esMD eDoC – Evaluation Tools in Documenting Functional Assessment
Case Study - Institutional Repository Model: The Max Planck eDoc system The Digital Library and...
-
Upload
bennett-scott -
Category
Documents
-
view
212 -
download
0
Transcript of Case Study - Institutional Repository Model: The Max Planck eDoc system The Digital Library and...
Case Study - Institutional Repository Model: The Max Planck eDoc system
The Digital Library and e-Publishing for Science, Technology, and Medicine, 17.06.04 Geneva
Gerhard Beier (Heinz Nixdorf Center for Information Management in the Max Planck Society)
Page 2 17 June 2004
Presentation Outline
The Environment – The Max Planck Society The History – Genesis of the eDoc Server The Concepts – Details about the structure The Struggle – Obtaining Content - Measures The Vision – Open Access to research output The Future – from institutional repository to open
access platform
Page 4 17 June 2004
Environment – The Max Planck Society (MPS)
The Max Planck Society for the Advancement of the Sciences is an independent, non-profit organization based in Germany
Organized in 80 institutes dedicated to basic research in the areas of natural science, social science, the arts and humanities
basic research in wide range of research fields, complementary to universities, new, emerging areas of research, interdisciplinary
~ 70 branch libraries, between < 1 and ~ 25 staff no central library unit, administrative position at headquarter
(contracting)
research areas in the MPG
Page 5 17 June 2004
The position of the Max Planck Society in this field
The eInfo system in the MPS is based upon a dual strategy: 1st pillar: Databases and Journals
MPS wide access to databases and licensed full text information (some content will be locally loaded)= Traditional System of Information Provision
2nd pillar: Innovation in Scholarly CommunicationInstitutional repository approach: eDoc Open Access Platform ProjectOpen Access Journals: e.g. Living ReviewsPrepare and pursue roadmap for the paradigm shift to open access in the Max Planck Society= Shaping the future of the scholarly communication system
Page 6 17 June 2004
Open Access and the Max Planck Society
The Max Planck Society is taking a leading role in changing the scholarly communication system by moving to open access
Berlin Declaration (issued 22nd Oct 03) as starting point in Germany and Europe to realize open access (today about 40 organizations have signed)http://www.zim.mpg.de/openaccess-berlin/berlindeclaration.html
Follow-up Conference in May 04 at CERN to discuss more thoroughly the roadmap and implementation of Open Access amongst the signatories of the declarationhttp://www.zim.mpg.de/openaccess-cern/
Page 8 17 June 2004
History & Future of the eDoc project
Prototype system to explore the needs of scholars in a multi-disciplinary research organization conducting basic research
eDoc is used for regular reporting from all Max Planck Institutes (annual report + X)
eDoc is one pillar of the Open Access Strategy of the Max Planck Society
eDoc 2 (2nd generation) is on the horizon and will be part of an open access platform for the MPS
2002
2003
2003
2004-2007
Page 10 17 June 2004
Design Philosophy 2002-2003
Rapid prototype solution to create awareness for an institutional repository in the MPS
Early involvement of pilot institutes articulating their needs and requirements to shape system design
No long design phase, but feature driven development - due to commitments (annual reports) rapid feature development
New more generic design of system necessary needed to address all needs and ensure scalability and long-term sustainability
Page 11 17 June 2004
Organization of the eDoc Server
System is developed and maintained centrally by ZIM Policy questions and copyright issues are attacked centrally
by the ZIM and complemented by local initiatives Administration and content acquisition from
scientists/scholars is done on institute level Institutes have to dedicate staff and time for feeding content and metadata into the system
Multiple interfaces (up- and download) to local systems are provided
Focus Group (eDoc pilots) ensures that the (development of the) system meets the needs of the institutes
Page 12 17 June 2004
Organization / Responsibilities
Content is submitted to and administered in collections Collections are created in institutes and reflect
organizational structure Collections have a defined policy (scope of material, quality
control etc.) User rights are assigned on collection level Users: local eDoc manager; authority, moderator, metadata
editor, privileged user, depositor (fixed user roles)
Strict quality control process on collection level before content is publicly released by moderator and authority
Page 13 17 June 2004
Workflow - Quality Control Process
Approval ProcessSubmission Phase Release
Depositor
(Author)
Moderator
Authority
can reject subm. for content
revision
can reject subm. on formal grounds
submits doc
& recommends Access level for fulltext
checks metadata, file format etc.
