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Open Archives Initiative for Metadata Harvesting

ROSE captures, distributes and preserves digital research products. Here you can find articles, working papers, preprints, technical reports, conference papers and data sets in various digital formats. Content grows daily as new communities and collections are added to ROSE.

The ROSE content is organized around Communities which can correspond to administrative entities such as schools, departments, labs and research centers. Within each community there can be an unlimited number subcommunities and an unlimited number of collections. Each collection may contain an unlimited number of items.

Browse allows you to go through a list of items in some specified order:

Browse by Community/Collection takes you through the communities in alphabetical order and allows you to see the subcommunities and collections within each community.

Browse by Title allows you to move through an alphabetical list of all titles of items in ROSE.

Browse by Author allows you to move through an alphabetical list of all authors of items in ROSE.

Browse by Subject allows you to move through an alphabetical list of subjects assigned to items in ROSE.

Browse by Date allows you to move through a list of all items in ROSE in reverse chronological order.

You may sign on to the system if you:

• wish to subscribe to a collection and receive e-mail updates when new items are added
• wish to go to the "My ROSE" page that tracks your subscriptions and other interactions with ROSE requiring authorization (if you are a submitter for a collection, for instance.)
• wish to edit your profile

Submit is the ROSE function that enables users to add an item to ROSE. The process of submission includes filling out information about the item on a metadata form and uploading the file(s) comprising the digital item. Each community sets its own submission policy.

My ROSE is a personal page that is maintained for each member. This page can contain a list of items that are in the submission process for a particular member, or a task list of items that need attention such as editing, reviewing, or checking. In the future this page will also maintain information about personal services offered by ROSE, such as e-mail notification when new items are added to a collection.

Edit Profile allows you to change your password.

About takes you to information about the ROSE project and its development.

To search all of ROSE, use the yellow search box at the top of the navigation bar on the left (or the search box in the middle of the home page)

To limit your search to a specific community or collection, navigate to that community or collection and use the search bar on that page.

ROSE uses the Jakarta Lucene search engine. Here are some search hints:

What is searched in the general keyword search (yellow box)
The word(s) you enter in the search box will be searched against the title, author, subject abstract, series, sponsor and identifier fields of each item's record.

If your site is enabled for full-text searching, the text you entered will also be searched against the full text of all archived documents. For more information on full-text searching please contact your ROSE Administrator.

What is not searched - Stop Words
The search engine ignores certain words that occur frequently in English, but do not add value to the search. These are:

"a", "and" , "are" , "as" , "at" , "be" , "but" , "by" , "for" , "if" , "in" , "into",

"is" ,"it" ,"no" , "not" , "of" , "on" , "or" , "such", "the" , "to" , "was"

Truncation
Use an asterisk (*) after a word stem to get all hits having words starting with that root, for example:

   will retrieve selects, selector, selectman, selecting.

Stemming
The search engine automatically expands words with common endings to include plurals, past tenses ...etc.

Phrase Searching
To search using multiple words as a phrase, put quotation marks (") around the phrase.

Exact word match
Put a plus (+) sign before a word if it MUST appear in the search result. For instance, in the following search the word "training" is optional, but the word "dog" must be in the result.

Eliminate items with unwanted words
Put a minus (-) sign before a word if it should not appear in the search results. Alternatively, you can use NOT. This can limit your search to eliminate unwanted hits. For instance, in the search

  or  

you will get items containing the word "training", except those that also contain the word "cat".

Boolean searching

The following Boolean operators can be used to combine terms. Note that they must be CAPITALIZED !

AND - to limit searches to find items containing all words or phrases combined with this operator, e.g.

will retrieve all items that contain BOTH the words "cats" and "dogs".

OR - to enlarge searches to find items containing any of the words or phrases surrounding this operator

will retrieve all items that contain EITHER the words "cats" or "dogs".

NOT - to exclude items containing the word following this operator, e.g.

will retrieve all items that contain the word "training" EXCEPT those also containing the word "cat".

Parentheses can be used in the search query to group search terms into sets, and operators can then be applied to the whole set, e.g.

