DAIS – Digital Archive of the Serbian Academy of Sciences and Arts: Workflows

See also:

RegistrationEdit

Registration is done by completing the registration form (please use an institutional email). Upon registration, a repository manager will assign appropriate permissions to eligible users, enabling them to deposit their work and access content that is not publicly available. Only Internal users and, in some cases, Associates may be granted the permission to deposit and access restricted content.

NB: By merely filling out the registration form users are not granted the right to deposit and access restricted content. External users should not submit registrations. In case they need information about the restricted content, they may use the feedback form.

SubmissionEdit

Users can deposit new items by using a web-based submission form or by engaging directly with a repository manager (to perform the deposition on their behalf). Only registered users can deposit items. In order to deposit content in the repository, one needs to log in and launch the submission procedure in accordance with user guidelines. The submission interface is divided into several steps. Each step has a set of mandatory fields. Contributors are not allowed to move to the next step unless all mandatory fields are filled in.

MetadataEdit

Each deposited item has to be provided with complete and correct metadata and a content file. The required metadata should include the following information (mandatory fields are marked with *):

  • title(s)*;
  • authors and contributors;
  • source and/or provenance;
  • publication date*;
  • embargo expiry date (if applicable);
  • volume/issue, pagination (for publications);
  • identifiers (doi, URI, ISBN, ISSN, etc.);
  • funding information;
  • content language(s)*;
  • content type*;
  • content version*;
  • access type*;
  • licence*;
  • description (abstract);
  • keywords
  • publisher(s)

Contributors are free to provide any additional information they consider relevant in an additional description field. ORCID(s) (if available) are added during curation by repository managers.

Rights and licencesEdit

Contributors must have the necessary rights to submit a resource in the repository. During the submission process, contributors will be required to define access rights and assign a licence to the resource. DAIS supports Creative Commons licences for Open Access content. Contributors must be willing and able to grant the Serbian Academy of Sciences and Arts the non-exclusive rights to both preserve and make their work available through the repository by accepting a non-exclusive Distribution Licence.

Reviewing submissionsEdit

Once an item is submitted, it undergoes a review by a repository manager to ensure that the metadata are correct and sufficient, that files meet relevant technical requirements, and that the access rights and licence are appropriate. Deposits are not publicly visible before approval by a repository manager. During this step, repository managers may add and correct metadata, establish links between different versions (if applicable), and convert files to a preferred format (e.g. a compatible open format), if necessary. In case of publications, repository managers check the quality of deposited files and they may also seek to replace low-quality files with high-quality ones, if possible (e.g. if a contributor submits a scanned document though a born-digital version is available. If all the requirements are met, the repository manager will approve the item (publish it in the repository). In case the submission is inappropriate, the repository manager may reject it. Upon rejection, the contributor will receive an e-mail explaining the reasons for rejection and, if applicable, instructions how to correct and resubmit the item.

Metadata importEdit

New items may also be imported into the repository using the external service Ellena (MultiLoad module). MultiLoad supports metadata import via CrossRef and Dissem.in, as well as massive metadata import in the EndNote XML and RIS formats. Import must be approved by a repository manager and this action is performed in MultiLoad: each item is checked and metadata may be corrected and enriched before import. This feature is currently used only by repository managers, but may be enabled (with some limitations) for trusted users, if necessary.

CurationEdit

In DAIS, each community has at least one community manager, who organizes collections, manages users, validates deposits within the community, enriches metadata manually or relying on the external applications integrated with the DAIS.

All deposits are subject to basic curation and most deposits are also subject to enhanced curation. Enhanced curation is set as the standard to be achieved, which means that the items that currently fail to meet high standards (due to poor metadata, missing files, low quality scans, no OCR performed, etc.) will be subject to additional curation at a later stage. Also, scanned text documents are gradually replaced with OCRed files. If necessary, curation may involve conversion to open or more sustainable file formats.

A set of customized external tools have been developed to enable enhanced curation:

  • Ellena - metadata normalization, metadata import (in the Endnote XML and RIS formats), massive corrections of metadata;
  • NomadLite uses text mining to retrieve funding information and APIs to find Web of Science and Scopus IDs; once checked and verified by repository managers, the retrieved information is automatically inserted into appropriate metadata fields;
  • ReportMaker discovers missing metadata by running predefined searches;

When necessary, automated maintenance procedures are set up to resolve some issues (e.g. file renaming to eliminate unsupported characters, thumbnail creation, etc.).

The following curation tasks are performed by repository managers on a regular basis:

  • normalization of authors' and contributors' names via Ellena by assigning ORCIDs (if available) or internal identifiers; RCUB-UoB's development team has developed an alerting service that informs repository managers about newly registered ORCIDs for researchers from their institutions;
  • adding missing funding information retrieved by NomadLite;
  • adding Web of Science and Scopus identifiers retrieved by NomadLite.

Curation also involves the mapping of "shared" items (e.g. a book co-published by two participating institutions, or research outputs resulting from joint research conducted by multiple participating institutions) into all relevant collections, with the aim of increasing their discoverability.

Version controlEdit

Changes to deposited files are not permitted. If necessary, an updated version may be deposited and the earlier version may be withdrawn from public view. If multiple versions of the same content are available in the repository, there will be links between earlier and later versions and the most recent version will be clearly identified.

Correcting errors and updating the metadataEdit

Once an item is approved and published in the repository, contributors do not have sufficient permissions to change the metadata and the content file(s). Only repository managers can do this. If an update or a correction are needed, contributors should contact repository managers at their institution or fill out the feedback form.

Any user may suggest a correction or an update using the feedback form.