reviews content
Organization
Quality Review
auth
orize
s&
reco
mm
ends
Acces
s le
vel
for f
ull t
ext
accepts & recommends
Access level
for full text If doc is accepted and authorized:
Metadata are public
public
MPG
Institute level
Internal
Privileged users
Access level for full text
files
Page 15 17 June 2004
Genre Types (document types)
Separation of medium & concepte.g. article will be captured as such irrespectively whether they are published in print or eJournal
List of standard genre types Research and institute specific types can be added No preprint genre type (only status accepted,
submitted, published, unpublished) Article, Book, InBook, Issue, Conference Paper,
Conference Proceedings, Poster, Talk at Event, Conference Report, Lecture/Courseware, Thesis, PhDThesis, Habilitation, Expert Opinion, Patent, Dataset, Software, Interactive Resource, Series, Journal
Page 16 17 June 2004
Metadata model
Development of an own metadata model for eDoc Dump-down to Dublin Core is possible Existing schemas were considered and naming
conventions applied Idea: generalisation of requirements of very
heterogenuous disciplines
Extension for eDoc 2: Institutes can add their own metadata or even metadata sets (planned)
Page 17 17 June 2004
Submission
web-based submission Single-form: genre dependent, context-sensitive help Step-by-step: genre dependent, context sensitive help
batch upload of metadata files Upload of XML, Endnote, Reference Manager, Web of
Science records Batch authorization, selection for reports etc. possible
Versioning Document versioning Metadata versioning Withdrawn documents reside on the system
Page 20 17 June 2004
Interoperability Features
eDoc specific Metadata format (documented XML schema) -> mapped to DC
OpenURL implemented (addresses MPS SFX server)
Various export formats Endnote, Reference Manager, BibTeX, XML, HTML, PDF, RTF
Interface to MPS CMS for annual reports Imports from XML, Endnote, Reference Manager,
Web of Science (ISI) OAI 2.0 planned for summer 2004
Page 31 17 June 2004
Obtaining Content – Practical Steps
Introduction of eDoc was linked to the obligatory annual report – eDoc as the management tool for publication data of the institutes Immediate high visibility amongst all institutes Open Access advocacy and introduction of system was
combined with pragmatic software solution for management of publication data – re-usability of data for reports
MPS strategy of open access firmly supports initiatives like eDoc
Advocacy and extensive support for Institutes by 2-3 people in ZIM team
Import/Export interfaces ensure re-usability of data
Page 32 17 June 2004
Status Report – eDoc Usage (after approx. one year)
~ 15,000 records on eDoc publicly visible~ 2,600 including full texts / content
public access: ~ 1700
MPS wide access: ~ 200Institute / priv. users: ~ 700
Main Genres:Articles, Posters, Conference Papers, Talks, Books,
PhDThesis, Inbooks, Papers
Potential:Approx. 60,000 metadata records from old annual reports
already uploaded, but not yet publicly available
> 10% Open Access
Page 33 17 June 2004
eDoc Usage
All Institutes are using eDoc for the transmission and management of data for the annual reports
About 400 registered eDoc users 26 Institutes have already implemented the full
eDoc collection concept in their institutes(This is the pre-condition of releasing publicly records and full texts)
A lot more institutes are discussing internally appropriate strategies how to implement eDoc for their institute
Page 34 17 June 2004
Reasons for reluctance in usage – and strategies by ZIM
eDoc requires extensive discussions about responsibilities in institutes to organize the process of quality assurance ZIM supports extensively through mails, phone workshops this process
Local librarians criticize the lack of support of their directors for their activities Comprehensive needs analysis and promotion tour in autumn 2004 – visits, workshops, questionnaires, promotional material Steering committee on vice president level ensures communication to institutes
Page 35 17 June 2004
Reasons for reluctance in usage – and strategies by ZIM
eDoc data cannot be used dynamically on the website of the institute eDoc provides several export formats ZIM addresses building of a real reporting tool by other parties in the MPS
Some institutes still stick to their well-established own system for publication management eDoc is working closely together with them to ensure data integration also on eDoc to be built Open Access platform comprises functionalities not yet covered by eDoc and allows more configurability / personalization
Page 36 17 June 2004
The Vision
-
Open Access to research material – practical steps to approach the goal
Page 37 17 June 2004
Open Access to full texts on eDoc
