The Aga Khan University LIBRARIES L I B

The Aga Khan University LIBRARIES L I B R A R I E S IMPLEMENTING INSTITUTIONAL REPOSITORY SYSTEM IN AKU: NUTS AND BOLTS Ashraf Sharif, Systems Librarian

AGA KHAN UNIVERSITY The Aga Khan University LIBRARIES § First private university of Pakistan – Chartered in 1983 § Promotes human welfare through research, teaching and services § Operating primarily in developing countries Programmes & Campuses § Afghanistan – FMIC, PGME, NE § East Africa (Kenya, Tanzania, Uganda) – Hosp. , PGME, ANS, Edu § Pakistan – AKU, Hospitals(8), MC, So. N, PGME, IED, PDCs § United Kingdom - ISMC L I B R A R I E S

AKU- FACILITIES & SERVICES The Aga Khan University LIBRARIES § Teaching Hospitals § Nursing Schools § Medical Colleges § Institutes for Educational Development & PDCs § Examination Board § Institute for the Study of Muslim Civilizations § Faculties of Arts and Sciences – Planning phase L I B R A R I E S

AKU – OFFICE OF UNIVERSITY LIBRARIAN The Aga Khan University LIBRARIES § Established in 2008 § Responsible for overall management and development of Libraries and Learning Resources across AKU international campuses § Facilitates the creation of a network of AKU Libraries by maintaining AKU libraries’ individual identity § Sharing of resources and services throughout all campuses § Mr. Normand Demers was appointed Ist University Librarian L I B R A R I E S

AKU LIBRARIES The Aga Khan University LIBRARIES South Asia § Faculty of Health Science (FHS), Karachi, Pakistan § Institute for Educational Development (IED), Karachi , Pakistan § IED-Professional Development Centre, Gilgit , Pakistan § IED-Professional Development Centre, Chitral , Pakistan § Examination Board, Karachi , Pakistan § French Medical Inst. for Children (FMIC), Kabul, Afghanistan East Africa § Faculty of Health Sciences (FHS), Nairobi, Kenya § Faculty of Health Sciences (FHS), Dar es Salam, Tanzania § Institute for Educational Development (IED), Dar es Salam, Tanzania § Faculty of Health Science (FHS), Kampala, Uganda § Faculty of Arts and Sciences, Arusha, Tanzania The UK § Institute for the Study of Muslim Civilizations (ISMC), London L I B R A R I E S

The Aga Khan University LIBRARIES WHAT’S AN IR ? An institutional repository is an online locus for collecting, preserving, and disseminating (in digital form) the intellectual output of an institution, particularly a research institution. Purpose of an IR § To manage and show-case institutional information assets (articles, theses, publications, etc. ) under one interface § To facilitates world wide readership leading to an increase in the profile and prestige of the institution § To provide a platform to the faculty and researchers for open-access web publishing (e-journals and e-books) § To demonstrate to funding bodies the breadth and depth of output from the institution L I B R A R I E S

IR SYSTEMS (OPTIONS) The Aga Khan University LIBRARIES Open Source Solutions § § § Dspace – MIT & HP Labs Eprints - University of Southampton, UK Fedora - Cornell University & University of Virginia Proprietary Solutions § Digital Commons – by bepress § CONTENTdm – by Di. Me. Ma, Inc. § Open Repository – by Bio. Med Central Other § Out sourcing – contract with local/international software house § In-house development – develop by institution itself AKU opted for proprietary solution, Digital Commons as AKU IR platform L I B R A R I E S

The Aga Khan University LIBRARIES PLANNING FOR AKU-IR Project initiation – July 2011 – Oct 2011 § Conceptualization – In a meeting of URC § Brainstorming – at AKU Library heads meeting at Nairobi, Kenya – Oct 2012 § Discussions – with different stake holders i. e. Dean Research, CIO, Public Affairs: Project Planning – Nov 2011 – Dec 2011 § Committees & teams § Product evaluations & selection § Singing of contract Selected Digital Commons, a product of bepress, CA-based company L I B R A R I E S

SYSTEM SPECS Model The Aga Khan University LIBRARIES § On the could (Saa. S-based solution) Coverage § Software, hardware, customization, implementation, infrastructure, training, hosting, offsite backups, technical support, software upgrades, publishing 5 free online journals Access Model § Open Access § Capable to restrict access, fully or partially Metadata standards § Dublin Core § OAI-PMH § XML Schema Multi-lingual support § Supports Unicode metadata and full-text objects i. e. CJK and right-to-left scripts, and other non-Latin scripts Peer review management tool § Provides a professional-grade editorial management system for peer review process L I B R A R I E S

IMPLEMENTATION The Aga Khan University LIBRARIES Project implementation § Kick-off meeting – 07 January, 2012 § Mock-up site – 30 March, 2012 § Live site – 06 June, 2012 § Quiet launch – 30 June, 2013 § Go-live e. Commons – AKU Institutional Repository http: //safari. aku. edu/ L I B R A R I E S

IR SETUP - NUTS & BOLTS The Aga Khan University LIBRARIES Set-up & Design § Name of IR – e. Commons@AKU § URL of IR – http: //ecommons. aku. edu § Contacts (Primary, IR Admin, IT person) § Logo / branding § Header banner options Site Layout § Sidebar (Left/right aligned) § Navigation tabs (Above/below header) Site Typography § Fonts, colours, etc. § AKU Style Guide L I B R A R I E S

