Enlighten: integrating a repository with University systems and processes

Morag Greig

Advocacy Manager- Enlighten

University of Glasgow

UKCoRR meeting 14/08/09

Background

• Mature and well established institutional repository service at Glasgow (2001-)

• A hybrid repository with over 5500 records for published research outputs (>2100 full text)

• Publications policy approved by University Senate in June 2008 (‘mandate’)

• Policy established Enlighten as both the institutional repository AND the central publications database

• Key Library engagement and participation in the RAE and the REF Pilot

• Strong relationships between the Library’s repository managers and the University academic community and research office

• Recognition that the repository cannot exist as a disconnected data silo

Aims

• To develop a comprehensive central publications database (2001-) across the University

• To develop deposit procedures that will enable departments to provide publications data on a regular and ongoing basis

• To encourage all staff to comply with the Publications Policy and to deposit full text

• To join up systems and processes so that deposit is easy and data can be re-used for many purposes

Initial visits to departments

• Initial meetings with Heads of departments/research champions

• Establish current procedures for collecting publications data

• Establish how best the department can engage with Enlighten

Multiple sources of publications data and update schedules

Reference Manager

EndNote

Word files

Access

In-house databases

Web pages

Monthly

Bi-annually

Rarely!

Deposit options

Self-deposit (two departments)

Mediated – some large faculties

Proxy – most small to medium sized departments

Training for administrative staff

Enlighten deposit manual

Further visits to departments

• Presentations at departmental meetings, including demonstrations and time for questions – addressing issues, e.g. versions, permissions etc.

• Presentations at Faculty level research meetings

• Presentations are ongoing

Data back filling

• Data being added for publications back to 2001

• Some data being entered manually (extra staff trained to do this)

• Bulk of data being imported from REF databases (records will require some details to be added)

• Staff numbers being added retrospectively to older records in Enlighten

Repository enhancements

• HR database – staff numbers (in place)• Single sign-on (institutional integration)• Statistics• Reporting• Automated publications lists (institutional

integration with content management system)

• Two way link-ups with the research system (institutional integration)

• Deposit alerts• More granular editorial roles etc.

Automated publications lists

Integration with research systems

• Two way links between Enlighten and the Research System (auto-complete and look-up features)

• Automated alerts from the Research System which highlight to researchers that they must deposit their papers in an appropriate repository, in line with their grant conditions

• Reports showing Projects/Funders and associated publications

Key elements for success

• RelationshipsStrong relationships between repository managers and staff at all levels are vital in supporting the deposit of content.

• Systems and ProcessesTechnical and administrative processes needed to join-up the existing elements of the research lifecycle which will facilitate the ease of deposit.

• PoliciesManagement and monitoring of both the University’s Publication Policy and those of our funders to ensure compliance.