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Help and Frequently Asked Questions


Library Help

What is the Library?

The library is a formal place to publish your work. Once you post a file to the library, it is given a Digital Object Identifier (DOI), a unique permanent identifier given to an electronic document. DOIs do not change and they are associated with information about the document, such as the title, authors, topics etc. The associated information makes the documents easier for interested readers to find. By default, you will see the files posted in the library by the Search Terms but can always browse the library by Authors, Recently Added and All files.

The screenshot below shows an example of the library by Search Terms:

FAQ Screenshot

What are the advantages of using the Library?

The main advantage of using the library is the ability to look at the documents by Search Terms, Authors and Recently Added. In addition, the metadata has many advantages that makes the library feature valuable too. The metadata makes each Digital Object Identifier (DOI) a rich source of information that search engines can use to locate documents on the Internet. The metadata is all the information that is listed on the Add Library File page. See the frequently asked question for What is metadata and where is it entered in COL?

What is a Digital Object Identifier (DOI)?

A Digital Object Identifier (DOI) is a unique permanent identifier given to an electronic document. DOIs do not change and they are associated with information about the document, such as the title, authors, topics etc. The DOI that ConserveOnline issues is deposited in a central directory of DOIs of scholarly and research content. This directory is maintained by CrossRef (www.crossref.org), a not-for-profit network founded on publisher collaboration, with a mandate to make reference linking throughout online scholarly literature efficient and reliable. Other publishers and librarians can then link to those DOIs, greatly increasing the visibility of your documents to search engines.

How can I add a file to the Library?

To add a file in the library:

  • Login to ConserveOnline.
  • Under the Library section on the homepage, click the add a file link on the right-side of the page.
  • The Add Library File page appears.
  • Fill out the information on the page. The descriptors on this page are considered metadata associated with your library and are searchable by the search engines.
  • Click Save.

The screenshot below shows an example of adding a file to the library:

FAQ Screenshot

What are Keywords?

Keywords are used to describe and (similarly) organize files and pages in a workspace. In migrated workspaces, they are initially set to the foldername in which a file or page was previously located. The workspace manager has the freedom to create the most appropriate and relevant keywords for use within each workspace. Keywords are only applicable within your workspace. Keywords are not used to search for information using a search engine.

The advantages of using the specific keywords are:

  • It allows users to find the information they are looking for quickly.
  • It contains metadata. When documents are moved from the workspace to the library, they retain the metadata so the users don’t have to fill in the information again.

To enter a keyword:

  • Access your workspace.
  • Click Files & Pages on the left-hand side menu.
  • The Browse All Files & Pages page appears.
  • On the right-hand side of the screen, just below the green title bar, click on the blue Add Page or Add File button.
  • The Add Page or Add File page appears. You can add keywords under the Keywords field.

Please note that a single keyword can be a phrase, for example: FDMT data model. You can also use more than one keyword, for example: FDMT, Data, Model.

The screenshot below shows adding Keywords:

FAQ Screenshot

What are Search Terms?

Search terms are used to index workspaces and files in the Library. They are author-created phrases that describe a workspace or a Library file. Search Terms can be used to perform searches and to find library documents related to specific topics.

The main advantage of using the specific Search Term is that it allows users to find the information they are looking for quickly.

To enter a search term for a workspace:

  • Access your workspace.
  • Click Workspace Settings on the left-hand side menu.
  • The Workspace Settings page appears.
  • You can add search terms under the Other Search Terms field.

Please note that a search term can be a phrase, for example: FDMT data model. You can also use more than one search term to describe a document or page.

The screenshot below shows adding Search Terms:

FAQ Screenshot

What is the difference between Keywords and Search Terms?

A keyword is used to describe the file or page that you're creating in a workspace. A search term is used to describe a workspace or a file in a library. A keyword is not searchable by the search engine; however, search terms are searchable by the search engine.

Tip: (to display on the Browse All Files & Pages page as a quick tip)
Keywords are mainly used to describe the file or page you're creating in a workspace. Correct use of keywords will make it easier to browse for your file/page or identify what the file/page is meant to discuss.


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