---

The advanced search page allows you to specify the fields you wish to search, and to combine these searches with the Boolean "and", "or" or "not".

You can restrict your search to a community by clicking on the arrow to the right of the top box. If you want your search to encompass all of ROSE, leave that box in the default position.

Then select the field to search in the left hand column and enter the word or phrase you are searching in the right hand column. You can select the Boolean operator to combine searches by clicking on the arrow to the right of the "AND" box.

Note: You must use the input boxes in order. If you leave the first one blank your search will not work.

A controlled vocabulary is a set of terms which form a dictionary of descriptions of particular types of content or subject matter. These are maintained by standards bodies in order to standardise the way that similar materials are categorised in archives. This aids searching by increasing the likelihood that the relevant materials will be returned by the user's search.

Filtering the category list will remove from the list any terms which do not match the filter. The remaining terms are any category or sub category which contains the filter term anywhere in the heirarchy. Expanding each category will show you which terms (or sub terms) did match the filter.

To search the archive items by the subject category, check as many boxes next to the categories as necessary, before clicking "Search...". The search will return all items that either match the categories selected exactly, or which are categorised underneath a higher level category. Clicking on the "+" next to the category will expand the tree to show you what refinements are available for your selected category.

The ROSE content is organized around Communities which can correspond to administrative entities such as schools, departments, labs and research centers. Within each community there can be an unlimited number subcommunities and an unlimited number of collections. Each collection may contain an unlimited number of items. This organization gives ROSE the flexibility to accommodate differing needs of communities by allowing them to

• Decide on policies such as:
  - - who contributes content
  - - whether there will be a review process
  - - who will have access
• Determine workflow - reviewing, editing, metadata
• Manage collections

Each community has its own entry page displaying information, news and links reflecting the interests of that community, as well as a descriptive list of collections within the community.

Communities can maintain an unlimited number of collections in ROSE. Collections can be organized around a topic, or by type of information (such as working papers or datasets) or by any other sorting method a community finds useful in organizing its digital items. Collections can have different policies and workflows.

Each ROSE collection has its own entry page displaying information, news and links reflecting the interests of users of that collection.

When you access an area of ROSE that requires authorization, the system will require you to log in. All users can register to become subscribers. Some restricted functions, such as content submission, require authorization from the community

University users are automatically registered in ROSE upon the first Login.

External users: before you log in for the first time, you will need to click on "register with ROSE" and follow the instructions. After that, you will need to enter your e-mail address and password in the log-in form that appears. Your e-mail address should include your username and domain name. It is not case sensitive.

Example: moniker@mycorp.com

Type your password exactly as you entered it originally. It is case sensitive. Be sure to click on the "log in" button to continue.

Stopping during the Submission Process:

At any point in the submission process you can stop and save your work for a later date by clicking on the "cancel/save" button at the bottom of the page. The data you have already entered will be stored until you come back to the submission, and you will be reminded on your "My ROSE" page that you have a submission in process. If somehow you accidentally exit from the submit process, you can always resume from your "My ROSE" page. You can also cancel your submission at any point.

Choose Collection

Progress Bar - Oval Buttons at Top of Page:

At the top of the submit pages you will find several oval buttons representing each step in the submission process. As you move through the process these ovals will change color. Once you have started you can also use these buttons to move back and forth within the submission process by clicking on them. You will not lose data by moving back and forth.

Select Collection:

Click on the arrow at the right of the drop-down box to see a list of Collections. Move your mouse to the collection into which you wish to add your item and click.

(If you are denied permission to submit to the collection you choose, please contact your ROSE Administrator for more information.)

You must be authorized by a community to submit items to a collection. If you would like to submit an item to ROSE, but don't see an appropriate community, please contact your ROSE Administrator to find out how you can get your community set up in ROSE.

Click on the "next" button to proceed, or "cancel/save" button to stop and save or cancel your submission.

From the drop-down list, please select the type of document that you are submitting. You will be presented with a modified input form tailored to capture information that is particular to your document. Document types are:

Book:
A book authored solely or jointly by a Bristol academic.

