implementing & filling institutional repositories leslie chan...
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Implementing & filling institutional repositories
Leslie Chan [email protected]
Rea Devakos [email protected]
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ICCC 9th International Conference on Electronic Publishing, organised by the Katholieke Universiteit Leuven, Belgium, 8-10 June 2004
ELPUB2005 Katholieke Universiteit Leuven, June 8-10, 2005
Agenda
Introductions and expectations What is an IR Why do this? Implementation Approaches Break Policy Platforms Challenges and the way ahead
ELPUB2005 Katholieke Universiteit Leuven, June 8-10, 2005
Intros and survey responses
10 participants responded to our questionnaire
Full IR production: 2 Planning: 4 Considering: 4 Diverse institutions - countries and languages Different level of expertise and varying
responsibilities
ELPUB2005 Katholieke Universiteit Leuven, June 8-10, 2005
What
a set of services that a university offers to the members of its community for the management and dissemination of digital materials created by the institution and its community members. It is most essentially an organizational commitment to the stewardship of these digital materials, including long-term preservation where appropriate, as well as organization and access or distribution.” Clifford A. Lynch, "Institutional Repositories: Essential
Infrastructure for Scholarship in the Digital Age" ARL, no. 226 (February 2003): 1-7.
ELPUB2005 Katholieke Universiteit Leuven, June 8-10, 2005
Why now?
Open access / scholarly communication crisis Culture of the Net Digital preservation Reputation management
ELPUB2005 Katholieke Universiteit Leuven, June 8-10, 2005
www.dlearn.arizona.edu
ELPUB2005 Katholieke Universiteit Leuven, June 8-10, 2005
arrow.edu.au
ELPUB2005 Katholieke Universiteit Leuven, June 8-10, 2005
eprints.iisc.ernet.in
ELPUB2005 Katholieke Universiteit Leuven, June 8-10, 2005
eprints.anu.edu.au
ELPUB2005 Katholieke Universiteit Leuven, June 8-10, 2005
www.thesesalive.ac.uk
ELPUB2005 Katholieke Universiteit Leuven, June 8-10, 2005
www.lib.gla.ac.uk/daedalus/
ELPUB2005 Katholieke Universiteit Leuven, June 8-10, 2005
repositories.cdlib.org/escholarship/
ELPUB2005 Katholieke Universiteit Leuven, June 8-10, 2005
www.keurderwetenschap.nl/en/page/language.view/keur.page
ELPUB2005 Katholieke Universiteit Leuven, June 8-10, 2005
Our test server
ELPUB2005 Katholieke Universiteit Leuven, June 8-10, 2005
ELPUB2005 Katholieke Universiteit Leuven, June 8-10, 2005
ELPUB2005 Katholieke Universiteit Leuven, June 8-10, 2005
ELPUB2005 Katholieke Universiteit Leuven, June 8-10, 2005
CNRI Handle persistent identifier
ELPUB2005 Katholieke Universiteit Leuven, June 8-10, 2005
www.utsc.utoronto.ca/~fulthorpe/
ELPUB2005 Katholieke Universiteit Leuven, June 8-10, 2005
Plus GoogleScholar
ELPUB2005 Katholieke Universiteit Leuven, June 8-10, 2005
In about a year:
4,177 hits
online CV: 1681
ave. chapter visits 229
Six library copies
circulated once
57 times since 1992.
ELPUB2005 Katholieke Universiteit Leuven, June 8-10, 2005
Stakeholders and users / External and internal Academics Library Staff Students Administrators Internal Research Staff External Researchers General public Funding bodies Other
Who will be
•Supportive
•Hostile
•Worried?
ELPUB2005 Katholieke Universiteit Leuven, June 8-10, 2005
Why
Your why Stakeholders why… The real why The immediate why.. The long term why..