Uncertainty about the legal and political consequences of self-archiving of research results, which are e.g. published in scientific journals Consultancy and support of the Institutes in questions of copyright and publishers’ policies by eDoc support team Open Access Information on eDoc entry page Help on Copyright FAQ page on eDoc Links to Server informing about copyright & publishers Building of an MPS internal database to manage and comment copyright agreements between MPS researchers and journals
Open Access Advocacy and Promotion Creation of a position for MPS Open Access Policy Management on central level
Page 38 17 June 2004
Need for License
Need for legal security of archiving and dissemination („making public“) under conditions of Open Access (Berlin Declaration)
License to indicate that copyrighted works are free to use but only under certain conditions, chosen by the author
Need for License => Need for preventive education/support for authors and involved staff => Need for supporting infrastructure in the MPS MPS Copyright Clearing Center (short term advice) Dept. For „Open Access Policy“ (strategic negotiations
with publishers on the long term)
Page 39 17 June 2004
Implementation on eDoc
License is part of a general guarantee of all authors (or authorized author) to the MPS (to minimize liability of the organisation). General Guarantee may include limitation of license due to rights of third parties
Signing of license = offline Attaching license to document = online during
document workflow on eDoc: Moderator (formal approval of record) accepts the entry in the moment
license is signed and checked. He/she attaches access level to full text according to scope of signed guarantee/license
Local Archiving of license
Page 40 17 June 2004
Open Access in the MPS & Copyright – an overview
Concept in development…
AuthoreDoc license
(Creative Commons)
eDoc moderators at institutes
Open Access Policy Clearing House
Central Administration
eDoc/ZIMCopyright Database
eDoc support
Information / consulting
Implementation eDoc
Information for authors
Administration of licenses
Advocacy
Policies
Legal advice
Page 42 17 June 2004
Lessons learned: introducing an institutional repository
eDoc has hard-coded workflow, user rights, metadata, collections, object model etc. and the software is not extensible new system is required
Needs from institute go beyond that: Collaborating with other researchers (flexible exchange of
documents/objects) Cultural heritage Online projects should rely on same infrastructure
(more complex objects, up- and downloads) Reports need to be addressed by a specialized project Persistent identifier need to be provided Long-term archiving ePublishing Common tools (e.g. display / annotation of images) should be made
available to all institutes Citability of primary research results / datasets needs to be
guaranteed over at least 10 years
Page 43 17 June 2004
From institutional repository to open access platform…
Externally funded open access platform project planned Goal: Capture external content for integration in Digital
Library Services & expose research output of the MPS and feed into digital networks and scholarly communication services
i.e. move from insular institutional repository system to modular, integrated technical system that provides sustainable and scalable central infrastructure with interfaces for local (global), discipline specific extensions
build sustainable technical infrastructure in cooperation with national service center: FIZ Karlsruhe which has capability of long-term commitment to such an infrastructure and offering as a service to a wide range of institutions and organizations
Page 44 17 June 2004
Open Access Platform
Storage Backend (sustainable, durable, open, long-term availability) Capture e-documents as complex digital objects Up-and download facilities for collection building Interfaces for external applications (e.g. for zooming,
annotating images) Open Access Portal Web-based comprehensive access to MPS output
(publications, working material, digital collections, eJournals, primary data) and open source software tools
Technical interfaces for dissemination and integration in research specific knowledge spaces, virtual collections or expert databases
Page 45 17 June 2004
use global
services
eDoc [publications, grey literature,
supplementary material]
incl. work flow (quality
& release management)
OA
I Da
ta P
rovision
MPS Open Access Portal
Global (disciplinary) services (discovery, evaluation, publishing, annotation…)
Object Store (bit-stream preservation)
Archival Service (functional preservation)
local DBs
OAI Data Provision
Global Persistent
Identifier Service
Archival Supplementary Area
local digital collections
(e.g. primary sources)
register and/orprovide
showcases
Showcases Project Registry
Citation (Work) Bench
Digilib Image Viewer
Page 46 17 June 2004
Thank you for your attention!
