Now choose where in the document tree your document should go. The document number for your document will be the same as the directory path between the top level directory you chose and your document. For example, if you put your document in a directory /JACdocs/UKIRT/USN/003, then your document number will be USN/003.
Normally, a new document should go in an existing directory tree, and all you should create is a single new directory. Thus it will automatically belong to an existing document series (see below). Don't create too many long directory paths - just try and put your document in a suitable place somewhere in the tree.
If the document belongs to JCMT, you may be confused by sub-category directories like "a" and "cs". If this is so, consult the list of JAC document series to get a better understanding of what is in each document series.
Alternatively, you'll probably be able to tell if a suitable directory is present by the directory names, most of which correspond to a particular instrument, or a set of policies and procedures. If there really is no document series that pertains to your document, then create a new one.
Now create the directory that will hold your document. If you notice that the sub-category directory is organised by number (e.g. "001 002 003") try to follow the convention by creating a directory with the next number in the sequence. If not, you can call the directory whatever you want. Just try to keep it as a single word or acronym, with no spaces, and capital letters often look nicer - remember, this directory name will be part of your document number.
You can now copy the document, as well as any supporting documents, into this directory you created.
Next copy the file "document.txt" from the /JACdocs/templates/ folder into the directory you created. This is the file that tells the repository database about your document. Open document.txt in a text editor (notepad if you are using a PC, emacs if you are using Unix), and change the FILENAME, TITLE, and AUTHOR fields to reflect the information in your document.
Add the keywords that describe your document. To do this simply remove the "#" symbol from the line containing the keyword. You can also add your own keywords by adding more "KEYWORD" lines to the file. Save your changes to the document.txt file.
Thats it! You've just added a document to the database. It should show up on the search page in 10 or 15 minutes - this is how often the database looks for new documents. If it still doesn't show up, or the link to the document on the search page is broken, double check that all the fields in document.txt are correct. Tip: try not to use filenames with spaces (e.g. change "My Technical Report.doc" to "My_Technical_Report.doc").
Document series are groups of documents on similar topics grouped in the repository under a single parent directory. For example all documents under the directory /JACdocs/UKIRT/USN are UKIRT System Notes, and this information appears on searches that are sorted by document number.
Creating a document series is easy. Just create a file in the parent directory of the document series called "metadocument.txt". This should contain a single line containing the words:
TITLE = My Document Series Title
where, of course, "My Document Series Title" should be replaced by the title of your document series. The next time the database is updated, the document series name will start appearing in queries.