1. BUILDING AN INSTITUTIONAL REPOSITORY – CHALLENGES FOR UNIVERSITY OF SWAZILAND (UNISWA) Dr. Zipho Ngcobo

2. INTRODUCTION Information resources and its impact on research Information resources and its impact on research The ever rising cost of journals, the over- stretched library budgets, coupled with weak exchange rates The ever rising cost of journals, the over- stretched library budgets, coupled with weak exchange rates strict requirements for publishing strict requirements for publishing Developments in information and communication technologies Developments in information and communication technologies

3. Open Access movement and Institutional Repositories SPARC’s comprehensive overview on major issues that need to be addressed SPARC’s comprehensive overview on major issues that need to be addressed –Organizational, administrative, and cultural issues; –Content policies, accession and retention policies; –Faculty outreach and participation –Technical options and infrastructure issues.

4. Institutional Repository ‘a digital archive of intellectual product created by faculty, research staff and students of an institution and accessible to end users both within and outside of the institution, with very few barriers to access.’ ‘a digital archive of intellectual product created by faculty, research staff and students of an institution and accessible to end users both within and outside of the institution, with very few barriers to access.’ Thus IR are limited to scholarly publications; they are cumulative, open and interoperable. Thus IR are limited to scholarly publications; they are cumulative, open and interoperable.

5. BENEFITS OF AN INSTITUTIONAL REPOSITORY Institutional access to international research output Institutional access to international research output International access to research generated in developing countries International access to research generated in developing countries Promotion of institutional research output Promotion of institutional research output Creation of Partnership & Networking Creation of Partnership & Networking Improved access to subsidiary data Improved access to subsidiary data

6. CASE FOR SETTING UP AN INSTITUTIONAL REPOSITORY AT UNISWA “The Mission of the UNISWA Library is to efficiently provide services and access to quality academic information resources, irrespective of format and location, to University staff, students, and associates in support of the instructional, learning, research and administrative functions of the University.” “The Mission of the UNISWA Library is to efficiently provide services and access to quality academic information resources, irrespective of format and location, to University staff, students, and associates in support of the instructional, learning, research and administrative functions of the University.”

7. CASE FOR …IR AT UNISWA... Library’s central role of access to information resources Library’s central role of access to information resources key role to consider all possible global developments key role to consider all possible global developments enhance the provision and access to information resources in all formats enhance the provision and access to information resources in all formats

8. CASE FOR …IR AT UNISWA... Drawbacks… Drawbacks… –inadequate funding –budget cuts –continued escalation of costs to journal subscriptions –The rising costs of journal subscriptions compelled the UNISWA Library to reduce the total number of subscriptions

9. CASE FOR …IR AT UNISWA... Years Journal Subscriptions Total Budget No. of Journal subscribed 1998-993162487.002200000745 1999-20001670000.00917000309 2001-021716902.21900000309 2002-031740266.07800000309 2003-041047703.843011815309 2004-051801360.374001439309 2005-061838890.625625140323 2006-072291847.313358687323 Average Journal Sub. Average Total budget Average Journal budget 1729567.202659154.4265.0

10. CASE FOR …IR AT UNISWA... We can therefore comfortably say that the WHYS of Institutional Repositories have been widely debated and communicated for the last fifteen years. The challenge therefore is for UNISWA to come up with strategies on HOW to proceed with the establishment of an IR. We can therefore comfortably say that the WHYS of Institutional Repositories have been widely debated and communicated for the last fifteen years. The challenge therefore is for UNISWA to come up with strategies on HOW to proceed with the establishment of an IR.

11. CHALLENGES OF SETTING UP AN INSTITUTIONAL REPOSITORY AT UNISWA In setting up an Organizational, Administrative and Cultural issues… In setting up an Organizational, Administrative and Cultural issues… IR, the organizational, administrative and culture set-up of an institution must be considered as they impact on the success or failure of managing such repositories. UNISWA has to contend IR, the organizational, administrative and culture set-up of an institution must be considered as they impact on the success or failure of managing such repositories. UNISWA has to contend

