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Managing Electronic Theses & Dissertations National Seminar, JNU, New Delhi India Dr. Vinod Chachra, President & CEO VTLS Inc. Board of Directors, Networked.

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Presentation on theme: "Managing Electronic Theses & Dissertations National Seminar, JNU, New Delhi India Dr. Vinod Chachra, President & CEO VTLS Inc. Board of Directors, Networked."— Presentation transcript:

1 Managing Electronic Theses & Dissertations National Seminar, JNU, New Delhi India Dr. Vinod Chachra, President & CEO VTLS Inc. Board of Directors, Networked Digital Library For Theses & Dissertations (NDLTD)

2 Dr. Ramesh C. Gaur I am happy to be back in India thanks to the kind invitation of

3 VTLS HQ in Blacksburg, VA Winter

4 VTLS HQ in Blacksburg, VA Spring

5 About VTLS Inc. First spin-off corporation from Virginia Tech Providing library software solutions since 1985 Founder Dr. Vinod Chachra is in 27 th year as President/CEO Corporate Headquarters in Blacksburg, VA Global subsidiary offices in six countries including India Customers in 42 countries More than 1,800 libraries

6 About VTLS Inc. Product Suite Virtua – ILS Virtua for Archives Management Virtua with SaaS, FRBR & RDA Chamo – Social OPAC ChaVis – Social OPAC with Discovery VITAL – Fedora based Digital Asset Management Fastrac – RFID based tracking & security system Drupal – VTLS Consulting/Development services

7 VTLS in India (1) National Library, Kolkata. University of Hyderabad, Hyderabad. Central Institute of Indian Languages (CIIL), Mysore. South Regional Language Centre, Mysore Northern Regional Language Centre, Patiala Western Regional Language Centre, Pune Eastern Regional Language Centre, Bhubaneswar North Eastern Regional Language Centre, Guwahati Urdu Technical Research Centre, Solan Urdu Technical Research Centre, Lucknow Indian School of Business (ISB), Hyderabad. Bhoj Reddy Engg. College for Women, Hyderabad. NALSAR, University of Law, Hyderabad. Jawaharlal Nehru Technological University (JNTU), Hyderabad.

8 VTLS in India (2) Indian Institute of Technology (IIT), Madras. Indian Institute of Management (IIM), Indore. Radha Soami Satsang, Beas, Punjab. Jawaharlal Nehru University (JNU), New Delhi. School of Planning & Architecture (JNTU), Hyderabad. University of Kashmir, Srinagar. Indian institute of Science Education & Research (IISER), Kolkata. Gas Turbine Research Establishment (GTRE), Bangalore. Chandragupt Institute of Management, Patna India International Centre, New Delhi Sahitya Akademi, New Delhi Sahitya Akademi, Kolkata Sahitya Akademi, Mumbai Sahitya Akademi, Bangalore National Centre for Childrens Literature,(National Book Trust), New Delhi Rajiv Gandhi Indian Institute of Management (RGIIM), Shillong

9 VTLS in India (3) Indian Institute of Technology (IIT), Bhubaneswar National Institute of Design (NID), Ahmedabad National Institute of Design (NID), Paldi Campus National Institute of Design (NID), Bangalore Campus National Institute of Design (NID), Gandhinagar Campus Indian Institute of Management (IIM), Bangalore Escorts Limited, Faridabad Central Institute of Classical Tamil, Chennai Indian Institute of Management (IIM), Ranchi

10 Managing Electronic Theses & Dissertations National Seminar, JNU, New Delhi India Dr. Vinod Chachra, President & CEO VTLS Inc. Board of Directors, Networked Digital Library For Theses & Dissertations (NDLTD)

11 NDLTD … promotes the adoption, creation, use, dissemination and preservation of electronic theses and dissertations (ETDs) www.ndltd.org

12 Five Steps for ETD Management 1.Adoption Developing a Policy 2.Creation Writing, Submission Process and Storage 3.Use – Finding and Selecting local, regional, national and global 4.Dissemination Access control, embargoes, copyright 5.Preservation Process Replication, content migration, obsolescence

13 Five Steps for ETD Management 1.Adoption Developing a Policy 2.Creation Writing, Submission Process and Storage 3.Use – Finding and Selecting local, regional, national and global 4.Dissemination Access control, embargoes, copyright 5.Preservation Process Replication, content migration, obsolescence Two Words --- Scalable Solutions

14 Step 1: Adoption ETD program started at Virginia Tech in 1997 The growth was slow in the initial years Momentum picked up in later years and now it is a worldwide program I am happy to see that there is a renewed interest in ETDs in India – the Shoodhganga Project described by Dr. Jagdish Arora is very exciting.