Book Chapter:
A chapter authored solely or jointly be a Bristol academic. >Published - the item has been published in a book, journal or conference proceeding

In Press - the item has been accepted for publication, but the published version is not yet available

Submitted - the item has been submitted for publication, but not yet accepted, and the published version is not yet available

Unpublished - the item is unpublished

Date:

• You will be prompted to add a date of creation or date of publication depending on the document type you have chosen
• Year is a mandatory field
• Month - enter if known. If not leave default "no month"
• Day - enter if known. If not leave box empty

Conference Contribution:
A paper or poster presented at a conference solely or jointly by a Bristol academic.

Journal Article:
A paper or review article in an academic, professional or popular journal authored solely or jointly by a Bristol academic.

Preprint:
A paper or other contribution which has not yet been peer reviewed or published.

Report:
A report commissioned by an external organisation authored solely or jointly by a Bristol academic.

Working Paper:
A departmental working paper authored solely or jointly by a Bristol academic

If you check either of the boxes next to the statements that apply to your submission you will be presented with a modified input form tailored to capture extra information.

• More than one title - 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, check the box.
• Multiple files - An item can consist of more than one file in ROSE. An example of this would be an article containing a text file and a video simulation and data file. If you are submitting more than one file for this item, check the box.

Click on the "next" button to proceed, or "cancel/save" button to stop and save or cancel your submission.

Copyright clearance:

The item you submit must have copyright clearance, either

• you as the author must hold the copyright, or
• permission has been obtained from the publisher, or
• the publisher as copyright holder allows eprints to be held in an institutional repository. Always check publishers' policies before you deposit a paper in ROSE. Some publishers will not publish papers that have already been made available in other forms. Other publishers will allow you to deposit in ROSE but may stipulate certain conditions. Please check the list of publishers' policies in Romeo, but if you are still indoubt contact the ROSE administrators at rose-help@bristol.ac.uk.

The information you fill in on these two screens will form the metadata record that will enable users to retrieve your item using search engines. The richer the metadata, the more "findable" your item will be, so please take the time to fill in as many fields as are applicable to your item.

Author:

Personal names

• This is a person responsible for creating or contributing to the content of an item
• At least one author must be a Bristol academic
• By clicking on the "Add more" button you can add as many authors as needed
• University of Bristol staff names should be added as given in the "correspondence" name in the UoB contacts directory e.g.

• Authors from other institutions
  1. Check Authors Browse section of ROSE, and add name as entered on previous occasions
  2. If name has not been entered before, add as given on the item being catalogued e.g.

  

• Do not add punctuation after initials
• Do not add space between 2 initials
• Do not enter titles of authors e.g. Dr., Ms, Prof. etc.

Title:

• All ROSE items must have a title!
• Enter the full and proper name by which this item should be known
• Use capital letters for the first word and proper nouns only e.g.

  

• Separate title from subtitle with space colon space e.g.

  

• Subtitle - start with lower case, not upper case, letter
• Do not enter a full stop, or any other punctuation, at the end of the field

Alternative Title:

• This input box will only appear if you indicated on the first page that the item has more than one title
• If your item has a valid alternative title e.g. in another language, or an abbreviation, enter it here
• Use capital letters as appropriate for that language
• Do not enter a full stop, or any other punctuation, at the end of the field

Language:

• Select the language of the intellectual content of your item
• English is the default setting
• Choose alternatives from the drop down menu
• If the language does not appear in the list, please select "Other"
• Select the N/A option if the item is not a text document and/or language is not applicable

Publication Status:

Choose the appropriate status for your item. If the status subsequently changes e.g. the item is later published, you may wish to submit a new item record since the published item is likely to be a different version of the item.

• Published - the item has been published in a book, journal or conference proceeding
• In Press - the item has been accepted for publication, but the published version is not yet available
• Submitted - the item has been submitted for publication, but not yet accepted, and the published version is not yet available
• Unpublished - the item is unpublished

Date:

• You will be prompted to add a date of creation or date of publication depending on the document type you have chosen
• Year is a mandatory field
• Month - enter if known. If not leave default "no month"
• Day - enter if known. If not leave box empty

Publisher:

• Enter the name of the publisher of the item in the shortest form in which it can be recognised as distinct e.g.

