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<!DOCTYPE html>
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<title>Adding a Document to infra.sarai.net/lib/ | Sarai-CSDS</title>
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<li><a href="#login"><i class="icon-chevron-right"></i> Logging In</a></li>
<li><a href="#existingcollection"><i class="icon-chevron-right"></i> Existing Collections</a></li>
<li><a href="#newcollection"><i class="icon-chevron-right"></i> Creating a Collection</a></li>
<li><a href="#newdoc"><i class="icon-chevron-right"></i> Adding a Document</a></li>
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<section id="login">
<h2>Adding a Document to <a href="http://infra.sarai.net/lib/" target="_blank">infra.sarai.net/lib/</a></h2>
<!-- Logging In -->
<h4>Logging In</h4>
<p>Go to the bottom of the homepage of <a href="http://infra.sarai.net/lib" target="_blank">infra.sarai.net/lib/</a> and click on <strong>Login</strong>.</p>
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<li class="span9"><a href="#" class="thumbnail"><img src="img/lib_new_doc/login.png" alt="logging in"></a></li>
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<p>Enter your username and password in the following login page.</p>
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<h4>Existing Collections</h4>
<p>All documents kept in the library portal are part of a <strong>collection</strong>. Collections are one way of organising the documents stored in the library. The other way of organising documents is by using <strong>tags</strong>. We will talk about tags later.</p>
<p>Before adding a document to the library portal, please identify which category it should be part of. A document can only be part of a single category. To see the existing categories, please click on the <strong>Collection Tree</strong> on the navigation panel at the right side of the screen.</p>
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<li class="span2"><a href="#" class="thumbnail"><img src="img/lib_new_doc/navpanel.png" alt="navigation panel"></a></li>
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<p>The Collection Tree screen shows the existing collections and their hierarchies (which collection is part of which collection). If the new document can be part of any of the existing collections then proceed to <strong>Adding a Document</strong>. If the new document cannot be located within any of the existing collections and you want to create a new collection, then proceed to <strong>Creating a Collection</strong>.</p>
</section>
<!-- Creating a New Collection -->
<section id="newcollection">
<h4>Creating a Collection</h4>
<p>To create a new collection, click on the <strong>Collections</strong> tab on the navigation panel. This takes you to the list of existing collections. Unlike the Collection Tree screen, this does not show the collection hierarchies. Click on <strong>Add a Collection</strong> to create a new collection.</p>
<ul class="thumbnails">
<li class="span9"><a href="#" class="thumbnail"><img src="img/lib_new_doc/newcollection01.png" alt="Collections"></a></li>
</ul>
<p>The portal runs on a software called <a href="http://omeka.org/" target="_blank">Omeka</a>, which uses Dublin Core meta-data standards to collect and keep information about the documents stored in the portal. <a href="http://dublincore.org/metadata-basics/" target="_blank">Click here</a> to read more about Dublin Core standards.</p>
<p>The <strong>Add a Collection</strong> screen has a series of text boxes to enter information about the collection concerned. It is important to fill up the following boxes (help in parentheses): <strong>Title</strong> (name of the collection), <strong>Description</strong> (a single sentence description of the collection), and <strong>Creator</strong> (enter 'Sarai-CSDS'). The rest of the boxes can be kept empty.</p>
<ul class="thumbnails">
<li class="span9"><a href="#" class="thumbnail"><img src="img/lib_new_doc/newcollection02.png" alt="Collections"></a></li>
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<p>After filling in the details for the above mentioned boxes, click on <strong>Parent Collection</strong> tab to go to the screen below and select whether the new collection should be part of any already existing one or not. Finally, choose if the collection should be <strong>Public</strong> and/or <strong>Featured</strong>, and then click on <strong>Add Collection</strong>.</p>