ELPUB2005 Katholieke Universiteit Leuven, June 8-10, 2005
Why Scholarly communication repository Storing learning materials and courseware Electronic publishing Managing collections of research documents Preserving digital materials for the long term Showcasing a university’s / administrative unit / faculty
member research Institutional leadership role for the Library Knowledge management Research assessment Encouraging open access to scholarly research Housing digitized collections Building collaboration with faculty, other institutions…
ELPUB2005 Katholieke Universiteit Leuven, June 8-10, 2005
Implementation approaches
Top down or bottom up Inward or outwards start/focus Extent of ownership vs. collaboration
Technical Broader Distributed responsibility within the library
Linear or evolving All with a long term commitmentAll with a long term commitment
ELPUB2005 Katholieke Universiteit Leuven, June 8-10, 2005
Implementation: Steps
Institutional Analysis Policy Development Content Recruitment Funding Service Model
IRs without advocates and beneficiaries = unfunded mandate (Ann Wolport, MIT)
Break
ELPUB2005 Katholieke Universiteit Leuven, June 8-10, 2005
Policy Issues Institutional Policy regarding self-
archiving Far more important than technology
Content Policy Submission Policy Access Policy Rights Policy
Diversity of contents requires diversity of policies
ELPUB2005 Katholieke Universiteit Leuven, June 8-10, 2005
Policy Formulation
Who should be at the table? Provost / Dean/ Department Heads? Research Office? Library Director/ IT Director? Librarians? Faculty? Graduate Students? University Press?
ELPUB2005 Katholieke Universiteit Leuven, June 8-10, 2005
www.eprints.org/signup/fulllist.php
ELPUB2005 Katholieke Universiteit Leuven, June 8-10, 2005
irra.eprints.org
ELPUB2005 Katholieke Universiteit Leuven, June 8-10, 2005
Content Policy: What to include? Published, peer-reviewed
literature Pre-Prints Electronic Journals Learning Materials Institutional Records Conference Proceedings Primary sources
Theses Datasets Books Ebooks Images Other
ELPUB2005 Katholieke Universiteit Leuven, June 8-10, 2005
Content Policy: Who decides?
Who can submit content? Faculty, research affiliates, students?
Must the work be education or research-oriented? Will the repository accept peer-reviewed content only? Does the work have to be born digital? Does the work have to be in finished form, ready for
distribution? Does the author/owner have to grant the service the right to
preserve and distribute the content? If the work is part of a series, must other works in that series
be contributed as well?
Adapted from Barton and Waters, 2004 http://dspace.org/implement/leadirs.pdf
ELPUB2005 Katholieke Universiteit Leuven, June 8-10, 2005
Content Policy : Organization
How will your collections be organised e.g. by Department, Subject, or Document Type?
What constitutes a collection? Who determines and authorises submitters? What are your contingency plans if a
department ceases to exist?
ELPUB2005 Katholieke Universiteit Leuven, June 8-10, 2005
Submission and Access Policy Is there an approval process for content being submitted? Are submitters notified of an item’s progress in the submission
process? Are there content size limits for individual items, individual
faculty members, or collections? Will you have a user agreement with end-users of the
system? Will you institute a privacy policy for those who register with
the system? Will you allow limited access to certain items?
From Barton and Waters, 2004 http://dspace.org/implement/leadirs.pdf
ELPUB2005 Katholieke Universiteit Leuven, June 8-10, 2005
Rights Policy
Who owns the content submitted? What about previously published materials?
Majority of publishers already allow self-archiving http://www.sherpa.ac.uk/romeo.php
Educate faculty about retaining non-exclusive distribution or self-archiving rights
ELPUB2005 Katholieke Universiteit Leuven, June 8-10, 2005
romeo.eprints.org/stats.php
ELPUB2005 Katholieke Universiteit Leuven, June 8-10, 2005
Service model
What is the service’s mission? What kinds of content will you accept? Who are the key users? Who are the key stakeholders? What services would you offer if you had unlimited resources? What can you afford to offer? Will you charge for services? What responsibilities will the library bear versus the content community? What are your top service priorities? What are the short-term priorities and long-term priorities? What type of organizational commitment in being made?
ELPUB2005 Katholieke Universiteit Leuven, June 8-10, 2005
Content recruitment
Identify research strength of your institution Contents that can be immediately archived Early adopters High profile researchers Understanding disciplinary differences in
research and publication practices
ELPUB2005 Katholieke Universiteit Leuven, June 8-10, 2005
Early adopters
High profile and powered individuals and/or units
Demonstration collection(s) Differences
Disciplinary “Career” stage Administrative structure
Detailed feedback Resources to make it happen
ELPUB2005 Katholieke Universiteit Leuven, June 8-10, 2005
Integration with other resources Training and user support
One on one Existing venues and committees
Course management Catalogue Search engines
ELPUB2005 Katholieke Universiteit Leuven, June 8-10, 2005
Typical staffing and governance Co-ordinator Liason(s) Technical support Submitters Situated in
Collection development Systems Cataloguing..
