1. ALPSP Seminar: Data the universe and everything 22nd January 2014 Laura Cox

2. Contents 1. 2. 3. 4. 5. 6. 7. 8. 9. 10.Healthy data Why now? Institutional Identifiers what and why? Common data problems Data governance Data integration (linking your data together) Institutional Identifiers in the supply chain Institutional Identifiers which? ISNI IDs What you can do now? 3. Why is healthy data important? Good quality, healthy data can be utilized to gain insight into customers, business relationships and to support strategic planning, decision making, and ongoing business operations. But when its unhealthy. 4. Poor data has real consequences Hard to get a true picture of relationships with institutions Lack of quality author (and affiliation) data Inability to see overlap between authors, members andcustomers Inaccurate holdings and revenue reports Protracted time and effort taken to analyse data Everything becomes more difficult, and less accurate 5. Healthy records are: Complete Accurate Free of duplicates Current Consistent Conform to standards 6. Unique Identifiers What are they? How can they help? Numeric or alpha-numeric designations which are associated with a single entity Entities can be an institution, person, or piece of content Enable the disambiguation of each entity Proper understanding of the customer, author, reader or institution Proper identification of content object, article, product, or package Can be used internally or in conjunction with external partners 7. Why we should worry about data now? Number of researchers increasing by 3% per annum* Number of articles increasing by 3% per annum, currentoutput is 1.8-1.9 million per year* Number of journals increasing by 3.5% per annum* Growth in China has been in double digits for over 15 years* Increased demand for anytime/anywhere access Library budgets are frozen or being cut, less money for more content means we have to work smarter * Ware, M and Mabe, M, The STM Report, 2012 8. What are Institutional Identifiers for? Disambiguating: UCL: University College London (UK) Universit Catholique de Louvain (Belgium) Universidad Cristiana Latinoamericana (Ecuador) University College Lilleblt (Denmark) Centro Universitario Celso Lisboa (Brazil) Union County Library (USA) NPL: National Physical Laboratory (UK) National Physical Laboratory (India) York University University of York (UK) York University (Canada) Northeastern University: Northeastern University (Boston, USA) Northeastern University (Shenyang, China) 9. What are Institutional Identifiers for? Consolidating:Hierarchy View: University of Oxford University of Northampton Univ. Oxford Northampton Business School Oxford University School of Education Library, Oxford Univ. Radcliffe Science Library School of Health School of Science and Technology Bodleian Library Bodleian, Oxford Oxford, University ofDivision of Computing Division of Engineering Environmental & Geographical Sciences Institute for Creative Leather Technologies School of Social Sciences School of The Arts 10. Use cases the why Identifiers enforce uniqueness Disambiguate institutional records Eradicate duplication of data Ensure correct delivery, entitlements and access rights Better understand your customer base and relationships withinstitutions Improve trust in data Map institutions into their hierarchy 11. Common data problems Most publishers have problems with data: Multiple accounts for each customer Multiple internal IT systems for different purposes Data entry without standard names or ID numbers Lack of hierarchy information No formal manner to track customers across systems 12. The challenge: Data Sources Multiple data sources system data silos Multiple locations geographic data silos Data entered by different people for different purposes Data from third parties in the supply chain Data from bought-in sources 13. The challenge: Data Sources Typical publisher systems:Data can be entered by: Financial system Organisation staff CRM/Sales database Authors Authentication system Society members Fulfilment Agents in the supply chain Usage statistics Submissions system Author database Document Storage (contracts andlicences) .. 3rd party organisations .. 14. Implementing a data governance plan Important considerations: What data is held, where it is held and how it is accessed? How can the data be used to further benefit different departments, processes or activities? Could the use of current or planned systems be expanded for further benefit? Is data highly accurate and consolidated or in need of cleansing? Are there applications of data that have not been explored? What requirements are there for additional data? 15. Improve data capture If you can use web forms Implement required fields Data validation at a minimum use naming conventions Address validation postcode lookup Institution validation institution lookup Web form consistency across systems Avoid free-text fields Make institutional identifiers a requirement 16. Implementing Institutional IDs Turn your records from this....into this. 17. Data integration CRM Using Institutional Identifiersto link internal systems:Electronic document storageFinancial System Prevent duplicate account creation Break down silos Keep data up-to-date and systems synchronised Enable staff to use data more effectively Simplify data transmission Improve overall data qualityAuthenticationInstitutional IdentifiersMembership systemUsage statisticsAuthor Database Fulfilment system 18. Linking author and institution IDs When authors and their affiliations are linkedcorrectly, publishers gain: Market intelligence about authors and institutions Author and subscriber information mapped together Knowledge of where research funding is concentrated Reduction in time taken calculating open access