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eScholarship@UMassChan Repository Staff Support Guide: Administrator tasks

Documentation and how to guides for UMass Chan Medical School's institutional repository on Atmire's Open Repository DSpace platform, at https://repository.escholarship.umassmed.edu.

Daily, weekly, monthly, quarterly and annual tasks for repository administration

Daily

  • Monitor eScholarship mailbox
    • DocuSign permission forms for dissertations should be downloaded to the school's folder in I:\Dissertations. Do not change the filename. Move the DocuSign email to the Resolved folder.
  • Review/approve any new submissions and register DOIs when appropriate
  • Maintain spreadsheet to track repository projects (Robert is doing this post Lisa's retirement)
  • Prepare task assignments for Robert Aframe on days he works (Robert is doing this himself post Lisa's retirement)
  • Troubleshoot issues with service provider, as needed, including submitting tickets to their tracking system
  • Monitor service provider's tracking system for updates on issues (admins receive an email notification when updates are posted)

Weekly

  • Share PubMed search for UMass Chan papers to distribution list (Sally is now responsible)
  • If received PubMed search results for "UMass Chan retractions" alert, search eScholarship and make item non-discoverable ("private") so it does not display in repository search and browse lists. See "Editing metadata and bitstreams" page.

Monthly

  • Compile and report previous month's usage data to "Institutional Repository Stats" dataset in LibInsight
  • Review PubMed search alerts, which are used to populate departmental collections (Robert is doing this post Lisa's retirement)
  • Review user accounts (Access Control > People) and delete any new non-UMass Chan accounts (except for the Atmire accounts)

Quarterly

  • Prepare brief usage report highlights for stakeholders (suspended until there is a full-time IR administrator)

Annually

  • Work with Marianne Siener to facilitate subscription renewals for Open Repository and Janeway in January/February

As requested or needed

  • Update/create static pages for Help, repository welcome text, collection introductory text
  • Consult with new stakeholders and set up new communities or collections  (suspended until there is a full-time IR administrator)

Future projects

  • Accessibility
    • Work towards ADA compliance date of April 24, 2026
    • Work with the campus and grad schools to create accessible templates for ETDs and for Janeway journal articles
    • Check new submissions
  • Name change policy
  • Preservation: Open Repository and Janeway content (may require multiple solutions)
  • Automate the workflow, perhaps incorporate Unpaywall or Zotero

How to add a system alert

Only system administrators can add a system alert that displays on the top of each page of the repository. 

  1. Admin sidebar > System-Wide Alert
  2. Enter the alert message into the box
  3. Click the Inactive/Active button to make the alert active (it will turn green)
  4. Save
  5. The alert will stay in place until it is made inactive.

Atmire tutorials

Atmire has made available several tutorials on how to set up collection privileges and other administrator tasks:

https://www.youtube.com/@atmireclips

Although many were made for OR5, they can be useful for OR7.

Always consult Atmire if you're unsure!

Action items and unresolved issues

RSS feeds

Prior to the upgrade to OR7, there were 5 collections where stakeholders were utilizing RSS feeds from eScholarship@UMassChan to populate publication lists on their school websites:

  • Biostatistics and Health Services Research Publications
  • Emergency Medicine Publications
  • Garber Lab Publications
  • Orthopedics and Physical Rehabilitation Publications
  • Population and Quantitative Health Sciences Publications

Due to the upgrade, the format of RSS feed links changed, which meant that existing RSS feeds no longer worked.  All stakeholders were immediately notified of the new link and how to update it on their websites.  

The general format for RSS feeds is:

https://repository.escholarship.umassmed.edu/server/opensearch/search?format=atom&scope=COLLECTION UUID

Example for Biostatistics and Health Services Research Publications:

https://repository.escholarship.umassmed.edu/server/opensearch/search?format=atom&scope=6af63f75-961a-4314-9a16-a575d9d6d84f

IT has been advised that moving forward new RSS feeds from eScholarship are not feasible due to staffing constraints, and that library staff will not support them.

Atmire CSV Power Tools for DSpace

Instructional video for Open Repository 5 on how to use http://bit.ly/atmire-csv-power-tools for automatically:

  • Removing authority keys
  • Consolidating columns of the same metadata field with different language codes
  • Removing unselected columns