  University of Bristol, Centre for Communications Research

  Ashgate (not Ashgate Publishing

• Use capitals as normally used by the organisation itself
• Do not enter a full stop, or any other punctuation, at the end of the field

Series/Report no.:

Some of the collections in ROSE are numbered series such as technical reports or working papers. If this collection falls into that category, 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 e.g.

Identifiers:

If you have a unique number or code that identifies this item please enter it in the appropriate field. For example

ISBN
International Standard Book Number for books - enter without gaps or punctuation e.g.

012345978X
0123456789562 (new 13 digit ISBNs due end 2005)

ISSN
International Standard Serial Number for journals (print or electronic) - enter without gaps or punctuation e.g.

12345678

ISMN
International Standard Music Number - enter without gaps or punctuation e.g.

M123451234

URI
Universal Resource Identifier for internet-based material e.g.

http://www.dspace.org.uk/help/submit.html

Other
Any other unique identifier assigned to the item

Subject Keywords:

Please enter as many subject keywords as are appropriate to describe this item, 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. You can get more input boxes by clicking on the "add more" button. Examples:

Your community may suggest the use of a specific vocabulary, taxonomy, or thesaurus. If this is the case, please select your subject words from that list. Future versions of ROSE will provide links to those lists.

• use lower case initial letter unless term is proper name
• use plurals, not singular, where appropriate
• use noun, not adjective, where appropriate

Abstract:

You can either cut and paste an abstract into this box, or you can type in the abstract. We urge you to include an abstract for the convenience of end-users and to enhance search and retrieval capabilities.

Sponsors

If your item is the product of sponsored research, you can provide information about the sponsor(s) here. This is a freeform field where you can enter any note you like. Example:

Additional Information:

Here you can enter any other information describing the item you are submitting or comments that may be of interest to users of the item.

Alternative locations:

If your item is found elsewhere on the Internet, perhaps on a publishers web page, then please enter its DOI (Digital Object) or URL in this box.

Related (ROSE) record:

If your item is related to an existing ROSE record, i.e., it is a revised, or later version of a paper already in ROSE, then please enter the identifier, or handle number, e.g., http://hdl.handle.net/1983/358 in this box.

Once approved, a link to the item will subsequently appear in the record of the related version of your paper.

Click on the "next" button to proceed, or "cancel/save" button to stop and save or cancel your submis sion.

Back to contents

A controlled vocabulary is a set of terms which form a dictionary of descriptions of particular types of content or subject matter. These are maintained by standards bodies in order to standardise the way that similar materials are categorised in archives.

Accurately categorising material using a controlled vocabulary increases the likelihood that relevant results will be returned to users when searching individual or multiple archives.

To enter a controlled vocabulary term in the form, select "Subject Categories" from underneath the input field. This will open a window containing the available vocabularies. You may filter the vocabulary lists as described above in order to find the terms most relevant to your submission. Once you have found the term that you wish to enter, simply click on it, and it will be automatically entered into the submission form and the popup window will close. You may add as many subject category terms as you like into the form. Use "Add More" on the right to generate more input boxes.

Filtering the category list will remove from the list any terms which do not match the filter. The remaining terms are any category or sub category which contains the filter term anywhere in the heirarchy. Expanding each category will show you which terms (or sub terms) did match the filter.

There are two methods of entering the name of the file you wish to upload:

1. Type the full path and file name into the input box and then click on the "next" button in the lower right hand corner of the screen.

2. Click on the "browse" button and a window showing your files will appear. You can navigate through your directories and folders until you find the correct file to upload. Double-click on the file name you wish to upload, and the name will be entered into the input box.

   Note: If you are using the Netscape browser, the default file type will be set to "HTML files", so you may not see all of your files. Here is how to see all your files:

   • On Windows and Macintosh computers, the window initially looks like this:

     

     Click on the drop down arrow next to the "HTML Files" and select "All Files (*.*)":

     

   • On UNIX systems, the window initially looks like this:

     

     Click to the right of the "*.html" in the top text box, and remove the ".html" with the backspace key, but leave the "*". Then, click on the "Filter" button at the bottom of the window. You will then see all of your files, like this:

     

Once the correct file name is in the input box, click on the "next" button to proceed.