12. CHALLENGES … CONVINCE STAKEHOLDERS The Library staff The Library staff Researchers and Faculty (i.e. Departments, Faculty Boards; Units and Research Centers; such as: Swaziland Institute for Traditional Medicine, Medicinal and Indigenous Plants, (SIRTMMIP), Consultancy and Training Centre (CTC), Health Information and Counseling Centre (HICC), Information and Technology Centre (ICT), University Planning Centre (UPC), Academic Development Centre (ADC), UNISWA Research Centre) Researchers and Faculty (i.e. Departments, Faculty Boards; Units and Research Centers; such as: Swaziland Institute for Traditional Medicine, Medicinal and Indigenous Plants, (SIRTMMIP), Consultancy and Training Centre (CTC), Health Information and Counseling Centre (HICC), Information and Technology Centre (ICT), University Planning Centre (UPC), Academic Development Centre (ADC), UNISWA Research Centre) University Management (i.e. University Senate and the University Council). University Management (i.e. University Senate and the University Council). Students Students

13. Stakeholders… The Library Personnel library should stress and plan for the establishment of an IR in order to enhance access to information library should stress and plan for the establishment of an IR in order to enhance access to information a Committee has to be established to champion the idea a Committee has to be established to champion the idea a staff compliment that is dedicated to the implementation of the IR a staff compliment that is dedicated to the implementation of the IR the training and re-training of staff the training and re-training of staff

14. Stakeholders… Researchers and Faculty requires partnership with those who generate information that will ultimately form part of the repository requires partnership with those who generate information that will ultimately form part of the repository The challenge is therefore to woo all researchers and faculty to contribute their research productions to be posted onto the IR The challenge is therefore to woo all researchers and faculty to contribute their research productions to be posted onto the IR Reward for publishing in scholarly journals posses yet another challenge Reward for publishing in scholarly journals posses yet another challenge

15. CHALLENGES … IDENTIFY CONTENT 2004-05 PublicationsConferenceResearch LocalInt.LocalInt.projects Agriculture5195931 Commerce613 Education134213 Health Science 251816 Humanities3116210 Science13124 Sociel Science 22819 IDE23 Inst. Res. 4 Health Info. Centre 1 Library2 Academic centre 10 Sub Total 14493626114 Total239 2005-06PublicationsConferenceResearch Local Int. Nation Local projects Agriculture10972835 Commerce12 Education133716 Health Science 273420 Humanities13147 Science51141217 Sociel Science 133311 IDE154 Inst. Res. Traditional Medicine 16 Health Info. Couns. Centre 1 Library3 UNISWA Reseach Centre 2 20362369119 Total267

16. CHALLENGES … Copyright Challenge currently, 90% of some 9000 surveyed publishers, including the Science & Technology publishers have agreed that authors may archive copies of their published papers in their institutional archives. The remaining 10% of the publishers have not yet been approached --Chan, Leslie et al. (2005) currently, 90% of some 9000 surveyed publishers, including the Science & Technology publishers have agreed that authors may archive copies of their published papers in their institutional archives. The remaining 10% of the publishers have not yet been approached --Chan, Leslie et al. (2005) The challenge remains for UNISWA to determine if our scholars publish in the listed journals The challenge remains for UNISWA to determine if our scholars publish in the listed journals Another challenge that UNISWA has to contend with, is seeking permission from publishers that are not listed under SHERPA/RoMEO Another challenge that UNISWA has to contend with, is seeking permission from publishers that are not listed under SHERPA/RoMEO Eifl.net also provides assistance and support to members for addressing copyright issues in relation to IR. Eifl.net also provides assistance and support to members for addressing copyright issues in relation to IR.

17. CHALLENGES … POLICY ISSUES Library Staff development Policy Library Staff development Policy POLICY ON CONTENT POLICY ON CONTENT POLICY ON SYSTEMS POLICY ON SYSTEMS

18. CHALLENGES … FUNDING The Institution will need funding for the purchase of a Server that will be dedicated to the IR The Institution will need funding for the purchase of a Server that will be dedicated to the IR Overhead costs in terms of personnel to manage the Repository Overhead costs in terms of personnel to manage the Repository Maintenance, sustenance of the system, as well as long-term preservation costs Maintenance, sustenance of the system, as well as long-term preservation costs funding policy will need to be thoroughly mooted by the University management funding policy will need to be thoroughly mooted by the University management

19. CONCLUSION challenges should be perceived as stepping stones in establishing IR challenges should be perceived as stepping stones in establishing IR This Workshop has therefore come at the right time as an introduction and re-enforcement of the IR concept This Workshop has therefore come at the right time as an introduction and re-enforcement of the IR concept

20. THANK YOU