IR POLICIES - NUTS & BOLTS The Aga Khan University LIBRARIES Links to be provided at landing page § About IR § § Who and how to contribute § § Introduction of IR with material deposit policies Contact information FAQ § § My Account § § A set of suppose to be asked questions with the answers Logging information, typically the system sends email to IR Admin Accessibility Statement § This is a standard accessibility statement governed by the rules of the service provider’s country L I B R A R I E S

IR ORGANIZATION The Aga Khan University LIBRARIES Formats: Text (searchable PDF), images, audio, video, datasets Genres: Researchers’ scholarship or creative work, undergrad research, gray literature, digital books, conference material Publication types: § Faculty articles, post prints, presentations, technical reports, etc. § Electronic Theses and Dissertations (ETDs) § Journals (Peer review) § Books Galleries § Book Chapters § Events (Conferences, meetings, etc. ) § Faculty/Researcher Profile (an add-on) § Others (newspapers articles, newsletter, magazines, reports, etc) L I B R A R I E S

AKU IR- CONTENT RECRUITMENT The Aga Khan University LIBRARIES § Planned to start uploading from AKU-Pakistan, as a seed collection § Copyright check § Sherpa. Romeo - http: //www. sherpa. ac. uk/romeo/ § Articles published in GREEN journals took first § Started getting copyright clearance from publishers/authors § Uploaded 400+ full text articles (published in local journals in current 5 years i. e. JPMA, JCPSP, JAMC) as seed collection by end of October 2012 § Uploaded 2000+ articles (published in local and foreign journals in current 5 years) metadata and full-text articles by the end of June 2013, where copyright permissions are available § 450+ theses metadata from AKU Pakistan and East Africa § Uploaded full text books, full text book chapters, where we got permission from the copyright holder(s). L I B R A R I E S

COPYRIGHT POLICIES The Aga Khan University LIBRARIES http: //www. sherpa. ac. uk/romeo Publisher copyright policies & self-archiving Ro. MEO Colour Green Blue Archiving policy Can archive pre-print and post-print or publisher's version/PDF Can archive post-print (ie final draft post-refereeing) or publisher's version/PDF Yellow Can archive pre-print (ie pre-refereeing) White Archiving not formally supported L I B R A R I E S

COPYRIGHT LICENSES The Aga Khan University LIBRARIES http: //creativecommons. org Copyright licenses L I B R A R I E S

E COMMONS@AKU : STATISTICS Uploads The Aga Khan University LIBRARIES § Around 3, 000 items Downloads § 80, 672 - downloads in the past year § 85, 362 full-text downloads to date L I B R A R I E S

E COMMONS@AKU : CHALLENGES The Aga Khan University LIBRARIES § Copyright clearance issues § Some publishers give the permission for internal use only § Faculty left AKU, contacts not available for copyright § Some vendors Sage/Wiley/Info. World sells copyrights @ $50 -300/article approx. § Pre-print are not available with faculty/department § Archival of some journals/newspapers is not available in AKU libraries § Metadata harvesting – data not available in required format § Staffing (additional tasks are given to current library staff) Next Step: § Library heads will approach individual departments for orientations/presentations. § Libraries will keep on collecting stuff, getting copyright clearance and uploading full text articles. § Libraries will create profile pages of faculty and researchers with integration with IR L I B R A R I E S

LESSON LEARNED The Aga Khan University LIBRARIES § Team building, keeping all on the same page. § Keep Public Affairs/Marketing department engage for institutional branding and layout. § Contract agreement (between the institution and the vendor) should be submitted to Legal Office for vetting well in time due to its technicality. § Finance department should be taken on board, as payment plan including tax issues are part of the agreement. It depends on tax treaty between the two countries. All this should be part of planning phase. § Institutions should avoid advance payment upfront to vendor. Breakup of total payment into instalments on some agreed deliverables has been a good experience. § Taking all libraries on board well before time and keep them involve in every step of the project has been a great success. This works well as change management tool. § Proper documentation of each and every step is very important to keep track of all activities involved. L I B R A R I E S

The Aga Khan University LIBRARIES E COMMONS@AKU L I B R A R I E S

REFERENCES/SOURCES The Aga Khan University LIBRARIES § Aga Khan University (2009), IR concept paper. § Aga Khan University Institutional Repository website http: //ecommons. aku. edu § Association of Research Libraries (2009). The Research Library’s role in digital repository services: final report of the ARL digital repository issues task force. § Bepress (2011). Next steps: your repository from set-up to launch. Digital Commons Reference Material and User Guides. Paper 51. http: //digitalcommons. bepress. com/reference/51 § Daly, Rebecca & Michael K. Organ (2009). Research online: Digital Commons as a publishing platform at the University of Wollongong, Australia. Serials Review , 36 (3), 149153. § Li, Yuan and Billings, Marilyn S. , "Strategies for Developing an Institutional Repository: A Case Study of Scholar. Works@ Umass Amherst" (2011). Library and Librarians' Publication. Paper 69. § Morris, Sammie L. (2011). Digital Commons: FSU's institutional repository (IR). Special Collections and Archives. Paper 1. § Organ, M and Mandl, H (2007). Outsourcing open access: Digital Commons at the University of Wollongong, Australia. OCLC Systems & Services, 23 (4), 353 -362. L I B R A R I E S

The Aga Khan University LIBRARIES Thank You L I B R A R I E S