File Description

If you specified at the beginning of the submit process that you had more than one file to upload for this item, you will see an input box marked "File Description". The information you provide here will help users to understand what information is in each file, for instance, "main article" or "images" or "computer program" or "data set". Enter file descriptions for each item, and click on the "next" button to proceed.

To properly archive and give access to a file, we need to know what format it is, for example "PDF", "HTML", or "Microsoft Word". If the system does not automatically recognize the format of the file you have uploaded, you will be asked to describe it. If the format of the file appears in the list offered, click on it and then on "Submit". If you can't see the format 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, for example "Autodesk AutoCAD R20 for UNIX".

For more information about file formats, see ROSE Supported Formats.

Uploaded File

After you have uploaded a file, check the information in the table to make sure it is correct. There are two further ways to verify that your files have been uploaded correctly:

• Click on the filename. This will 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.

If you're only uploading one file, click on "Next" when you're happy that the file has been uploaded correctly.

If you're uploading more than one file, click on the "Add Another File" button (this will appear if you checked "The item consists of more than one file" on the "Submit: Describe Your Item" page). When you are satisfied that all files for this item have been successfully uploaded, click on the "Next" button.

If you're uploading an HTML page with embedded files, click on the "Add Another File" button, and upload all files or bitstreams referenced in the html page. After all the are uploaded, in the column marked "Primary Bitstream", select the bitstream or file that is the index page or the top page for the web page. This will ensure that all of your embedded files will display properly on the HTML page. Then click on the "Next" button.

Checksums

ROSE generates an MD5 checksum for every file it stores; we use this checksum internally to verify the integrity of files over time (a file's checksum shouldn't change). You can use this checksum to be sure what we've received is indeed the file you've uploaded.

If you wish to verify the file using checksums, click "Show checksums" on the "Uploaded File" page. The ROSE-generated MD5 checksum for every file we've received from you will show to the right of the filename. You will then need to use a local program to generate your own checksum for these files, and verify that your results match ours. 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. For Windows machines, MD5 tools are freely available: try md5 (from http://www.fourmilab.ch/md5/), or md5sum, available via the textutils package in Cygwin (http://www.cygwin.com/). All of these utilities will need to be run from a command-line, or terminal, window. The entire digest printed out when you run the md5 tool on your local copy of the file you're uploading should be exactly equal to what ROSE reports.

This page lets you review the information you have entered to describe the item. To correct or edit information, click on the corresponding button on the right, or use the oval buttons in the progress bar at the top of the page to move around the submission pages. When you are satisfied that the submission is in order, click on the "Next" button to continue.

Click on the "Cancel/Save" button to stop and save your data, or to cancel your submission.

ROSE requires agreement to this non-exclusive distribution license before your item can appear on ROSE. Please read the license carefully. If you have any questions, please contact your ROSE Administrator.

Now that your submission has been successfully entered into the ROSE system, it will go through the workflow process designated for the collection to which you are submitting. Some collections require the submission to go through editing or review steps, while others may immediately accept the submission. You will receive e-mail notification as soon as your item has become a part of the collection, or if for some reason there is a problem with your submission. If you have questions about the workflow procedures for a particular collection, please contact the community responsible for the collection directly. You can check on the status of your submission by going to the My ROSE page.

When your item becomes a part of the ROSE repository it is assigned a persistent URL. This means that, unlike most URLs, this identifier will not have to be changed when the system migrates to new hardware, or when changes are made to the system. ROSE is committed to maintaining the integrity of this identifier so that you can safely use it to refer to your item when citing it in publications or other communications. Our persistent urls are registered with the Handle System, a comprehensive system for assigning, managing, and resolving persistent identifiers, known as "handles," for digital objects and other resources on the Internet. The Handle System is administered by the Corporation for National Research Initiatives (CNRI), which undertakes, fosters, and promotes research in the public interest.

