send an email to Nancy Burns <nburns@Princeton.EDU>

  • Subject: DSpace Item to be Processed via Alma - XXX (where XXX = the serial name) ●  Body of the email

                        ○    Title

                        ○    URL of the DSpace Collection

                        ○    Alma bib, if it exists

                        ○    ISSN, if it exists

                        ○    OCLC accession number, if it exists & there isn’t a record in Alma

                        ○    Issues processed so Nancy can set up holdings

○    Any other relevant information.  If the item is obscure and there is a web page, I’ll include a link


All periodical issues should also include issue and/or date information in the title field so that users can easily distinguish among issues.  For examples, see

There are others as well.  A full list can be found here: https://dataspace.princeton.edu/handle/88435/dsp01r781wg06f


DSpace File Naming Rules (from the DSpace Instruction document)

  • Do not include any spaces in your file names. Spaces may cause problems in certain situations so please avoid using them.

  • Both dashes and “-“ ​ and underscores​      “_” ​     are acceptable.​         

  • Do not include the following characters in your filenames: ~ ! @ # $ % ^ & * ( ) ` ; <​

> ? , [ ] { } ' "




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