1. Integrate external services in DSpace submission process
How to make self-deposit easy and improve metadata quality and presence of full-text
Andrea Bollini – Susanna Mornati

2. Topics Some context: Integration of external services:
CINECA a brief overview
DSpace as part of a CRIS solution
Integration of external services:
Bibliographic database: Scopus, PubMed, CrossRef, ArXiv, etc.
Publishers policy: Sherpa/Romeo
Make the repository an active actor:
Discovering missing content
Improve Fulltext presence
| Integrate external services in DSpace submission process | OR2013| July 2013

3. The Company as last week! Interuniversity Consortium 57 Members
No-Profit
Founded in 1969
Headquarter in Bologna
57 Members
54 Universities
2 Research institutes
MIUR
Owned companies: Kion, SCS.
Employees: 400 (+150 Kion)
Total turnover:  70M€
| Integrate external services in DSpace submission process | OR2013| July 2013

4. The Merge 2.0 67 Members More than 700 employees (+ 150 Kion)
The “merging process” of the three Italian Consortia started in September 2012
It was concluded in July 1st 2013 (last week!)
2.0
67 Members
More than 700 employees (+ 150 Kion)
The only Italian Interuniversity Consortium
| Integrate external services in DSpace submission process | OR2013| July 2013

5. What CINECA does Higher Education Scientific Research
Solutions & Services for the University Administration
Services for the Ministry of Education, University and Research (MIUR)
Scientific Research
High Performance Computing – FERMI: 2° in EU / 7° WW)
Scientific Visualization & Interactive Virtual Environments
Technological Innovation
Data Center
Information and Knowledge Management Services
Health Care Systems
Da aggiungere immagine primo blocco: u-gov, surplus, u-cloud, ministero
| Integrate external services in DSpace submission process | OR2013| July 2013

6. How we work with Universities
Cineca Board of Directors
Product Managers
Board
U-GOV & SURplus Restricted Board
Customer Service
Technical & Delivery Board
Apps
Road Map
Tech
University Customers
Focus Groups
Cineca Technical Board
Requirements
| Integrate external services in DSpace submission process | OR2013| July 2013

7. Solutions for HE = ERP = Best of Breed AU GW Authentication Gateway
| Integrate external services in DSpace submission process | OR2013| July 2013

8. SURplus: supporting the World of Research
Collect institutional research output for evaluation and assessment purposes
Measure research results for benchmarking
Preserve ICT investments and maximize ROI
Disseminate data to enhance impact and visibility
| Integrate external services in DSpace submission process | OR2013| July 2013

9. Why Open Source?
The adoption of open-source solutions allows the SURplus team to customize and enhance the source code depending on the Institutions’ needs. The OS community provides innovative, high-quality and safe software and it is challenging to work with & for them
| Integrate external services in DSpace submission process | OR2013| July 2013

10. SURplus: CINECA’ CRIS System
An interoperable infrastructure made of different components
Ingestion of data from any legacy systems adopted by an institution
Maintenance of specific functional requirements, data model and preferred technologies at the level of applications
Data warehouse and Business Intelligence tools to facilitate aggregations of data and the application of measurement parameters and algorithms
| Integrate external services in DSpace submission process | OR2013| July 2013

11. SURplus: Dimension Beginning of activities: 2004 9 institutions
22 institutional repositories
Total modules: 77
| Integrate external services in DSpace submission process | OR2013| July 2013

12. Topics Some context: Integration of external services:
CINECA a brief overview
DSpace as part of a CRIS solution
Integration of external services:
Bibliographic database: Scopus, PubMed, CrossRef, ArXiv, etc.
Publishers policy: Sherpa/Romeo
Make the repository an active actor:
Discovering missing content
Improve Fulltext presence
| Integrate external services in DSpace submission process | OR2013| July 2013

13. DSpace: SURplus’ Open Archive Module
CINECA is a registered service provider at DuraSpace
Long-term collaboration with DSpace community, since 2003
Manages collection and dissemination of research results
Simplifies data collection’s processes
Service Integration
The OA Module, developed on DSpace:
Upgrades are periodically released to the open source community
| Integrate external services in DSpace submission process | OR2013| July 2013

14. DSpace-CRIS: SURplus’ Expertise & Skills
DSpace-CRIS: designed together with the Hong Kong University & released as open-source
“dissemination of entities’ descriptions in the research environment which go beyond publications”
| Integrate external services in DSpace submission process | OR2013| July 2013