If you are an authorized ROSE submitter or supervisor, or if you are a staff member responsible for ROSE collection or metadata maintenance, you will have a My ROSE page. Here you will find:

• a list of your in-progress submissions - from this list you can resume the submission process where you left off, or you can remove the submission and cancel the item.
• a list of the submissions which you are supervising or collaborating on
• a list of submissions that are awaiting your action (if you have a collection workflow role).
• a link to a list of items that you have submitted and that have already been accepted into ROSE.

This page allows you to change the information we have for you. You must be authenticated with your log-in to change any of your personal information.

Users can subscribe to receive daily e-mail alerts of new items added to collections. Users may subscribe to as many collections as they wish. To subscribe:

• go to the ROSE registration page by clicking on the sign-on link in the navigation bar on the left of the home page
• fill out the registration form
• navigate to a collection for which you would like to receive e-mail alerts, and click on the "subscribe" button (repeat for other collections)
• to edit your subscriptions, go to the "Subscribe" page.

What's this?

The Open Archives Initiative for Metadata Harvesting (OAI-PMH) is a clearly defined, standards based, interface to the descriptions of the papers catalogued by ROSE. Using OAI-PMH third-party applications can access and download this metadata. The metadata descriptions also contain Web links that enable users to access the free full-text versions of these pages.

Within the University, one Department is using ROSE's OAI-PMH interface to create a "What's New" listing on their home page. The OAI-PMH interface will also be used by aggregator services, such as the ePrints-UK project, disseminating Bristol ePrints nationally and internationally.

Sounds good! So what do I need to do?

If all you are interested in is the dissemination of your paper then you don't have to do anything! ROSE is already part of ePrints UK and available to harvest by many other repostitories. If you want to use the metadata for anything nifty then read on!

OAI-PMH is a simple protocol that uses HTTP and XML to transfer data to and from ROSE. Requests to ROSE are made using a set of defined "verbs", passed on the URL, and responses are XML documents that contain the information you request or an error message.

The six verbs are:

• GetRecord - retrieves a single metadata record
• Identify - requests information about the repository (in this case ROSE)
• ListIdentifiers - provides a list of record identifiers
• ListMetadataFormats - provides a list of supported metadata formats
• ListRecords - will record a number of records using certain (optional) parameters - the example is using the "from" and "until" to get records between 06/05/2005 and 09/05/2005
• ListSets - lists the "sets" available

For further information on the protocol you should read the protocol document.

The base URL you'll need to make any requests to ROSE is:

http://rose.bris.ac.uk/despace-oai/request?

That all sounds complicated!

It isn't! Honest. If you have a little experience programming and can construct a URL you'll be OK! To make your life easier, there is a list of OAI tools available. Should you need any help setting this up you can also contact the ROSE development team.

What Can't It Do?

It is important to note that OAI-PMH is not a search protocol. You cannot request all the records that contain certain words, by a certain author, etc.

But I Want to Search!

You have a couple of options:

• Firstly, if you are after a person-to-machine interface, it is best to use the Web interface.
• Secondly, you could harvest the metadata yourself and "filter" it in some way to provide you with the subset you require. That is, you could harvest all the records added in the last week, and then write a small program that parses the records, ignoring those that do not have "Philosophy" in the subject line. The tools page listed above should help you do this.
• >Thirdly, with technical effort, you could harvest the ROSE metadata, index it using a database system like MySQL, Cheshire II or Zebra, and use this as the basis of any searching you wish to perform.
• Finally, you may like to try an aggregator that includes ROSE metadata as sometime these will provide additional interfaces to the metadata they harvest, for example Z39.50.

If all of that sounds like a lot of trouble, then probably it is! Take heart however! If you think you would like a machine-to-machine search interface for ROSE then get in touch!. Our one true intent is all for your delight (to paraphrase) and if you want it we will build it!

Happy Harvesting!

Back to contents

For help with using ROSE and questions about your specific site, please contact your ROSE Administrator.

For general information and news about ROSE, visit the ROSE Website.

Contents | Browse | Search | Communities | Collections | Submit | File Formats | My ROSE | Edit Profile | Subscribe to E-mail alerts