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Services for ScholarSpace Communities
University of Hawaii at Manoa Library


The UHM Library administers ScholarSpace at UHM. Outlined below are the range of services the Library provides to ScholarSpace Communities.
The ScholarSpace Basic Service includes both Core Services and Management Services:

  • Core Services offer a fully functional system where ScholarSpace Community members can submit, preserve, and access items in ScholarSpace.

  • Management Services include providing ongoing support for ScholarSpace Communities, responding to customer inquiries, and supplying system monitoring, back-up, and recovery.

Additional services may be offered at a later date through a ScholarSpace Premium Services on a fee-for-service basis.

ScholarSpace Core Services

Submission Services

ScholarSpace offers faculty and researchers a flexible, easy-to-use submission process. A faculty member or designee simply completes a brief submission form and grants permission for ScholarSpace to distribute and preserve the work.

An authorized submitter to ScholarSpace can do the following:

  • Register with ScholarSpace and edit his/her user profile
  • Post a submission to a specified Collection
  • Enter metadata for a submission, using standard forms with Community-specific default values
  • Include additional metadata
  • Bundle multiple files of various formats in a single submission
  • Allow the system to identify formats of submitted files, with user override
  • Associate the Creative Commons license with the submitted files
  • Grant a non-exclusive license to the host institution to distribute a submission in accordance with the specified distribution policy and translate it for the purposes of preservation
  • Receive updates on the progress of an item through the submission workflow process
  • View past and pending submissions in a personalized My ScholarSpace page

Content Workflows

Communities can use a customized workflow process to control how new submissions are reviewed and approved for that Community's Collections. When we initially set up a ScholarSpace Community, we will establish these submission workflows, as well as the reviewer, metadata editor, and coordinator roles for each Community.

Through the submission workflow process, reviewers, metadata editors, and coordinators can:

  • Augment and approve submissions in the workflow process
  • Review the content of the submission for appropriateness to the Collection and make the decision to route a submission back to the submitter or give approval
  • Check the submission's metadata for completeness and obvious errors, edit errors, and make the decision to route a submission back to the submitter or give approval
  • Augment the submission's metadata
  • View, select, and perform workflow tasks from the "Pending Workflow Tasks" section of his/her personalized My ScholarSpace page

Core Repository Services

ScholarSpace provides storage and preservation management services to ensure the longevity of deposited materials. Users should be assured that content submitted in supported formats will be accessible even when the original application in which it was created is obsolete and the means to access it are inoperable.
Note that UHM faculty, researchers, departments, labs, and centers do not have to download or run ScholarSpace on their servers. The UHM Library runs and maintains the ScholarSpace servers for all UHM Communities. You use a web-based submission and search interface to access ScholarSpace.

For each submission to a ScholarSpace Collection, ScholarSpace:

  • Provides persistent storage, including appropriate back-up and recovery procedures
  • Assigns a unique persistent identifier that will not change and is appropriate to cite in other works
  • Supports a range of service levels for preservation and notifies users of ScholarSpace's preservation constraints
  • Stores provenance information
  • Maintains an auditable history and record of changes to the archive

Core Repository Quotas

A community's initial storage quotas are based on the size of the ScholarSpace Community as determined by the UHM Library. Thereafter, the quotas will be reviewed on an annual basis, at which time UHM Library reserves the right to alter the quotas as dictated by demand and resource availability. Communities with greater storage needs will need to contact ScholarSpace administration at

Here is the current storage allocation for ScholarSpace Communities:

ScholarSpace Quotas
Community Size Small Medium Large
Number of Submitters <50 51 - 149 >150
Number of Documents per Year 300 600 1000
Average File Size 1 MB 1 MB 1 MB
Annual Storage Limit 300 MB 600 MB 1000 MB
Total Storage After 5 years 1.5 GB 3.0 GB 5.0 GB

ScholarSpace Management Services

Community Management Services

Services are provided by UHM Library to help faculty and researchers manage their Communities in ScholarSpace. These services include consulting and applied services tailored to each ScholarSpace Community at UHM. Library staff will provide guidance in developing a Community or Collection's workflow process, metadata requirements, and distribution policies, as well as launching a custom ScholarSpace Community homepage. A standard set of online reports will also be made available to each Community to help manage its Collections.

The UHM Library will manage all aspects of the Community set-up process, including:

  • Planning and scheduling new Community and Collection set-ups
  • Leading the initial Community meeting to discuss and explain set-up requirements
  • Implementing a custom workflow for the submission process including metadata defaults
  • Customizing ScholarSpace Community and Collection home pages
  • Training Community users and coordinators
  • Assisting with ongoing Collection set-ups
  • Coordinating bulk loads of historic content and metadata

End-User Support Services

See the ScholarSpace FAQ page for answers to routine ScholarSpace support questions.

If you're a UHM researcher who wants support information, please contact us at

System Management Services

These services are the back-office support for ScholarSpace, working to ensure optimal system performance and high availability. The UHM Library will provide a comprehensive set of technical services for ScholarSpace system operations, including:

  • Performing system monitoring, testing, and debugging
  • Performing system administration
  • Monitoring and upgrading ScholarSpace utility programs and middleware
  • Developing approved system enhancements
  • Performing bulk loading of historic content and metadata
  • Maintaining a registry of known content and metadata formats for preservation purposes

Contact your Community's ScholarSpace administrator or write if you have questions about ScholarSpace policies.

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Appreciation is given to the University of Oregon and Massachusetts Institute of Technology for providing some of the information on these pages.

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