Tuesday, 28 October 2014

TULIP and the University Repository; or why you should avoid directly editing imported records

It is useful to understand the link between TULIP and the University Repository, both now and into the future.

Currently, the majority of the records in the University Repository have been imported from TULIP. These records were used in TULIP to populate things like Portfolio of Assessment and staff profile web pages.

These original records are part of the historical record of the University’s output and should not be directly edited or amended. To do so could interfere with processes that audit and monitor those records. Similarly, with newly created records, once that record exists, it is important that the first entry is maintained in its original state.

If you need to make any changes to a record, please create a new version of it as outlined below, then proceed to edit that new version:

1. Create a new version. Whenever you make any changes in the repository, you should always create a new version - this creates a history trail for your item records and allows the proper checking of any changes made both against the usage in other institutional systems (Portfolio of Assessment, Profile pages etc.) and quality checking. First, within manage deposits click the View icon (a piece of paper with a magnifying glass) next to the item you want to change, then click the Actions tab and select New version.

2.  You will see a message to indicate you have successfully created a new version

3. In the actions tab of the item, now select Edit Item for the new version:

4. Change the view to the Details of the Item and make the changes you need as appropriate.

Save your changes - they will then be reviewed and normally the new version will go live the next day (there may be a bit of a delay during the initial repository launch period as many people do this!). When the new version of the record is made live, the old one will no longer appear on the publicly-viewable repository (though it will still remain within the system).

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