Introduction & Current State of Institutional Repositories

Institutional Repository Workshop 1 – 3 April 2009

Presented by ina.smith@up.ac.za

Currents in Open Access MovementCurrents in Open Access Movement

“Open access (OA) is free, immediate, permanent, full-text, online access, for any user, web-wide, to digital scientific research and scholarly material.”

Two currents in OA movement:OA self-archiving in institutional repositories (“green” road to OA)

OA publishing (“gold” road to OA – see e.g. DOAJ)

Source: http://en.wikipedia.org/wiki/Open_access

What is an Institutional Repository?What is an Institutional Repository?

“An institutional repository is a set of services that an institution 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.

Preservation function of an IRPreservation function of an IR

“Digital preservation is defined as the managed activities necessary: 1) For the long term maintenance of a byte stream (including metadata) sufficient to reproduce a suitable facsimile of the original document and 2) For the continued accessibility of the document contents through time and changing technology.”

Source: http://www.dlib.org/dlib/june05/jantz/06jantz.html

Research @ UPResearch @ UP

• “promote scholarship through the creation, advancement, application, transmission and preservation of knowledge”

• “ensuring that the university’s library and information services can give academics access to the information they need”

• “E-research & the Library”– Digitisation of rare sources– Archiving research data– Development of Virtual Research Environments– Institution-wide academic digital repository

• “ICT is an essential and important strategic resource for the university’s scientific work, its management of knowledge …”

Research @ UNISAResearch @ UNISA

• “Be a leading research institution in South Africa”• “Long term investment in the creation of new and improved

knowledge and insights”• “Unisa’s research policy is based on the principle of academic

freedom – it encourages free and open intellectual inquiry and is a prerequisite for academic excellence”

• Objectives:• “Enhance scholarly stature of the University”• “Combination of research and community service is important” –

transfer research to community• “Disseminate research findings [in many forms e.g. reports,

books, articles, media] – so that they may be confirmed, evaluated, applied by others

UNISA Research Policy www.unisa.ac.za

Research @ UFSResearch @ UFS

“The leadership of the University of the Free State recently committed themselves to an innovative focus on research as one of the three core functions of the University.”

“Research at the UFS must now be developed, with a shift of emphasis from the administrative to the strategic management thereof.”

Source: http://www.uovs.ac.za/faculties/index.php?FCode=11&DCode=459

Role of UP LibraryRole of UP Library

• Address research needs• Aim: Seamless e-service to research information• Objectives:

– Support education innovation & research excellence at UP– Deliver optimal e-information portal services to our clients– Take part & contribute to international & national e-information

phenomena, e.g. open access, digital preservation, e-science, content management

Impact an IR can have on researchImpact an IR can have on research

Research on IR

Increased visibility,usage, impact

Increase in citation rate

Impact on NRF Rating, H-index etc.

Shanghai University List

Ways to use Institutional RepositoriesWays to use Institutional Repositories

• Scholarly communication• Storing learning materials and courseware• Electronic publishing• Managing collections of research documents• Preserving digital materials for the long term• Adding to the university’s prestige by showcasing its academic

research• Institutional leadership role for the library• Knowledge management• Research assessment• Encouraging open access to scholarly research• Housing digitized collections

Types of material Types of material (printed material in pdf)(printed material in pdf)

• Research (scholarly) articles (published peer-reviewed & pre-prints)• Open lectures• Conference papers & proceedings• Image collections• Audio and audio-visual material• Digitized special collections which contain very unique material• Technical reports• Inaugural addresses• Theses• Dissertations• Datasets• Newspaper clippings

Digitally born & digitized materialDigitally born & digitized material

Digitally born & digitized materialDigitally born & digitized material

Identify Champions to work withIdentify Champions to work with

Digital Repository SoftwareDigital Repository Software

• ProprietaryProquest Digital Commons CONTENTdmOracle, Millennium

• Open SourceDSpaceFedora E-Prints GreenstoneD-NET v. 1.0 DRIVER

• Hosted OptionSABINET (CONTENTdm)DRIVER (D-NET v.1.0)D-NET v. 1.0 DRIVER

About Open Source SoftwareAbout Open Source Software• Promotes collaboration and knowledge sharing between institutions

who have the expertise, and the ones who do not have the expertise or necessary resources to start such a service

• All participants benefit, and not only the vendor• Product belongs to all, and lots of support is available from the open

source community• No marketing is involved – therefore there is not a clever salesman

involved selling the product, only focusing on the stuff the program can do, and not the limitations.

• What you see is what you get• Open Source software is flexible• It promotes openness and creative thinking• It is open for scrutiny• It is searchable and retrievable via the World Wide Web• It can be used by institutions with minimal resources• World standards and open standards are used, which make it a very

favorable choice

About DSpace About DSpace http://www.dspace.org/

We had a record number of new DSpace repositories registered recently -- 24 in all! The list includes 2 new countries for DSpace -- Ghana and Ecuador.

We had a record number of new DSpace repositories registered recently -- 24 in all! The list includes 2 new countries for DSpace -- Ghana and Ecuador.

Collaboration: DSpace & Fedora (DuraSpace)Collaboration: DSpace & Fedora (DuraSpace)http://www.fedora.info/wiki/index.php/FedoraWiki:Community_Portal http://www.dspace.org/index.php/DSpace-Press/

• Research out quickly, worldwide • Increases visibility, usage, impact of research

“open access papers are read more widely, and, therefore, cited more frequently. The consequence of this is that they have greater impact” (Jones, Andrew and MacColl 2006)

• Open access to all – also those who cannot afford subscribing• Central archive of research• Persistent URL• Preservation function• Full text searchable• E-workflow for quality control• Distributed/ decentralised input• Limit access on various levels• Information Model (Communities & Collections)

Benefits of an IR (DSpace)Benefits of an IR (DSpace)

DSpace Information Model DSpace Information Model (3 levels or more)

Top-Level CommunityFaculty e.g. Economic and Management Sciences

Sub-CommunityDepartment e.g. Accounting

CollectionsE.g. Theses (Accounting)

Dissertations (Accounting) Research Articles (Accounting) Open Lectures (Accounting) etc.

Submit items on Collection Level

Top-level Community

Sub-Community

Sub-Community

Collections

Collections

An Item in DSpaceAn Item in DSpace

Metadata

Bitstream/s (full text files)

Using an Item in DSpaceUsing an Item in DSpace

Print

E-mail

Save

Read

Searching in DSpaceSearching in DSpace

Search Options

Full text

Keyword (Basic Search)

Advanced Search

Browse

Communities & Collections

Titles

Authors

Date

Subscribe to a CollectionSubscribe to a Collection

Prior to submitting an item to the IRPrior to submitting an item to the IR

• Obtain permission (copyright clearance, letters of consent)• Scan/ Digitize• File format (pdf)• File naming convention• Convert/ edit documents• Add watermark/ header/ footer

Intellectual Property RightsIntellectual Property Rights

• Exclusive rights to the creative work, commercial symbol, or invention which is covered by it – remains with owner/creator

• Permission obtained from rights holder• DC Element “Rights” – individual items• Add “Rights”- document/ file together with item• Copyright/ Rights note for Collection/ Community

CopyrightCopyright

• Credit copyright holder for work• DC Element “Rights” – individual items• Copyright/ Rights note for Collection/ Community• Three approaches:

– Publisher policy on SHERPA RoMEO – else;– Visit publisher web page, or– Contact publisher directly and obtain permission – archive

letter of consent on your IR – encourage registration with SHERPA/RoMEO

Publisher’s policy on self-archivingPublisher’s policy on self-archiving

Letters of Consent Collection on IRLetters of Consent Collection on IR

LicensingLicensing

License stored with each item – Submitter grants license

http://www.dspace.up.ac.za/defaultlicense.pdf

“By submitting this license, you (the owner of the rights) grants to the University of Pretoria the non-exclusive right to reproduce, translate (as defined below), and/or distribute your submission (including the abstract) worldwide in print and electronic format and in any medium, including but not limited to audio or video.”