15. The information already exists in other database!
IR as part of a CRIS system: what change?
Professional support
HA infrastructure
Dedicated team
Benefits:
Strong deposit mandate
More funding
Issues to mitigate:
IR become a critical application
Author have a “requirements” perception
Wasting time
Late submission
advocacy
The information already exists in other database!
Make the submission
process easy
| Integrate external services in DSpace submission process | OR2013| July 2013

16. Topics Some context: Integration of external services:
CINECA a brief overview
DSpace as part of a CRIS solution
Integration of external services:
Bibliographic database: Scopus, PubMed, CrossRef, ArXiv, etc.
Publishers policy: Sherpa/Romeo
Make the repository an active actor:
Discovering missing content
Improve Fulltext presence
| Integrate external services in DSpace submission process | OR2013| July 2013

17. New first submission step
Free search form
Available providers: each provider is a spring service
Main metadata common to all publication types (article, book, etc.)
Title of the contribution
Year
Authors/Editors
| Integrate external services in DSpace submission process | OR2013| July 2013

18. New first submission step
Lookup by unique identifier
Each provider declares which identifiers is able to manage
| Integrate external services in DSpace submission process | OR2013| July 2013

19. New first submission step
For each result providers are
shown that match the record.
Grouping is done via DOI
| Integrate external services in DSpace submission process | OR2013| July 2013

20. Records from different providers are merged to get richer metadata
Modal box publication details
Records from different providers are merged to get richer metadata
The system guesses a collection for the submission but the user can change it if required
| Integrate external services in DSpace submission process | OR2013| July 2013

21. When lookup fails the user can always proceed manually
Manual submission
When lookup fails the user can always proceed manually
| Integrate external services in DSpace submission process | OR2013| July 2013

22. Format/provider must be specified by the user
Batch import from external source
Import data (identifiers or structured text) can be inputed manually or uploaded as a file
Format/provider must be specified by the user
| Integrate external services in DSpace submission process | OR2013| July 2013

23. Batch import from external source
Request are processed:
Inline for specific providers and/or within configured data limits
 Submitter can immediately complete the pre-filled submissions
In a background process
Submitter will receive a summary with import result
Pre-filled submissions are available as in-progress submission in the MyDSpace
The legacy batch import feature for JSPUI has been already shared as pull request on GitHub, see DS-1252
| Integrate external services in DSpace submission process | OR2013| July 2013

24. Enhanced Describe step: showing metadata source
| Integrate external services in DSpace submission process | OR2013| July 2013

25. Technical details original  normalized Translation logic
PubMed Lookup Provider
WGET
?db=pubmed&id= &retmode=xml&rettype=full
original  normalized
Translation logic
Normalized  Repository
Translation logic
Mapping
file
Split, aggregate fields
Derive data
ISSN  Journal title …
public class PubmedItem {
private String pubmedID;
private String doi;
private String issn;
private String eissn;
private String journalTitle;
private String title;
private String pubblicationModel;
private String year;
private String volume;
private String issue;
private String language;
private List<String> type;
private List<String> primaryKeywords;
private List<String> secondaryKeywords; …
JAVA Bean
PubMed
record
<bean name="pubmedLookupProvider" class=“...lookup.PubmedLookupProvider">
<property name="pubmedService" ref="pubmedService"/>
</bean>
implements SubmissionLookupProvider
Mapping
file
Enhancer
plugins
arXiv Lookup Provider
JAVA Bean
<bean name="pubmedService" class=“...service.PubmedService"/>
arXiv
record
Technical details
DSpace
Item
Normalized
record
Mapping
file
public class PubmedLookupProvider extends ConfigurableLookupProvider
public abstract class ConfigurableLookupProvider …
Scopus Lookup Provider
JAVA Bean
Scopus
record
Mapping
file
| Integrate external services in DSpace submission process | OR2013| July 2013

26. Topics Some context: Integration of external services:
CINECA a brief overview
DSpace as part of a CRIS solution
Integration of external services:
Bibliographic database: Scopus, PubMed, CrossRef, ArXiv, etc.
Publishers policy: Sherpa/Romeo
Make the repository an active actor:
Discovering missing content
Improve Fulltext presence
| Integrate external services in DSpace submission process | OR2013| July 2013

27. Enhanced upload step
Using the ISSN or EISSN provided in the describe step
the upload form is improved showing on the right side the publisher policy from the Sherpa/Romeo database
| Integrate external services in DSpace submission process | OR2013| July 2013

28. Enhanced upload step Access policy for the bitstream:
Open access, embargo, intranet, etc.
Deposit of fulltext to the national database for individual CVs
| Integrate external services in DSpace submission process | OR2013| July 2013

