Introduction to Institutional Repositories Presented to members of

Introduction to Institutional Repositories Presented to members of the UNISA Library Community 6 March 2008 Presented by Ina Smith

Research @ UNISA “In alignment and discussion with national research policy directives and in vigorous pursuance of the goal of compliance with international research best practices and bench-marks, the Research Directorate endeavours to develop, facilitate, manage and monitor quality research structures, policies and processes. Such structures and processes will in turn be used to support, nurture and increase research capacity and quality. ” – Purpose UNISA Research Directorate

What is an IR? • • Set of services Management Dissemination Organizational commitment Stewardship Long-term preservation Organization & access/ distribution

Open access “Open access (OA) is free, immediate, permanent, full-text, online access, for any user, web-wide, to digital scientific research and scholarly material. ” Source: http: //en. wikipedia. org/wiki/Open_access Two currents in OA movement: • OA self-archiving in institutional repositories (“green” road to OA) • OA publishing (“gold” road to OA)

Benefits of an open access IR • Research out quickly, worldwide • Central archive of research • 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 Mac. Coll 2006) • Open access to all – also those who cannot afford subscribing • Persistent URL • Preservation function

Impact an IR can have on research Research on IR Increased usage, impact Increase in citation rate Impact on NRF Rating etc. Shanghai University List

Implementing your IR 2007 - 2008 • Needs assessment • Evaluation of software • Proposal • Champions identified • Hardware & Staffing February/ March 2008 Deployment of IR on Developmental Server http: //163. 200. 219. 67: 8080/dspace/ 6 March 2008 • Introduction & training Next • Evaluation of IR on Developmental Server Project Phases Analysis Design Development Implementation Evaluation

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

Features offered by DSpace • Web/ Library 2. 0 functionalities • Guarantees archiving/ preservation of material in digital format • Persistent URL’s • Subscribe to collections • E-workflow for quality control • Distributed/ Decentralised input • Limit access on various levels • Searchable (incl. full text) – not static web page

10 Repositories National

900 + Repositories International Univ. of Australia Cornell University And many more …. University of St Andrews

Digital Repository Model Only digital material can be submitted: digitized or digitally born Source: http: //dspace. org/introduction/dspacediagram. pdf

Prior to submitting an item to DSpace 1. 2. 3. 4. 5. Obtain permission (copyright clearance, letters of consent) Scan/ Digitize File format File naming convention Convert/ edit documents

Collection Administrator Collection Manager UPSpace System Manager UPSpace Administrator Reviewer/s (Accept/ Reject) Metadata Editor Description Available on UPSpace Notification to Subscribers Notification to Submitter IR Workflow & Roles Submitter

https: //www. up. ac. za/dspace/

Identify Champions Gerard Moerdijk Collection Arnold Theiler Collection Research Articles Jonathan Jansen Collection

COP: Architecture

COP: Veterinary Sciences

Information Model Top-Level Community Faculty e. g. Economic and Management Sciences Sub-Community Department e. g. Auditing Collections E. g. Open Lectures Conference Proceedings Student Projects Research Articles Photo Album Media Columns

Metadata Standards Digitization Standards UPSpace Policy Policies & Standards Collection Policies

Collection Policies Top-level Community, Sub-Community, Collection Roles in workflow Description of collection Collection license Restrictions File formats File naming conventions Referencing technique Language policy etc.

What will your focus be? • • Scholarly publications (journal articles) Historical & archival material Popular research material Unpublished research Inaugural addresses Conference proceedings PDF documents, photos, images, video clips, sound clips

http: //www. sherpa. ac. uk/romeo. php

Click to play video clip

Article/ Dissertation (final product) Data sets

Items in the IR Item consists of … Metadata Bitstream(s)/File(s) Also multiple bitstreams

Searching Search Options Ð Full text Ð Keyword (Basic Search) Ð Advanced Search Ð Browse Ð Communities & Collections Ð Titles Ð Authors Ð Date

Receive e-mail alerts

E-mail alert

Recommend an item

Restrict access Ð Collection Level Ð Item Level Ð Bitstream Level (File) Ð PDF password (File)

Statistical reports Amount of items Items viewed & number of views User logins Words searched

Training & Support • • Group/ Individual training UNISA DSpace e-mail e. g. dspace@unisa. ac. za UNISA DSpace Mailing UNISA DSpace Intranet UNISA DSpace Policy & Collection Policies Frequent communication Animated Online Tutorials and other online training material e. g. pamphlets • IT Help 8/5

Rights, Copyright, Licensing • License stored with each item • DC Element “Rights” – individual items • Copyright/ Rights note for Collection/ Community • Add permission note/ deed of gift • Collection of letters of http: //www. dspace. up. ac. za/defaultlicense. pdf consent by publishers • SHERPA/ Ro. MEO Publishers Policies

Letters of Consent

Marketing the IR • • Start at home: library staff Library & UP management Visits to departments Pamphlets Campus newsletters & publications E-mails Media Marketing events

Registering on the WWW • • • Library Catalogue Web pages Search Engines (Google & Google Scholar) Metadata Harvesters IR Registries

Library Catalogue

Departmental Web Pages

Automated Search Linking https: //www. up. ac. za/dspace/handle/2263/1125//browse-title

Research Report

Dept. of Research Support Web Page

Google Scholar

Google “Africa as a knowledge society” UPSpace Record Publisher’s Record

Edit this page University of Pretoria institutional digital repository (UPSpace) on Wikipedia

International Harvesters • • DSpace http: //www. dspace. org/ open. DOAR http: //www. opendoar. org/ ROAR http: //roar. eprints. org/ Open Archives Institute http: //www. openarchives. org OAISTER http: //www. oaister. org/ DRIVER http: //www. driver-repository. eu/ e. IFL (SURFshare) http: //eifl. sharelab. cq 2. org/en/page. view/eifl. page • Scopus & Scirus

Outcomes of your IR • New roles & responsibilities • Communities of practice (social networks) will be established • Knowledge transfer • Organizational learning • Change of mind-sets • Empowerment • Teamwork

Inquiries upspace@up. ac. za Tel. : +27 12 420 3082 Visit: https: //www. up. ac. za/dspace/

Bibliography • Bluh, P. (2006). “Open access, ” legal publishing, and online repositories. The journal of law, medicine & ethics, 34(1), 126 -30. • Jones, R. , Andrew, T. & Mac. Coll, J. (2006). The institutional repository. Oxford, England: Chandos Publishing. • Lynch, C. A. (2003). Institutional repositories: essential infrastructure for scholarship in the digital age. ARL, 226, 1 -7. Retrieved January 18, 2007, from http: //www. arl. org/newsltr/226/ir. html • Paquette, M. (2005). Editorial: The public-access movement. Perspectives in psychiatric care, 41(1), 1.