15 Universities Adopting ETDs Universities Adopting ETDs The ETD Movement started At Virginia Tech in 1997. Other Institutions followed Slow adoption rate in early years InstitutionYear Virginia Tech 1997 West Virginia University 1998 Vanderbilt University 1999 University of North Texas, Denton 1999 Ohio University 2001 Marshall University 2001 Louisiana State University 2002 Miami University, Oxford Ohio 2002 North Carolina State University 2002 Duquesne University 2003 Montana State University 2003 University of Maryland 2003 Texas A&M University 2004 University of Central Florida 2004 Baylor University 2005 Georgia Institute of Technology 2005 Louisiana State University 2005 Southern Illinois University Carbondale 2005 University of Edinburgh 2005 University of South Florida 2005 University of Arizona 2005 Source: Internet

16 ETDs [2] Institution Year University of Connecticut Health Center 2006 Yale School of Medicine 2006 Iowa State University 2006 Oregon State University 2006 Texas Christian University 2006 University of North Carolina at Greensboro 2006 University of Waterloo, Canada 2006 Worcester Polytechnic Institute 2006 George Mason University 2007 Kansas State University 2007 Mississippi State University 2007 Stony Brook University 2007 University of British Columbia (Canada) 2007 University of Massachusetts - Amherst 2007 University of Tennessee Knoxville 2007 Rutgers University 2007 University of Missouri - St. Louis 2008 Brandeis University 2008 Emory University 2008 Wake Forest University 2008 University of Central Oklahoma 2008 Boston University School of Theology 2009 McGill University, Montreal, QC 2009 Mount Sinai School of Medicine 2009 Ohio State University 2009 University of Alabama (Tuscaloosa) 2009 University of Nebraska-Lincoln 2009 University of Nevada, Las Vegas 2009 Virginia Commonwealth University 2009 University of Iowa 2009 More Institutions followed Source: Internet

17 Universities Participating in ETDs [3] Institutions are still joining the Movement … InstitutionYear Arizona State University2010 East Carolina University2010 Temple University2010 University of Alabama at Birmingham2010 University of Illinois at Urbana-Champaign2010 University of Manitoba (Canada)2010 University of Missouri - Kansas City2010 University of Utah2010 California Polytechnic2010 University of Connecticut, Storrs2010 University of Wisconsin - La Crosse2010 American University2011 Southern Baptist Theological Seminary2011 University of Notre Dame2011 University of Oregon2011 University of Ottawa (Canada)2011 University of TN at Chattanooga2011 University of Victoria, Canada2011 University of Washington2012 University of Northern British Columbia2013 Source: Internet

18 Universities Participating in ETDs [4] This is only a sampling of the Data. The movement is truly an international movement With more than 1.8 Million ETDs worldwide InstitutionYear Indiana University Bloomington Date Unavailable Texas State University Date Unavailable University of Western Ontario, Canada Date Unavailable Ashland University Date Unavailable Northwestern University Date Unavailable University of California, Santa Barbara Date Unavailable Columbia University Date Unavailable Eastern Kentucky University Date Unavailable Florida International University Date Unavailable George Washington University Date Unavailable University of Pittsburgh Date Unavailable University of Tennessee Health Science Center Date Unavailable California Institute of Technology (Caltech) Date Unavailable Source: Internet

19 Step 1: Develop a Policy for ETDs 1.Scope: Masters or Phd or Both? 2.Submission and Approval Process? 3.Maintain a print copy? 4.Permit Embargoes? Length of Embargoes? 5.Permit Campus Access Only? 6.Institutional Repository? Local, Regional or Commercial? 7.Include access plan? Include a preservation plan? 8.Who manages the systems? With what software? 9.Participation in commercial services like ProQuest? 10.Role/responsibility of Student, Faculty, Department, Graduate School, and Library

20 Masters Chart

21 PhD Chart

22 Adoption of ETDs in US Universities

23 Step2 : Creation/ Submission 1.Theses/Dissertation – format recommendations 2.Writing a dissertation – how to guide! 3.Submission process and approval process Self submission by authors Approval levels and process Automatic storage in work area 4.Storage After acceptance – handle for access Automatic storage in public repository

