In simple terms
Share public repository metadata with approved discovery systems while protected files remain governed by institution access policy.
How to use this guide
Read the explanation first, follow the steps in order, then check the common mistakes and troubleshooting notes before asking support. The goal is to help non-technical users understand both what to do and why it matters.
Before you start
- Confirm you are using the right institution, role, record, or public page before making a change.
- Keep official names, departments, titles, years, emails, and file details consistent.
- When you are unsure, stop and contact the repository team instead of publishing incorrect information.
Step-by-step guide
Complete each step carefully. Do not skip a step simply because the page appears to have saved; repository records depend on correct metadata, policy, and review history.
- Confirm which published records should be discoverable through public metadata.
- Use standards-based metadata exports for library systems, discovery portals and institution websites.
- Share only metadata with discovery partners; protected files remain behind the record page and access workflow.
- Keep identifiers, departments, authors, dates and abstracts consistent before large harvesting jobs.
- Contact Inrep Scholar support before enabling a new external discovery integration.
Important notes
- Metadata integrations should never expose private files.
- Clean metadata improves discovery quality across repositories.
How to confirm the task is complete
- The page, record, or setting opens without an error.
- The visible information matches the official institution or repository record.
- Any review, access, or publication decision has a clear note or traceable history.
- A public visitor can understand the record without needing private dashboard context.
When to ask for help
Contact the repository team when a record belongs to the wrong institution, a file opens incorrectly, a user cannot access the correct workflow, or the guide does not match the screen you are seeing.