<ul class="thumbnails">
<li class="span9"><a href="#" class="thumbnail"><img src="img/lib_new_doc/newcollection03.png" alt="Collections"></a></li>
</ul>
<p>Once created, each collection gets its own page. The entered details can be reviewed and edited from here. Click on the <strong>View Public Page</strong> to see how the collection appears to visitors to the portal.</p>
<ul class="thumbnails">
<li class="span9"><a href="#" class="thumbnail"><img src="img/lib_new_doc/newcollection04.png" alt="Collections"></a></li>
</ul>
</section>
<!-- Adding a New Document -->
<section id="newdoc">
<h4>Adding a Document</h4>
<p>In <a href="http://omeka.org/" target="_blank">Omeka</a> (the software that powers the library portal), each document is called an <strong>item</strong>. To add a new document to the library click on the <strong>Items</strong> tab on the navigation panel, and then click on <strong>Add an Item</strong> button in the <strong>Items</strong> page.</p>
<ul class="thumbnails">
<li class="span9"><a href="#" class="thumbnail"><img src="img/lib_new_doc/newpost01.png" alt="Items"></a></li>
</ul>
<p>The <strong>Add an Item</strong> page is quite similar to the <strong>Add a Collection</strong> page discussed above. Omeka follows <a href="http://dublincore.org/metadata-basics/" target="_blank">Dublin Core</a> metadata standards to store information about each item.</p>
<p>The page has a series of text boxes to enter various information about the document being added. The important text boxes to fill up are the following (help in parentheses): <strong>Title</strong> (name of the document), <strong>Subject</strong> (keywords relevant for the document, separate by comma), <strong>Description</strong> (brief description of the document, maybe excerpt from the abstract), <strong>Creator</strong> (name of the author(s) of the document, written as -- "second name, first name"), <strong>Source</strong> (bibliographic/publication details), <strong>Publisher</strong> (name of the publisher), <strong>Date</strong> (date of publication), <strong>Rights</strong> (enter "As in original"), <strong>Language</strong> (language of the document). Other text boxes can ignored.</p>
<ul class="thumbnails">
<li class="span9"><a href="#" class="thumbnail"><img src="img/lib_new_doc/newpost02.png" alt="Adding an Item"></a></li>
</ul>
<p>Click on the <strong>Item Type Metadata</strong> tab to enter the <strong>item type</strong> of the document being added. Click on the drop-down menu to select from the given options. In most cases, the added document will be of the type 'Text'.</p>
<ul class="thumbnails">
<li class="span9"><a href="#" class="thumbnail"><img src="img/lib_new_doc/newpost03.png" alt="Item Type Metadata"></a></li>
</ul>
<p>Click on the <strong>Files</strong> tab to upload and attach the document being added. The maximum file size limit is set at 30 MB per file. If uploading a larger file, please break the original file into multiple parts and upload them separately.</p>
<ul class="thumbnails">
<li class="span9"><a href="#" class="thumbnail"><img src="img/lib_new_doc/newpost04.png" alt="Adding a File"></a></li>
</ul>
<p>Click on the <strong>Tags</strong> tab to enter related keywords (tags) for the document being added. <strong>Tags</strong> are crucial for allowing organising the documents in the portal under various themes and topics. When writing on the <strong>Add Tags</strong> text box, tags with similar spelling are automatically shown. If appropriate, please select among existing tags, so as to minimise duplication, especially those due to difference in spelling (such as "Social-Media", "SocialMedia" and "Social Media").</p>
<ul class="thumbnails">
<li class="span9"><a href="#" class="thumbnail"><img src="img/lib_new_doc/newpost05.png" alt="Tagging an Item"></a></li>
</ul>
<p>Finally, click on the drop-down menu on the right hand side box to locate the document within a collection. As mentioned earlier, a document can only be part of a single collection. Choose if the document should be <strong>Public</strong> and/or <strong>Featured</strong>, and click on <strong>Add Item</strong> to add the document.</p>
<p>One added, each document gets a separate page, where the entered details can be reviewed and edited.</p>
<ul class="thumbnails">
<li class="span9"><a href="#" class="thumbnail"><img src="img/lib_new_doc/newpost06.png" alt="Item Page"></a></li>
</ul>
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