29. Topics Some context: Integration of external services:
CINECA a brief overview
DSpace as part of a CRIS solution
Integration of external services:
Bibliographic database: Scopus, PubMed, CrossRef, ArXiv, etc.
Publishers policy: Sherpa/Romeo
Make the repository an active actor:
Discovering missing content
Improve Fulltext presence
| Integrate external services in DSpace submission process | OR2013| July 2013

30. What is the problem? Get researcher aware
(very) late submissions produce some issues for the repository both at technical and organization level:
The system is subjected to periods of intense input activities. DSpace, but in general IR software, scales well for read operations less well for write operations
IR staff involved in workflow get lot of task to perform in small period
Get researcher aware
Remind researcher about IR presence
Intercept early new content
| Integrate external services in DSpace submission process | OR2013| July 2013

31. How we plan to mitigate the problem?
Citation databases provide APIs to perform search (we already use them for the lookup) and in some cases they provide additional APIs or search filters/indexes to make more raffinated search and allow scanning of the database.
The interesting filters/indexes are:
Time based (much better if related to insertion in the citation database)
Author ID (better if related to a «standard/common» identifier as ORCID)
Affiliation
Subject category
| Integrate external services in DSpace submission process | OR2013| July 2013

32. Implementation idea
Allow the researcher to store personal preferences about scanning:
Enabled providers (e.g disable arXiv if you are not a physicist)
Frequencies
Subject categories filters
AuthorIDs will be stored/retrieved from the Researcher profile.
Subject categories could be proposed from previous items or researcher profile.
| Integrate external services in DSpace submission process | OR2013| July 2013

33. DSpace-CRIS: Researcher profile
| Integrate external services in DSpace submission process | OR2013| July 2013

34. Who are the potential targets?
ORCID
Scopus
Web of Science
arXiv
PubMed Central
DBLP
REPEC
The Repository itself!
| Integrate external services in DSpace submission process | OR2013| July 2013

35. The repository as source of missing content?
The submitter has to match authors of publication with the University staff to higthlight internal authors
Sometimes matches are missing
Othertimes matches are wrong (homonymous)
External authors could become «internal» at some point in the future
| Integrate external services in DSpace submission process | OR2013| July 2013

36. The repository as source of missing content?
Send to internal «co-authors» when a submission is done  prevent wrong attribution (and reduce duplication)
Allow researcher to unclaim publications from her profile  last chance to fix wrong attribution
Allow researcher to claim publications  fix missing attribution and/or engagement of new researcher
The last two features are included in the DSpace-CRIS addon
| Integrate external services in DSpace submission process | OR2013| July 2013

37. This is the current status of the publication
Current implementation: claim/unclaim publications in the repository
This is the current status of the publication
U  Unlinked
You can claim it
A  Active, simple claim
S  Make it a selected publication
H  Claim it but hide from you public profile
| Integrate external services in DSpace submission process | OR2013| July 2013

38. You can unclaim a publication
Current implementation: claim/unclaim publications in the repository
You can unclaim a publication
U  Unlink
| Integrate external services in DSpace submission process | OR2013| July 2013

39. Current implementation: claim/unclaim publications in the repository
| Integrate external services in DSpace submission process | OR2013| July 2013

40. Topics Some context: Integration of external services:
CINECA a brief overview
DSpace as part of a CRIS solution
Integration of external services:
Bibliographic database: Scopus, PubMed, CrossRef, ArXiv, etc.
Publishers policy: Sherpa/Romeo
Make the repository an active actor:
Discovering missing content
Improve Fulltext presence
| Integrate external services in DSpace submission process | OR2013| July 2013

41. Improve fulltext presence
Use the Sherpa/Romeo policy database to analyze repository content
Use external database API to find an actual fulltext (arXiv, pubmed, ...why not the publisher version via library subscription?)
Send to researcher to validate found PDFs or ask for an «author» versions
Use statistics to encourage upload
| Integrate external services in DSpace submission process | OR2013| July 2013

42. Sherpa/Romeo Statistics (Example)
51%
ISSN
36%
Not in Sherpa
items
32% green
items
7,3% have a fulltext…
5,3% open access
| Integrate external services in DSpace submission process | OR2013| July 2013

43. SURplus: prevision 2014 50+ institutional repositories (DSpace)
10 research portals (DSpace-CRIS)
| Innovative Open Source Technologies for a CRIS: SURplus | euroCRIS | May 2013

44. Andrea Bollini a.bollini@cineca.it
Thank you!
Andrea Bollini
SURplus -
DSpace-CRIS -