Before we start:
Do you already have a collection started in the repository? If so, select the arrow below and keep going!
If not, complete the New Collection Request Form before you begin.
Make sure you are logged into the repository by selecting LOGIN at the top of any repository page. You'll be prompted for your ASURITE ID.
If this is your first time logging in you will be asked to agree to the user terms.
Step one can be a tricky one! Start by selecting DEPOSIT YOUR WORK in the dark gray bar at the top of the Repository page:
Tip: If you are on a mobile device, or your browser window is small and you don't see the link, select the three bar icon and select DEPOSIT YOUR WORK from the drop down.
On the next page, you can choose to request a new collection in the red bar or SUBMIT TO AN EXISTING COLLECTION and choose the collection you wish to using the drop-down selection. Any collection you have editorial access to is available.
For this tutorial you should already have a collection. Choose from your available collections and select the "Add Item" button.
You will then be taken to a new item editing form for describing and uploading the file you wish to add to the repository.
First we are going to describe the item so people can find it and get some basic information.
You must give your item a title in order to create an item. Fill in the TITLE field with the item name. The field is repeatable by clicking the plus button to add alternate or subtitles. At least one title must be entered to save an item.
All fields are repeatable except for date.
Tip: The question mark next to a field's name is help info. Hover over a "?" for information about each field.
Next fill in the DESCRIPTION for the object(s) you are uploading.
Tip: You have the option to indicate if the description is an abstract or a table of contents by selecting the drop down.
If you know who created or contributed to the item add their name to the CONTRIBUTOR field
Add what role they played. i.e. Author, producer, director, performer, etc.
Use the + button to add additional contributors and - to remove them.
Tip: When you describe your content (including the title) you are creating metadata. See the Repository Library Guide for more information about the importance and use of metadata.
Pro Tip: You can also drag contributors to adjust the order they appear. Dragging the order works on all repeated fields. Just grab the red arrows and move up or down.
Add SUBJECT information next. Add the topics the item represents by using keywords and key phrases. These should be the main points covered by the item.
Use the the + button to add to add more than one subject. Each subject must be added in an individual subject field.
Important! Do not paste a list of comma separated terms into the box as they will be treated as a single subject.
We are skipping a few fields but you are welcomed to fill them out.
Now add the date the item was published, performed, or created. (NOT the date you are uploading it)
Use the YEAR-MONTH-DAY model for best results (YYYY-MM-DD). The year is a basic requirement. Create a date range by using a slash.
Now upload a file.
Select the ADD FILES button or simply drag the file onto the web page.
The default for the repository is open access but the "Set Access on All Attachments" button allows you set a rule for who can see or download all the files you upload. We will cover that in our advanced tutorial. For now just upload the file.
Got more files? Follow the same steps.
We are just adding the items but are not ready to publish just yet so set the visibility to private.
Choose the a Rights Statement for your content. All Rights Reserved means users must contact in before reusing your content. A Creative Commons license allows people to reuse your content without written permission.
More information about Creative Commons and Copyright are available on our Scholarly Communications Library Guide.
Tip: You can always go back and edit the form, so if you made a mistake or want to add more description, go right ahead.
If you need to apply an embargo set the expiration date. Once this is applied data files and any of its disseminations will be restricted from public view until the expiration date. The descriptive metadata is still published.
Almost done, now most importantly, select SAVE.
If you forget to save all of your work will be lost. If for some reason you do not want to keep the changes or additions select DISCARD CHANGES and they will not be saved and the item will not be created if it did not already exist.
Now you are done. Your item is still private until you change the visibility to the public.
If you need to make any changes simply select the EDIT button on the item page and make your changes.
ProTip: You can jump to the edit page from the collection listing by selecting the pencil next the title.
Select the SAVE button and you are done.
TIP: If your collection is still private all items are not available for public viewing. However, once you publish the collection all items designated as public will be made available. If the individual viewing settings were set to private you will need to manually change each item.
Thank you for completing this ASU Digital Repository collection management tutorial. Refer to the ASU Digital Repository Library Guide for information on basic author rights, open access, metadata help, and more. Go to the next page to request to get a completion certificate or leave feedback.
Please enter your name and email address to retrieve a copy of your completed quiz.
You can enter multiple email addresses separated by commas. If you are doing this for a class, you may need to enter your instructor's email address also.