Adding documents to ALIA e-prints

A brief walk through adding a document to ALIA e-prints. If you need more information, contact Dianne Walton-Sonda (please remove '.nospam' from address), the ALIA e-prints administrator.

Register

Before you can start uploading items, you need to register with ALIA e-prints. head to the registration form and enter the details requested. You'll be sent an e-mail askign you to confirm your registration - just follow the instructions and your account will be created.

Create a user record

Once you've registered, you need to fill in a few more details about yourself to create a user record. This is required before you can access any other user features.

Depositing records

At http://e-prints.alia.org.au, click on 'registered users area'.

Enter your user name and password [for first time users this is in your e-mail from the ALIA e-prints administrator]. Click on the 'Click here to start uploading a document' button.

Deposit Type

Choose an e-print type - select one that best matches the type of publication you have. Click 'Next' to continue.

Succession/commentary

If you're responding - or submitting an addition - to a document already in ALIA e-prints, follow the instructions given. If your submission is new, and independent of ecisiting material, leave the fields blank and click 'Next' to continue.

Bibliographic Information

Enter the bibliographic data about your e-print. Indicate if the title is refereed, and if it is in the public domain [usually 'Yes'].

Authors

When entering author details, transcribe the names from the e-print you are entering, making sure you use standard naming capitals [Jane Doe, not JANE DOE]. If you are entering more than one initial, please add a space between them. If there are more authors than available spaces, click on the 'More Spaces' button. Do not worry about consistency of forms of author's names.

Title

Capitalise only the first letter of the title, and don't add a full stop at the end [for example: 'Document title' not 'Document Title']. Include any subtitles.

Subjects

The subjects are listed in the drop down menu. Select at least one main subject category, and optionally up to two other subject categories you think are appropriate for your e-print. Subject terms are based on the APAIS thesaurus.

Year

Enter the year in which your e-print was published or produced.

Month

Enter the month in which your e-print was published. If month is not noted on your e-print, choose 'Unspecified'.

Abstract

Enter and abstract for your e-print - you can easily copy and paste it into the box. If no abstract is supplied, please create one [Wrap the main points from the introduction and conclusion into a paragraph and use that]. Please enter text with single spaces after full stops, and don't use spaces or tabs to format the text.

Finish with a full stop, otherwise some letters drop off at the end of the abstract.

Alternative Locations

If your e-print is available from other sites, please enter the location of your e-print on those sites here, including the initial http://. Please give the full URL of the item itself, and not just the hosting website.

Keywords

Enter any keywords you think will aid searchers in finding your e-print. Be careful to enter specific keywords relevant to your e-print, and don't be too general. Keywords can include both single words, and phrases. Do not capitalize the first letter of a keyword unless the word is usually spelled with a capital, as most users of search engines do not type in search terms with a capital letter. Separate keywords with a comma, and a space. Do not include a fullstop at the end. Somwhere between two and ten keywords should suffice, but more can added if required.

Additional information

If you think you can add some useful information about your e-print that can't be entered anywhere else, please enter it here.

Reference list

Paste in the reference list of your item into the box below. This is important where the last character is the page of a reference. It will be used by search engines to link your e-print to those it cites and to those that cite it. Ignore oddities in spacing. It will be fixed by the software. Do not copy and paste the word 'References'. If the article is a PDF file, use the 'Text Select Tool' in your PDF reader to highlight, then copy text. Copy using the right hand mouse button, and paste it into the reference list a page at a time. If you are unable to paste the item, enter the reference by hand.

End with a full stop - otherwise the last character drops drop off at the end of the list. This is particularly important where the last character is a page number for a reference.

Comments and suggestions

Any comments to the editor (this information will not be displayed to the public) can be entered here, for example suggestions (with justification) for additional subject fields. Click 'Next' to continue.

Document storage formats

A reminder of valid file formats for use in ALIA e-prints. Click 'Add Document' to continue.

Document information

Select the e-print format from the list provided. We prefer PDF or HTML. Indicate a security level for the e-print. In most cases it will be 'Anyone'. Click 'Next' to continue.

Document file upload

Select an upload method - you can capture existing documents frm an URL - or choose to upload files from your computer. Click 'Upload' to continue, and follow the instructions on locating and loading your e-print. They will vary depending on the method you choose - but all are fairly clear and simple.

Upload summary

This screen show a summary of the details of the e-print ready to be uploaded. Check if there is a record in the file box. Scroll to the end of the page. Click 'Finished' to continue.

Document storage formats

Shows you the file you ahev selected to load, and reminds [again] that it must be in an appropriate format. Click 'Next' to continue.

Deposit verification

This screen provides a metadata summary for the e-print. To edit the e-print record, click the 'Back' button that is found at the bottom of the screen. Check if the abstract displays properly and is complete. If you are happy with the record, click 'Submit E-print' at the bottom of the page to continue.

Completed deposit

You will now see the following message:

Thank you. Your document is now held in the deposit buffer. Provided there are no problems it should appear in the main archive within the next few days.

Click on the 'Click here to go to the user page' to continue to load more e-prints.

Exit ALIA e-prints

To leave the e-print archive, just close the browser window you have open.