Gerhard [email protected]+49-(0)89-3299-1552
http://edoc.mpg.de
A project of the Heinz Nixdorf Center for Informationmanagement in the Max Planck Society
Page 47 17 June 2004
Metadata Model
genre specificbibliographicinformation
organizational affiliation
administrative
subject classification
document status
external
research project
authoreditortranslatorpainter....
people
subsubunitsubunit
MPG unit
MPG: yes/no
refereeing
Peer ReviewInternal ReviewNo ReviewEditorial Review
pub status
audienceeducational submittedacceptedpublishedunpublished
expertpopular
yes/no
edoc-widecollection specificfree keywords
eDoc Document
role
name
versioning
metadataon metadata
file specificedoc workflow
related docsalt.
resourcereferences
source
Page 48 17 June 2004
Database on Publisher Copyright Policies & Self-Archiving
Aufbau der Datenbank auf Anregung der eDoc-Piloten Adresse: http://copyright.zim.mpg.de Zielsetzung:
Ergänzung der allgemeinen Standard-Informationen über die Politik von VERLAGEN (Sherpa Datenbank) um kommentierte Informationen und Erfahrungen zur Politik einzelner ZEITSCHRIFTEN
Nutzer: Alle Nutzer in der MPG (IP-check) können lesen und schreiben Institute können sukzessive Informationen zu Verträgen ablegen, die von
Ihren WissenschaftlerInnen unterzeichnet wurden Die Informationen sollten klassifiziert werden, ob Selbst-Archivierung
erlaubt ist und unter welchen Konditionen Langfristiges Ziel:
Instituts- bzw. MPG-weiter Überblick über unterzeichnete Verträge und Vertragsbedingungen und damit konkrete Hilfestellung bei der Frage, ob die Ergebnisse online frei zugänglich gemacht werden können.
Page 49 17 June 2004
Startseite Copyright Datenbank
Informationen zur Zielsetzung und Links zu anderen
Copyright-Datenbanken
Page 51 17 June 2004
Nature
document: View comment on
document:Press Release: New deal for authors From 14 February 2002 Nature Publishing Group no
longer requires authors to sign away their copyright. Instead, we are asking for an exclusive licence. In return, authors will be free to reuse their papers in any of their future printed work, and have the right to post a copy of the published paper on their own websites. In addition, authors - and the institutions in which they work - will be free to use their papers in course packs. (29.04.2004).
depositor's email: [email protected] last modified: 2004/04/29
Page 56 17 June 2004
eDoc und Autorenvereinbarung
Kontext Autor und eDoc Grundlagen für mögliches Lizenzmodell:
Gutachten zu urheberrechtl. Aspekten bei Einrichtung des eDoc Servers von Prof. Hilty (MPI für geistiges Eigentum)
Vermerk zu rechtlichen Aspekten im Open Access / eDoc Projekt von Ray Rossmann (Rechtsreferat GV)
Creative Commons Lizenz (nach dt. Uhg): • Autoren räumen der Allgemeinheit ein unentgeltliches, nicht-
ausschließliches Nutzungsrecht für Ihre Arbeit ein. Die MPG als Teil der Allgemeinheit nimmt von dem Recht Gebrauch und stellt die Arbeit auf dem eDoc Server zur Verfügung.
• http://creativecommons.org/projects/international