charges (APCs) Institutions gain information about their overall researchoutput Funders gain information about where authors reside and publish 19. The scholarly supply chain Purpose: Serving the author and reader Disseminate content as widely as possible Ensure content is easily discoverable Provide information in an efficient and trouble-free mannerregardless of: Content type User requirements Desired methods of access 20. The supply chain (simple version) AuthorFunders Submission and Peer Review SystemEnd UserDiscovery ServiceConsortium ConsortiumData Providers and Systems (multiple)PublisherOnline Host or Technology PartnerLibraryFulfilment House or SystemSubscription Agent or Sales AgentSocieties 21. Supply-chain spaghetti AuthorFunders Submission and Peer Review SystemEnd UserDiscovery ServiceConsortium ConsortiumData Providers and Systems (multiple)PublisherOnline Host or Technology PartnerLibraryFulfilment House or SystemSubscription Agent or Sales AgentSocieties 22. What could possibly go wrong? Records are unconnected through the supply chain, links fail: Between entities Between internal systems Between external systems Renewals are mishandled Journal transfers are mishandled Access and authentication is mishandled Authors and individuals are not linked to their institution Open access fees have to be checked manually Authors are not linked to their research Funders are not linked to the research they fund 23. Where stronger links are needed Finding a path to using standardized data, which: Eradicates duplicate records within and between systems Enables seamless communication between organizations Smoothes the supply chain, removing ambiguity or lack ofinformation for any party Enables higher quality of service Increases understanding of customer base and enables better decision making for everyone involved 24. Supply-chain spaghetti AuthorFunders Submission and Peer Review SystemEnd UserDiscovery ServiceConsortium ConsortiumData Providers and Systems (multiple)PublisherOnline Host or Technology PartnerLibraryFulfilment House or SystemSubscription Agent or Sales AgentSocieties 25. becomes organised, with accurate data and information flowConsortium 26. The vision In an ideal world we would be able to utilise, provide and obtain data that is accurate, complete and easily joined together: Reducing problems and errors Providing better overall service Creating seamless processes Providing a better understanding of customers and our own businesses 27. External linking in the supply chain Using Identifiers will: Ensure accuracy of information Speed up data transactions Reduce queries Reduce costs Open data up to new uses Ensures that authors receive credit for the work they produce Ensures that end users receive uninterrupted access to thecontent they need 28. A truly linked supply chainIdentifiers 29. Institutional Identifiers which ones? JISC and CASRAI (Consortia Advancing Standards in ResearchAdministration Information) report on Organisation IDs: http://repository.jisc.ac.uk/5381/1/CC549D0011.0_org_ID_landscape_study.pdf Examined the landscape of organisational identifiers in the UK and identified 23 different IDs Based on interviews with key individuals Lots of detail on use cases for publishing, funders, and institutions 30. CASRAI report Disambiguating organisational information from multiplesources typically described as a nightmare Benefits from effective unique identifiers are truly realised when data is shared Key aspects of identifiers that support the widest range of uses: Governance Trust Transparency Temporal Appropriate metadata 31. Publishers FundersCompanies CuratedRegulatedMainly used for linking HEIsGlobal Global Global Global Global Global Global Global Global UK UK UK UK UK UK UK UK UK UK UK UK England EUHistoricPlease note that ORCID had not released the institutional affiliation at the point at which this report was published.Identifier Name Dun & Bradstreet FundRef ISNI ORCID Ringgold's Identify MACE & UK Federation VIAF Research Analytics Companies House Gateway to Research Government bodies HESA IDBR Janet Je-S/CDR OrgID Research Fish RCUK ROS UCAS UKPRN HEFCE PICCoverageIdentifiers identified 32. Publishers FundersCompaniesHEIs CuratedRegulated HistoricGlobal Global Global Global Global Global Global Global GlobalMainly used for linkingIdentifier Name Dun & Bradstreet FundRef ISNI ORCID Ringgold's Identify MACE & UK Federation VIAF Research AnalyticsCoverageGlobal Identifiers 33. ISNI ISNI NumberISNI NumberParty ID 1Party ID 2Proprietary Information and/or MetadataProprietary Information and/or Metadata ISO Standard 27729 ISNI is designed to be abridge identifier Covers any type of entity 34. ISNI IDs Ringgold is an ISNI Registration Agency for institutions Unique ISNI Institutional ID number can connect any dataand any systems ISNI IDs should be used by publishers and across the scholarly supply chain to: Link systems using the ID numbers Link data sets which contain proprietary metadata Provide clean data transmission 35. ISNI spans all industries, market segments, and regions Academia Medical Corporate Government Not-for-profit Public libraries SchoolsPublishers Funding bodies Intermediaries Distributorshttp://isni.org/ 36. What can YOU do now? Engage with the problems you have with data Find some resources think about time not just money Consider how data could better serve your organisation Appoint a data champion and document everything Generate a data governance policy Create some basic rules for data entry Utilise universal identifiers to clean and link your data Work with suppliers and customers to utilise institutionalidentifiers to strengthen the supply chain 37. Laura Cox President, Chief Financial and Operating Officer Ringgold Inc. laura.cox@ringgold.com