W@M Digital Archive Contributor Instructions

Accounts

Members of the William and Mary Community (students, faculty, and staff) are eligible to request accounts for the digital archive.

To request an account, individuals should email Amy Schindler or Ute Schechter. Once the account is created, users will have the opportunity to edit their profile, sign up for email alerts, and subscribe to the RSS feed. Students submitting a Senior Honors Theses already have accounts and do not need to contact us unless there is a problem signing in.

Adding items to the digital archive

Only two steps are required to submit your work to the digital repository:

1. Preparing your work(s) for upload
2. Uploading your work(s)

Preparing your document(s) for upload

Reformatting files to PDF
Completed projects should be submitted in PDF format especially for final products in Word, Excel, or other proprietary formats. For assistance converting your digital file(s) to PDF, see the article “How to Print to PDF without Expensive Software.”

Other file formats will be accepted into the digital repository, but not all formats are supported. A list of supported file formats is under development.

File naming suggestions
Persons submitting files should consider using a standardized file format when naming files. This will assist users to easily identify files, and will especially assist users of projects containing multiple files.

Only file names without spaces will be accepted into the digital archive. The use of underscores or hyphens are acceptable to indicate spaces between words within the tile.

Suggested file naming conventions:

LastNameFirstNameYear	DoeJane2009.pdf
LastNameFirstNameYear_description	DoeJane2009_titlepage.pdf
	DoeJane2009_text.pdf
	DoeJane 2009_appendixA.pdf

Uploading your document(s)

When your project is ready to share with the world – either in final form or as a working paper – you can upload it to the collection site.

1. To access William and Mary’s digital repository, point your browser to http://dspace.swem.wm.edu/
2. Enter the appropriate collection site for your submission.
3. Select the “My DSpace” option on the left side of your screen.
4. Login using your William and Mary user name and password.
5. Select “Start a New Submission”.
6. From the Collection dropdown menu, select the appropriate collection for your document(s).
7. Make the appropriate selection for the project you wish to submit indicating if there will be multiple files uploaded, if the material has been previously published or distributed, etc., and click “Next”.
   1. Resolutions of the Board of Visitors contributors: Select "Item has been published before or previously distributed" and click "Next".
   2. Reports and Presentations of the Board of Visitors contributors:Select "Item has been published before or previously distributed" and click "Next".
8. The fields on this page describe the material to be submitted including title and author(s). Please complete all applicable fields. Note that additional entries for authors and “other committee members” are available for use as necessary.
   1. Enter the last and first names of the author(s) whether individuals or organizations.
   2. Title: Enter the title of the paper, report, interview, or other document(s). For example: "Athletic Reports". Resolutions of the Board of Visitors contributors should enter both the resolution title and the meeting dates. For example: Title: "Authorization to Install Fire Alarm Devices in Student Residences, Resolution W-3 (R)".
   3. Date of Issue: Enter applicable month and year.
   4. Complete other fields as appropriate.
   5. Click “Next” when this page is completed.
9. The fields on this page describe the material to be submitted further including an abstract and keywords. Please complete all applicable fields. Note that additional entries for keywords are available for use as necessary.
   1. Subject terms/keywords may be added at this point, if desired. You may find the list of keywords already in use in the digital archive helpful.
   2. Paste the text of the abstract for the project into the field “Abstract”. Abstracts should be limited to 150 words, or 1,000 characters including spaces, when possible.
   3. Resolution of the Board of Visitors contributors: Enter the following into the abstract field: "This PDF was digitized from the records of the College of William and Mary Board of Visitors in the Special Collections Research Center in Swem Library on [date, i.e., December 5, 2008].
   4. Reports and Presentations of the Board of Visitors contributors: Enter the following text into the abstract field: "This PDF was downloaded from the website of the College of William and Mary Board of Visitors in [month and year, i.e. December 2006].
   5. Click “Next” when this page is completed.

#Upload the file(s) for your project by selecting the “Browse…” button and selecting the desired file(s).

1. This is an excellent time to confirm the file format and naming conventions of your file(s). For more information about file formats and naming conventions, see “Preparing your document for upload”.
2. Once you have selected the file, confirm the correct file name and format. When uploading multiple files, complete the File Description field for each file selected. Examples of file descriptions: Table of Contents, Article, Bibliography, Transcript, etc. Please note: If your submission consists of many files, each file will be added individually. Please complete the “File Description” field for each file to be uploaded. Upon clicking “Next” you will have the option to upload an additional file by clicking “Add Another File”. Repeat the steps outlined in this section until all files are uploaded with completed descriptions.
3. Click “Next” when complete.
1. Review the summary information regarding your project to ensure accuracy and completeness.
   1. If all information is correct, select “Next” to proceed to the next step.
   2. If individual items need to be corrected or revised, select: “Correct one of these” to correct information in the affected section(s); or “Upload a different file” to change the file(s) to be uploaded.
2. Select the level of Creative Commons license. Please note that all users of your work will be required under the Creative Commons license to properly credit you as the author. If you are unsure as to what rights to assign, consider limiting use to non-commercial use with no sharing allowed.
   1. There are two questions to be answered on this screen: "Allow commercial use of your work?" and "Allow modifications of your work?" If you have questions regarding how best to answer these questions, please see the Creative Commons website. Note that there are links to the Creative Commons website and further information from this page during the submission process
   2. Answer these questions to assign a Creative Commons license or select "Skip Creative Commons license."

#Carefully review the licensing terms and conditions.

1. If you agree with the terms, select “I Grant the License”. Your submission will be reviewed by library staff and you will be notified by email when your project has been officially added to the collection and is available.
2. If you do not agree with the terms, select “I Do Not Grant the License”. Your submission will remain on your “My DSpace” page, but will not be submitted.
3. Please note: Your submission will not be deleted unless you manually remove the submission from your “My DSpace” page.
4. If you have questions regarding the licensing terms, please contact Amy Schindler or Ute Schechter. If your questions regarding the licensing terms are resolved and you decide to submit your project again in accordance with the licensing agreement, you may do so from your “My DSpace” page. If you have manually removed the submission from your “My DSpace” page, you will need to re-submit your project beginning at step 1 above.
1. After completing the submission process, you will receive an email message alerting you when the file has been approved and is available to the public via the digital repository.

If you have any technical questions regarding the uploading and submission process, please contact Amy Schindler or Ute Schechter.