Moving the Laffite Society publications from CD to the Web

                Using Texas Digital Library, Online Journal Systems

                Document created by Natalie Wiest, Texas A&M University at Galveston

                Texas Conference on Digital Libraries, May 24-25, 2012

 

This part of the process assumes the individual issues have been further subdivided into individual articles, which are now ready for uploading and addition of metadata to help make them more findable.

 

To do this, you will be assigned two roles;  as an author and as an editor.  Since you now know the volume and issue number, and date of publication, you can first set up that information (editor role), then upload the items and describe them (author role);  then re-“publish” the issue, article by article (editor role).

 

SET UP VOLUME AND ISSUE INFORMATION.

 

Login as yourself at                               .  The page you go to when you’ve logged in is the “User Home” page, and you will see your journal listed there as well as your two roles, author and editor.

 

It looks something like this, with the green ovals highlighting the “Editor” role and the “Create Issue” button.

 

 

Click on “create issue”

Your “Create Issue” page looks like this:

 

 

Change the content of “volume”, “number”, “year” fields as needed.  I suggest you use the “Title” line to put in additional information, such as” Fall 1980” since there seems to be no other place to put  that kind of information.

 

The next image shows that “Fall 1980” added to the Title line, and scrolling down a bit on the page, we have the opportunity to add the image of the cover (if there is one to add) that has been saved to our files.    Click on “Browse”, select that file, and be sure to hit “Save” to save that work.  The screen looks like this with green circles on the relevant buttons:

 

 

 

Note:  if the cover page wasn’t saved in a size of 800 x 600 pixels it will not display properly.  In our saved files, these are designated with “small” added to the file name.  Be sure to also click on the box in front of “Create a cover for this issue with the following elements”.

 

When you’ve clicked on “Save”, you will go to a screen that looks like this:

 

You have finished your work as an Editor for this stage, time to move to the Author role and start inputting individual articles to create a journal issue.   To move to the Author role, click on “User” from the location circled above.

 

Here’s what the User Home page looks like and the “new submission” circled on the Author line.  Click on “new submission” and begin submitting the articles that will go into the issue you just created.

 

 

Below is Step 1 of the 5 part Submission process.   In almost all cases at Step 1 you swill simply click on “Save and continue”  and go on to Step 2.

 

 

Here is what your Step 2 screen looks like:

 

 

Click on the “Browse” button at “Upload submission file”.  Go to the saved files at _____________ and select the one you want to upload.  Double click it, click on “Upload” button;  then “Save and continue” to move on to Step 3.

 

Here is the Step 3 screen:

 

 

As the title says, we are now submitting metadata – or description of the data we are uploading.  You can see here that the default author information is that of the person who is self-described as the “author” role.  Of course you need to change this to the real author’s name.  Leave your own email in the description field.  If there is more than one author of the article, note the “Add Author” button and use it to add the additional authors.  The system won’t proceed from here unless additional authors have an email address, so add your own.  If there is no author, use “—“ for the first name, and “—“ for the last name.

 

I often have the PDF copy of the article up on my machine so I can easily see the title of the article.  Many of the Laffite articles don’t have an abstract so I insert the introductory paragraph of the actual article;  or I create an abstract of my own that I think is descriptive of the article and will help readers determine if they want to go to the trouble of seeing the entire article.

 

The latter part of the Step 3.  Metadata process screen looks like this:

 

 

Keywords refer to the topics covered in the article.  This may include geographic location, people, topics, names of ships, etc.

 

It’s unlikely we will use “Supporting Agencies” unless you know an outside agency has helped to fund the results or discussion of the article.

 

As in other steps, be sure to click on “Save and continue” before you move to Step 4.

 

Here is the Step 4 screen:

 

 

Most articles do not have supplementary files, so click on “Save and continue” and move on to Step 5, Confirming the Submission.

 

If all has gone well, we see the names of the file we have uploaded.  In the case illustrated the first file is the bulk of the article, and the second one is the continuation of the article.  Click on “Finish Submission” and go on to the next critically important screen, which is labeled “Active Submissions”.  It occurs only at this step in the sequence and is your ONLY chance to move the article around an otherwise very cumbersome review process and to a location where you can put it together with other articles to create the issue.

 

 

Be sure to click on the “Clicking here” text as indicated in the illustration with both the arrow and circle.

 

One more step:  after you’ve clicked on “clicking here”, you go to this editing page:

 

 

 

Under “scheduling”, I have clicked on the dropdown menu, and selected the area now highlighted, Vol. 1, No.3 etc., and once you’ve selected that issue (the one you created at the beginning of this journey), click on “Record”. 

 

You are done with this cycle of adding articles to an issue.  The next stage for the Editor is PUBLISHING THE ISSUE.

 


 

PUBLISHING THE ISSUE

 

This stage assumes all the articles you need for an entire issue have been entered, along with their metadata, and you are ready to put them all together in one issue.

 

As the last article is being published and has been scheduled for publication, you can click on the “Table of Contents” listing

 

 

Your Table of Contents screen looks like this:

 

Note the up and down arrows to the left of the authors’ names.  If the articles are not in the right order per the paper original, this is the time to correct the order and clicking on those arrows will move the article as you wish.  The blank page numbers are not a problem at this point;  click on “Publish issue” and on the next screen that comes up, looking very much like this one, add those page numbers.

 

 With page numbers added, click on “Save”:

 

 

If the issues are not going in sequentially, there is one more editorial step that may need to be taken to re-order them.  It is from the menu Home > User > Editor > Issues > Back Issues.  Use the up and down arrows to have the issues display in the order you desire, in this case, with the most recent issue at the top of the list.

 

The final result, now accessible to the public, looks like this: