Feeding the Fledgling Repository Ann Koopman June 4

Feeding the Fledgling Repository Ann Koopman June 4, 2007 Feeding the Fledgling Repository June 4, 2007 Ann Koopman

What we’re archiving and How we’re recruiting content Or, collection development with a twist Feeding the Fledgling Repository June 4, 2007 Ann Koopman

My perspective • Thomas Jefferson U • Digital Commons, est. 2005 • A tad over 1, 000 docs • All health sciences, all the time • < 1 fulltime staff person working on JDC Feeding the Fledgling Repository June 4, 2007 Ann Koopman

Feeding the Fledgling Repository

If we build it, will they come? • Not without a lot of coaxing • IRs represent significant behavioral change for faculty & task changes for libraries: – – Inertia Time/thought/attention Habit Expectations • Peter Suber’s & Susan Gibbons’ observations; symposia, IR sample promotional documents Feeding the Fledgling Repository June 4, 2007 Ann Koopman

Does IR software make a difference? • DSpace, Digital Commons, E-prints, CONTENTdm and others share similar issues • Our technological capability is greater than current demand for the service. • We’re in the business of shaping a market / creating demand. Feeding the Fledgling Repository June 4, 2007 Ann Koopman

How to measure success (ROI)? • Count things or activities – Number of items in collections(s) – Types of items – Number of downloads • Identify users – In-house vs. external • Extent of participation – Student, faculty, administrative Feeding the Fledgling Repository June 4, 2007 Ann Koopman

Advantages for the library • Visibility of the library on campus as academic partner • Evidence of increased citation rates for faculty benefits whole institution • Beyond digital library to University Press • Effecting change in publishing patterns and/or policies • Establishing ROI on these is less tangible Feeding the Fledgling Repository June 4, 2007 Ann Koopman

So what are libraries collecting? • Digital reproductions of archives & special collections / digital library • Faculty preprints/postprints • Original materials: – – Student products Lectures, campus events, conference proceedings Teaching materials & original faculty producst Journals, newsletters, e-books • Community / government information In ALL formats! Feeding the Fledgling Repository June 4, 2007 Ann Koopman

Digital reproductions • Converting our own print collections = easiest • Project example: – Jim Bradley, Ball State University’s Digital Media Library (CONTENTdm) – Initial collection (2004 -2005) a few hundred images – By late 2006, 30 collections and >60, 000 items – Built with grants and community involvement – Significant staff commitment and in-house digitizing Feeding the Fledgling Repository June 4, 2007 Ann Koopman

Feeding the Fledgling Repository June 4, 2007 Ann Koopman

Other convertible material • Rare books • Institutional histories / archives / yearbooks • Image collections (photos, postcards) • Local newspapers & community documents • Library reports, training & help documents Feeding the Fledgling Repository June 4, 2007 Ann Koopman

Feeding the Fledgling Repository June 4, 2007 Ann Koopman

Feeding the Fledgling Repository

Limitations & support • Money, staff availability, money, collections, money, standards, money, equipment, money, administrative support • Did I mention money? • Digitization of our own collections can be demanding, but there isn’t anything about it that can’t be solved by throwing money at it. Feeding the Fledgling Repository June 4, 2007 Ann Koopman

Faculty preprints & postprints • Behavioral barriers – U. Rochester studies • Deposit rates • Competition from other archives (NIH, Creative Commons) • U. Queensland example (E-Prints): MANDATE • Technology & policy barriers – Publisher policies (contracts, versions) – Time & account requirements for deposit – Training for administrative assistants Feeding the Fledgling Repository June 4, 2007 Ann Koopman

Gentle persuasion What motivates faculty to participate? • NO! – – OA for public good Promotion of university or department Disruption of dysfunctional publication environment Archival function / preservation • YES! – – – – Control over format/presentation/version Professional visibility / increased citation rate Possible superior discoverability (depends on field) Free Example set by people they want to emulate/impress Use statistics Handholding (someone to do it FOR them) Feeding the Fledgling Repository June 4, 2007 Ann Koopman

Features As Stated in Promotional Literature Degree to Which Faculty Understand the Feature and Perceive Its Benefit Institutional repository Support for a variety of formats Digital preservation Metadata Open-source software Access control 25% 0% 100 % 0% From Susan Gibbons, Making a Repository a Success with your Academic Staff http: //www. apsr. edu. au/successful/gibbons 1. ppt. See also Foster, NF and Gibbons, S. Understanding Faculty to Improve Content Recruitment for Institutional Repositories. D-Lib Magazine. 11(1) January 2005, Fledgling at Feeding the available Repository http: //www. dlib. org/dlib/january 05/foster/01 foster. html 0%

Faculty outreach • • Departmental meetings Thought leaders, chairmen Invitation program (our rate = 50% / 15%) Celebrations/receptions New faculty orientations Library newsletters, campus news Subject liaisons (personal approach) - linked to collection development responsibilities Feeding the Fledgling Repository June 4, 2007 Ann Koopman

Original works: Student products • ETDs – E. g. , NDLTD, U Penn • Undergraduate theses, projects – E. g. , Haverford senior theses • Student newspapers, yearbooks, organization papers – E. g. , Jefferson student manual Feeding the Fledgling Repository June 4, 2007 Ann Koopman

Feeding the Fledgling Repository June 4, 2007 Ann Koopman

Feeding the Fledgling Repository June 4, 2007 Ann Koopman

Feeding the Fledgling Repository June 4, 2007 Ann Koopman

Feeding the Fledgling Repository

Issues for student products • ETDs – – Support of / coordination with graduate office(s) Patents, technology transfer Prior publication Overlap with UMI • Undergrads – Inclusion of copyrighted content – Faculty approval / quality control – Extent of access (campus vs. world) Feeding the Fledgling Repository June 4, 2007 Ann Koopman

Original materials: Teaching products • Shared access vs. course management system (e. g. Bb) – Syllabi – Lectures / podcasts & videos – Images • Competition from professional societies, special projects – E. g. , HEAL (Health Education Assets Library) Feeding the Fledgling Repository June 4, 2007 Ann Koopman

Feeding the Fledgling Repository

Feeding the Fledgling Repository

Original materials: Administrative • • Annual reports Course catalogs Programs of special events (commencement) Dissertation preparation instructions Often now born digital Collect PDFs from websites Build relationships with administrative staff Strong archives program helps Feeding the Fledgling Repository June 4, 2007 Ann Koopman

Special cases in medicine • Grand rounds presentations • Protocols and methods • Patient education materials • Data Feeding the Fledgling Repository June 4, 2007 Ann Koopman

Feeding the Fledgling Repository June 4, 2007 Ann Koopman

Feeding the Fledgling Repository

Common issues • Cost of recording • Extent of access • Availability of streaming delivery • Upkeep of relationships Feeding the Fledgling Repository June 4, 2007 Ann Koopman

More originals: Special events • Guest lectures • Conference or workshop proceedings • Campus traditions (debates, performances) Issues: • Cost, format of recording • Releases by participants • Relationship of commercial sponsorship Feeding the Fledgling Repository June 4, 2007 Ann Koopman

Even more: Serials • Article archive vs. publication/peer review support • Digital Commons evolved from publication support to IR • IR as University Press – – Purdue University California Digital Library Boston College Thomas Jefferson University Feeding the Fledgling Repository June 4, 2007 Ann Koopman

Feeding the Fledgling Repository June 4, 2007 Ann Koopman

Feeding the Fledgling Repository

Feeding the Fledgling Repository

Feeding the Fledgling Repository June 4, 2007 Ann Koopman

Feeding the Fledgling Repository June 4, 2007 Ann Koopman

Feeding the Fledgling Repository

Feeding the Fledgling Repository

Promotion strategies • Personal contact, 1 -on-1, influence spheres, invitations • Editorial control by dept / individual faculty – Training and support available • • • Supplementation / substitution for print counterpart Born-digital option Free? ? Replaces need for vendor support / advertising Storage capacity Archival storage, permanent links Feeding the Fledgling Repository June 4, 2007 Ann Koopman

Creating demand • Appeal to faculty egos – – Featured author / community Personal researcher pages Paper of the day Visible statistics: Top 10 downloads, individual document # of downloads – Personal invitations • Integrate repository into main university webpages, e. g. research page Feeding the Fledgling Repository June 4, 2007 Ann Koopman

Feeding the Fledgling Repository

Pace yourselves • Beware too much of a good thing (too much, too quickly) – Staffing requirements – Funding • Set ROI expectations in advance – What will constitute success for you? • Build slowly – Proof-of-concept materials – Departmental partnerships, presentations – Pilot projects Feeding the Fledgling Repository June 4, 2007 Ann Koopman

Resources Australian Partnership for Sustainable Repositories. Symposium: “The Successful Repository” June 2006, HTML and PPT presentations available at http: //www. apsr. edu. au/presentations/successful. html Jim Bradley. “Launching Digital Collections” http: //www 5. oclc. org/downloads/design/abstracts/11272006/content dm. htm & the (large) PPT at http: //www 5. oclc. org/downloads/presentations/contentdm_bsu 2. ppt Foster, NF and Gibbons, S. “Understanding Faculty to Improve Content Recruitment for Institutional Repositories” D-Lib Magazine. 11(1) January 2005, available at http: //www. dlib. org/dlib/january 05/foster/01 foster. html Feeding the Fledgling Repository June 4, 2007 Ann Koopman

Contact Ann Koopman JEFFLINE Editor Thomas Jefferson University Philadelphia, PA Ann. Koopman@jefferson. edu Scott Library: http: //jeffline. jefferson. edu Jefferson Digital Commons: http: //jdc. jefferson. edu Feeding the Fledgling Repository June 4, 2007 Ann Koopman

• What have you been doing? – Q&A – Group discussion / sharing • Do we want to have an IR roundtable next year? Feeding the Fledgling Repository June 4, 2007 Ann Koopman