Limiting access in DSpaceLimiting access in DSpace

Limiting access in DSpaceLimiting access in DSpace

READ

WRITE

ADD

REMOVE

Role description (collection management, identify projects, prioritise, implement, training, integration, marketing)

Benefits• Easy to access• Stay updated with regard to research conducted• Encourages collaboration between faculty & Library• Positions library within faculties & University• Develop new skills• Support researchers

… … Subject LibrariansSubject Librarians

… … CataloguersCataloguers

Role description (cataloguing & classification, experience in language, diacritics, and standard making, taxonomies and controlled vocabularies, analytical and detail-oriented nature, understanding of the importance of balancing the need for standards with the demands for interoperability )

Benefits• New skills• Increased visibility and expertise• Demonstrate the relevancy of cataloguers in digital age• Connect more closely with broader range of library-wide goals• Networking• You have a great deal to offer!

WorkflowWorkflowCopyright

Digitization

Submission

Reviewing

Metadata Editing

Available on IR

IR M

anag

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Co

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tio

n A

dm

inis

trat

ors

Pre-DSpace

DSpace

E-m

ail notification to S

ubmitter &

S

ubscribers

Reject

Other role players: Specialists, IR IS&T Manager

File naming

Registry of Open Access RepositoriesRegistry of Open Access Repositories(ROAR) (ROAR) http://roar.eprints.org/ Tim Brody, University of Southampton, UK

1 3011 301

Cumulative depositsCumulative deposits

ROARMAP ROARMAP http://www.eprints.org/openaccess/policysignup/

openopenDOAR (over 1 200 listings)DOAR (over 1 200 listings)University of Nottingham, UK: http://www.opendoar.org/

RoMEO

Juliet

OpenDOAR

SHERPA Search

SHERPA

openopenDOAR (Africa = 23)DOAR (Africa = 23)

1 732 items!1 732 items!

openopenDOARDOAR

• South Africa (15)– Boloka: Research Repository North-West University

– Council for Scientific & Industrial Research (CSIR Research Space)

– Durban University of Technology (DUT IR)

– Rhodes University (ReRR)

– Stellenbosch University

– University of Cape Town (UCT CS Archive)

– University of Johannesburg (ETD Database & UJDigispace)

– University of Pretoria (UPSpace & UPeTD)

– University of South Africa (Unisa ETD)

– University of the Western Cape (AHERO & UWC Theses & Dissertations)

– University of the Witwatersrand

openopenDOAR – By CountryDOAR – By Country(Source: University of Nottingham, UK: http://www.opendoar.org/ )

openopenDOAR – Repository SoftwareDOAR – Repository Software(Source: University of Nottingham, UK: http://www.opendoar.org/ )

DSpace = 395; E-Prints = 315; ETD-db = 25; Fedora = 12; CONTENTdm = ?

openopenDOAR – Content TypesDOAR – Content Types(Source: University of Nottingham, UK: http://www.opendoar.org/ )

DSpace Registry DSpace Registry http://www.dspace.org/index.php/DSpace-Repositories/Repositories-Alphabetical.html

8 in SA8 in SA

Australian National UniversityAustralian National University

Simon Fraser UniversitySimon Fraser University

University of TokyoUniversity of Tokyo

University of GroningenUniversity of Groningen

University of CambridgeUniversity of Cambridge

University of MichiganUniversity of Michigan

Open Access & IR InitiativesOpen Access & IR Initiatives

DRAMBORA http://www.repositoryaudit.eu/

DCC http://www.dcc.ac.uk/

DSpace http://www.dspace.org

JISC http://www.jisc.ac.uk/

SHERPA http://www.sherpa.ac.uk/

eIFL.net http://www.eifl.net/cps/sections/home

ROAR http://roar.eprints.org/

OpenDOAR http://www.opendoar.org/

Open Archives Initiative www.openarchives.org

DRIVER http://www.driver-repository.eu/

Outcomes of an IR Outcomes of an IR

• New roles & responsibilities • Communities of Practice (social networks) will be established• Knowledge transfer • Organizational learning• Change of mind-sets• Empowerment• Teamwork & collaboration• Management support

Start setting up your own IR …Start setting up your own IR …

• Needs Analysis• Proposal/ Business Plan/ Timeline• Installation of software• Administering & using your IR• Metadata• Evaluation• IR Policy• Training• Marketing• Exposure

Questions?Questions?

ina.smith@up.ac.zaina.smith@up.ac.za