2 committees: Faculty or user Internal policy group
ELPUB2005 Katholieke Universiteit Leuven, June 8-10, 2005
Software platforms
DSpace UNIX-like OS / Windows Java PostgreSQL Apache Ant 1.5 or later Jakarta Tomcat 4.x/5.x Lucene – full text
SRW (Search & Retrieve
Web Service) OAI compliant CNRI Handle System
EPrints UNIX-like OS Perl MySQL Apache OAI compliant UTF-8
ELPUB2005 Katholieke Universiteit Leuven, June 8-10, 2005
Software Platform Should be open source
Community development Well tested and supported Low barrier customization by each institution Closely track related Internet and standard developments
OAI compliant Enable interoperability or sharing Enable discovery and linking
Developed by academic/research institutions Suited for scholarly needs
Workflow - submission, approval and collection management
ELPUB2005 Katholieke Universiteit Leuven, June 8-10, 2005
Technical Staff requirements
(UNIX) System administrator Programmer
(Java -DSpace/Perl-EPrints)
Optional Digitization services collaboration File migration expertise
ELPUB2005 Katholieke Universiteit Leuven, June 8-10, 2005
U of T’s Hardware
IBM P670 server AIX 5.2, 2 processors 1.1 GHz each 3.6 GB Memory 1 x Gigabit Ethernet 2 x Gigabit Fibre Channel Main storage is on a SAN,
running 2 FAStT 500 storage servers. Backup - Tivoly Storage Manager
4.2, tape library capacity 100TB 3061 or 2.98 GB docs
ELPUB2005 Katholieke Universiteit Leuven, June 8-10, 2005
Costing
No firm figures 100,000 American or Canadian JISC (Start up £80k, annual £ 40k)
Think about Categories Incremental vs. opportunity costs Long term integration into operating budget
ELPUB2005 Katholieke Universiteit Leuven, June 8-10, 2005
Preservation approaches
Only accepting certain types of files Migrating all / some files on ingest Preservation commitment varies with
file format Content
Look at 3 to 5 year
ELPUB2005 Katholieke Universiteit Leuven, June 8-10, 2005
Copyright
Misinformation Lack of awareness about self archiving Rogue actions Concern over their own
Copyright compliance Intellectual property
Creative commons
ELPUB2005 Katholieke Universiteit Leuven, June 8-10, 2005
Resources Institutional Planning
McLendon, W. 2005. Institutional repositories: a white paper for the UNC-Chapel Hill Scholarly Communications Convocation http://www.unc.edu/scholcomdig/whitepapers/mclendon.html
Ottaviani, J and Snavely, C. 2003. Towards a University of Michigan Institutional Repository: a study and prototype proposal http://www.umdl.umich.edu/pubs/inst-repos20031112.html
Ober, J. 2005. Postprint Repository Services: Context and Feasibility at the University of California. http://osc.universityofcalifornia.edu/responses/materials/UC_postprintstudy_final.pdf
Links to Samples of Institutional Policies on self-archiving http://www.eprints.org/signup/fulllist.php
ELPUB2005 Katholieke Universiteit Leuven, June 8-10, 2005
Resources Guides
Barton, Mary and Margaret Waters. “Creating an Institutional Repository: LEADIRS Workbook” 2004 MIT Libraries. www.dspace.org/implement/leadirs.pdf
A Guide to Institutional Repository Software v 3.0. http://www.soros.org/openaccess/software/
General Foster, Nancy and Susan Gibbons. “Understanding Faculty to Improve
Content Recruitment for Institutional Repositories.” D-Lib Magazine, January 2005. www.dlib.org/dlib/january05/foster/01foster.htm
Mackie, Morag. “Filling Institutional Repositories: Practical strategies from the DAEDALUS Project.” Ariadne. April 2004. www.ariadne.ac.uk/issue39/mackie/
Copyright FAQ by the Indian Institute of Science http://eprints.iisc.ernet.in/copyrightfaq.html
Questions and answers about opening up access to research results http://www.jisc.ac.uk/issue_qaopen.html