DSpace Cataloging Steps

DSpace Monographic Titles

If There Is Only A Print Record in OCLC Connexion

1. Search for duplicates in Alma
2. Open DSpace submission
3. DSpace; Check file name
4. DSpace; open PDF
5. DSpace; Accept this task
6. Open record in OCLC
7. Compare PDF to OCLC record
8. DSpace; Accept this task
9. If necessary, edit metadata in DSpace
10. DSpace; Approve
11. DSpace; return to My DSpace
12. DSpace; Take task
13. DSpace; Accept this task
14. DSpace; Commit to archive
15. Complete cataloging in Connexion: Derive the print record & create new electronic resource record for the title, update the record as an eresource
16. Copy/paste DSpace URL into the 856 field & Save
17. Update the Holdings to "Held By PUL" in Connexion: Action → Holdings → Update Holdings (F8)
18. If manually adding the Inventory in Alma, skip to Step 24.
19. Export the record in Connexion: Action → Export (or F5)
20. Export the record from Connexion as a .dat
21. Change .dat file to .mrc in File Browser
22. Add the Record to Alma as a Standalone Portfolio: Resources → Import → "Ebooks with holdings & No CZ link" Import Profile.
23. After Imported, click the "..." button on the right & select "Imported Records"
24. Open the Metadata Editor in Alma
25. Select "Search & Browse" → "Search Resources" from the top menu
26. In the "System Number" field, enter the OCLC Number (numbers only) for the new record on WorldCat you just created
27. Click "Import".  The bibliographic record will now appear on the Metadata Editor.
28. Copy the URL from the 856
29. Select "+Add Inventory" → "Add Portfolio" (or if "+Add Inventory" does not appear as an option on the menu, select "View Related Data → View Inventory" & in the window that appears on the right, click on the "Portfolio(0)" tab & "Add Local Portfolio")
30. In the form that appears, under "Portfolio Type" be sure to select the "Part of an electronic collection" radio button
31. Click in the blank "Electronic Collection" space and "Select from a list"
32. Search for Electronic Collection Name "DSpace"
33. On the list that appears, choose one of the following, depending on which area in DSpace your resource is:

    DataSpace (DSpace) at Princeton Publicly Accessible Monographs

    DataSpace (DSpace) at Princeton PUL-Only Accessible Monographs

34. For "Library" select "Technical Services"
35. Scroll down to "Inventory & Linking Information" & in the URL Field, paste the URL from DSpace
36. Proxy does not need to be enabled for DSpace resources, you can leave this set to "No"
37. Make sure that the Availability Status is "Active" & the Electronic Material Type is "Document"
38. Click Save & Done button
39. Search for title in Alma
40. When you locate the title you've added, click on "Portfolio List", then the "..." button on the right → Test Access
41. Click the "Full text available at: DataSpace (DSpace) at Princeton..." link.  A new tab will open in your browser showing the DSpace record for the document, which includes the "View/Download" button for the document.

Ebook record in OCLC Connexion

1. Search for duplicates in Alma
2. Open DSpace submission
3. DSpace; check filename
4. DSpace; open PDF
5. DSpace; Accept this Task
6. Edit metadata in DSpace if necessary
7. Open record in OCLC
8. Compare PDF to OCLC record
9. Connect to OCLC and Complete Cataloging in Connexion
10. Follow from Step 16 above.
11. Approve record in DSpace
12. Return to My Data Space
13. DSpace; Take Task
14. DSpace; Accept this task
15. DSpace; commit to Archive
16. Copy/Paste DSpace URL into Alma record
17. Complete cataloging in Alma
18. Add Portfolio in Alma: Resources → Import → "Ebooks with holdings & No CZ link" Import Profile.

No OCLC Record

1. Search Alma
2. Search OCLC
3. Take task in DSpace
4. DSpace; Accept this task
5. Verify PDF is correct
6. DSpace; Open PDF
7. Perform Original Cataloging in Connexion
8. Follow from Step 16 above
9. DSpace; Accept this task
10. If necessary edit metadata in DSpace
11. DSpace; Approve
12. DSpace; Return to My DSpace
13. DSpace; Take task
14. DSpace; Accept this task
15. DSpace; Commit to Archive
16. Complete cataloging in Alma, if necessary.
17. Add Portfolio in Alma

DSpace Serial Titles 

NOTE: Be sure to search Alma when serial issues are submitted to DSpace. Confirm that the title has a bib in Alma, it has a DSpace portfolio, and that the holdings in the DSpace portfolio for the item are correct.   

FOR NEW SERIALS SUBMITTED TO DSPACE:

1. Search Alma for title
2. If it's not in Alma, add a new bib to Alma & attach a DSpace portfolio
3. If it is in Alma with other portfolios, add a new DSpace portfolio.  REMINDER: Do NOT add electronic portfolios to bib records with physical holdings.  Create a new electronic bib in Alma and attach the portfolio.
4. When adding the link to the serial, be sure the use the DSpace Collection link, this way you won't need links for each individual volume/issue submitted to DSpace.  Here is an example of the link you should use: https://dataspace.princeton.edu/handle/88435/dsp01fb494c220
5. As you can see, this link lists all issues archived in DSpace for this serial title.
6. Confirm the holdings for the serial title in DSpace, and add coverage to the portfolio in Alma, in the "Coverage" tab.  Use "vol. " and "no. " for volume and issue number, respectively.

FOR SERIALS ISSUES SUBMITTED TO DSPACE BUT ALREADY IN ALMA:

1. Open DSpace submission
2. Take task
3. Check file name
4. Download file to verify contents
5. Approve in DSpace
6. Return to My Data Space
7. Open Submission
8. Commit to Archive
9. NOTE: You do not need to update the link in the DSpace portfolio.  This should always remain the same for serial titles.  So you will NOT need to copy & paste the individual issue's DSpace link after Committing to Archive.
10. Confirm that the Alma DSpace portfolio's Coverage is accurate in the "Coverage" tab.  If the serial is still being received with current issues, leave the "Until" information blank.  This will display as "-present" in the online catalog.