Sign on to DSpace

Before starting your submission you will need to sign on to the system. To do this please email the administrator who will register your details. DSpace@Cambridge uses Raven authentication which works using the University's CRS Identification.

Submission Progress Bar 

Start a new submission

You can start a new submission either by going to “My DSpace” and clicking on the “Start a New Submission button “ or by going to the chosen collection and clicking on the “Submit to this Collection” button. If you go through “My DSpace” you will be asked to choose a collection. Click on the arrow at the right of the drop-down box to see a list of Collections that are accessible to you and select one for your submission. If you are denied permission to submit to that collection, please contact us.

Submit: Describe Your Item - Page 1

In the first deposit page you will be given three options. Sometimes an item has more than one title, perhaps an abbreviation, acronym, or a title in another language. If this is the case, and you want this information captured, click in the "yes" box.

If you are depositing an item previously published elsewhere, click in the "yes" box. Later in the process you will receive the option to include citation information for the original publishing. New items that have NOT been previously published or distributed will be assigned an issue date by the system upon DSpace@Cambridge distribution.

An item can consist of more than one file in DSpace@Cambridge. For example, an HTML file may contain references to image files (such as JPG or GIF files). Another example is an article that is supplemented with a video and a data file. If you are submitting more than one file for this item, click in the "yes" box. If none of these questions apply, click the "Next" button.

Submit: Describe Your Item - Page 2

This descriptive information enables users to retrieve your item using search engines. By filling out these fields in the form, you are creating a metadata record for your item. The more thorough you are, the more "findable" your submission will be, so please take the time to fill in as many fields as you can about each item.

Author: A person, organization or service responsible for creating or contributing to the content of the item. Click on the "Add More" button to add as many authors as needed. If the author is an organization, use the last name input box for the organization name.

Title: All DSpace@Cambridge items must have a title! Enter the full and proper name by which this item should be known.   

Other Title: Alternative titles may include: abbreviations, translations, or acronyms, etc.  

Date of Issue & Publisher: If your item was previously published, enter the date and name of the publisher. If you don't know the month, leave the default "No Month"; otherwise select a month from the drop-down box. If you don't know the exact day, leave that box empty. If DSpace@Cambridge is the first means of distribution of this item, a date will be assigned by the system when the item becomes a part of the repository.  

Citation: For journal articles, include the journal title, volume number, date and pagination. For book chapters, include the book title, place of publication, publisher name, date and page numbers.

Series/Report No.: Some of the collections in DSpace@Cambridge are numbered series, such as technical reports or working papers. If the collection you are submitting to falls into that category, then there should be a default value in the Series Name box which you should not change, but you will have to fill in the assigned number in the Report or Paper No. input box.

Identifiers: Enter any number or code that identifies this item in some other system and select the type of identification system from the drop down menu:

• ISBN - International Standard Book Number - e.g. 978-0-12-345678-9
• ISSN - International Standard Serial Number - e.g. 1234-5678
• ISMN - International Standard Music Number - e.g. M-53001-001-3
• URI - Universal Resource Identifier - e.g. http://www.dspace.org/help/submit.html. For previously published items insert here the link to the published version if available. Other unique identifiers assigned to the item using a system other than the above, e.g. Digital object identifiers (DOI) can be inserted alongside.

Type: Select the type of work (or genre) that best fits your item. Hold down the "Ctrl" key to select more than one type or use the "Shift" key to select groups of types within the list.

Language: Select the language of the intellectual content of your item. If your item is not a text document and language is not applicable as description, then select the "N/A" choice.

Submit: Describe Your Item - Page 3

Subject/Keywords: Please provide as many appropriate keywords and subject terms to describe this item as possible, from the general to the specific. The more words you provide, the more likely it is that users will find this item in their searches. Use one input box for each subject word or phrase. For more input boxes, click on the "Add More" button. Your community may suggest using terms from a specific vocabulary, taxonomy, or thesaurus. If this is the case, please select your subject words from that list.

Abstract: Including an abstract makes your work more accessible for searching and retrieving for users. There is no limit to the length of the abstract you attach to your item in DSpace@Cambridge.

Sponsors: If your item is the product of sponsored research, you can provide information about the sponsor(s) or funding bodies. It might be of interest that the Research Information Network (RIN) has issued guidance on acknowledgement of funders in scholarly journal articles.

Description: Enter any other information about your submission or comments that you think may be of interest to users of the item.

Submit: Upload a File

Select File: Click on the "Browse" button to select your files for submission.

File Description: For items consisting of multiple files, enter descriptions like "main article" or "images" or "computer program" or "data set" to distinguish each file.

Submit: Select File Format (change to Cambridge file format list)

If the system does not automatically recognize the format of the file you have uploaded, you will be asked to select the appropriate format from the list offered. If the format is not in the list, click on "Format Not in List" and describe the format in the text box lower down on the page. Be sure to give the name of the application you used to create the file and the version of that application, e.g. "Autodesk AutoCAD R20 for UNIX". See here for a list of formats supported by DSpace@Cambridge. 

Submit: File Uploaded Successfully

After you have uploaded a file, verify the information in the table to make sure it is correct.

• Click on the filename to download the file in a new browser window so that you can check the contents
• Compare the file checksum displayed here with the checksum you calculate   

Checksums

Checksums are a way to verify that your file data has transmitted properly. To verify the file using checksums, click "Show Checksums" on the "Uploaded File" page. The DSpace@Cambridge-generated MD5 checksum number will be listed beside the file name for every file you have uploaded. Then, use a local program to generate your own checksum for these files and verify that your results match ours:

• For Windows machines, try using md5, or md5sum, available via the textutils package in Cygwin.
• On most UNIX-like systems (including Mac OS X), use md5sum. For instance, type "md5sum MYFILE" for every file you want to check; the summary should print on your screen.

All of these utilities will need to be run from a command-line, or terminal, window. When you run the MD5 tool on your local copy of the file you're uploading, the entire digest printed out should be exactly equal to what DSpace@Cambridge reports.

Submit: Verify Submission

To correct or edit information about your item, click on the corresponding button on the right, or use the buttons in the progress bar at the top of the page to move back through the submission pages.

Submit: License

Your agreement to this non-exclusive licence is required before your item can appear on DSpace@Cambridge. By signing the licence the depositor grants DSpace@Cambridge a non-exclusive, worldwide, perpetual, royalty-free right and licence to reproduce the Deposited Work(s) for archiving and preservation purposes; and to reproduce and make available to the public on the Internet for the purposes of non-commercial research or private study. Please read the full license carefully. If you have any questions, please contact the DSpace@Cambridge team.

• Once you agree to this licence, you will not be able to modify the descriptive or other data about the item.
• Even if you do not grant the licence, your document will still be accessible on your "My DSpace" page.

Submit: Submission Complete

You can check the status of your submission(s) by going to your "My DSpace" page.