24 Most Popular Formats in ETDs Adobe Acrobat PDFAdobe Acrobat PDF (190644) HTML DocumentHTML Document (19088) XML DocumentXML Document (9048) Binary FileBinary File (200) Microsoft Word DocumentMicrosoft Word Document (79) Zip Compressed FileZip Compressed File (22) Text DocumentText Document (21) Gnu ZIP ArchiveGnu ZIP Archive (4) JPEG ImageJPEG Image (4) TIFF ImageTIFF Image (4) GIF ImageGIF Image (3) MPEG VideoMPEG Video (3) Quicktime VideoQuicktime Video (3)

25 More on Submission Process Author submits ETD (multiple files) into a work area in a repository that is accessible by others The reviewers (typically faculty, department, graduate school and library) review and approve the content Access restrictions if any and embargoes are added as needed Approved content is injested into the repository along with the metadata. Content is now available for public access Content available for harvesting using OAI-PMH

26 One open source submission tool Valet is a customizable, web-based interface designed to: Allow remote users to submit content into a VITAL or FEDORA TM digital object repository Handles submission of any file format and allows contributors and other content creators to enter metadata into configurable, form-based templates. Allows for a staged submission process whereby any number of review stages can be integrated into the work flow. Authorized staff have the ability to edit, delete or approve submitted content prior to ingest into the repository.

27 VALET Includes pre-configured templates to allow for capture of relevant metadata for many standard content types including: Electronic Theses and Dissertations Journal Articles Working Papers Books Book Chapters Conference Papers

28 VALET Offers pre-configured metadata mappings into MARCXML and Dublin Core formats Is fully interoperable with VITAL for: Managing submitted content Automatic indexing of submitted content Formatted display of EAD, TEI, MODS, MARCXML Assigning DOIs Server-side full-text extraction of PDFs and other text files submitted, providing anywhere keyword searches

29 Editor Ingesting Using VALET Author or Submitterer VALET web – form captures objects one by one Source: ARROW Valet can be obtained free from VTLS

30 VITAL SERVICES LAYER Fedora Fedora OAI Provider VITAL Content Manager Public Interface Object Displays Hi-Res Image Navigator Document Navigator RSS Feeds Citations Export (with QuikBib) Statistics Public Interface Object Displays Hi-Res Image Navigator Document Navigator RSS Feeds Citations Export (with QuikBib) Statistics Administrative Tool Object Management Reporting QuickEdit XML Access Control Vocabulary Lists Contribute Objects Administrative Tool Object Management Reporting QuickEdit XML Access Control Vocabulary Lists Contribute Objects Web Crawlers Exposure ACCESS PORTAL SRU Ingest Online submission tool VALET SOLR/Lucene THUMBNAILS FULLTEXT JHOVE PREMIS HANDLES ASSIGNMENT METADATA SYNCHRONIZATION STATISTICS VTLS OAI Provider Index Services Storage System -- The VTLS VITAL System Batch Submission Tool

31 Step3 : Use In order to be used it has to be found first! Usage is at four levels Local level where the content is stored Regional level – where the content is aggregated National level Global level

32 Usage at Virginia Tech (local level) More Than 2 million Unique Visitors Almost 8 million hits Almost 19 million PDF downloads 123,000 Multi media file downloads

33 Usage Stats by Country (global level) Period1-Jan-11to19-Mar-12 Country/TerritoryVisitsPages/VisitAvg. Time on Site 1 Spain5,18611.060:26:49 2 United States4,12610.580:27:41 3 India3,578100:18:07 4 Taiwan3,1074.520:13:10 5 Peru2,5845.940:12:30 6 Mexico2,4347.250:15:18 7 China2,17111.640:26:43 8 Venezuela1,8607.650:18:30 9 Colombia1,2698.10:15:43 10 United Kingdom1,18114.610:43:03 VisitsPages/Visit Avg. Time on Site 43,51310.1227:37 Min

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37 Building the NDLTD Union Catalog NDLTD Union Catalog University Like VT or MIT OAI - PMH Regional Level Like Ohionet OAI - PMH Regional Level Regional Level National Level Like Canada OAI - PMH

38 Process for NDLTD Union Catalog Data is harvested using OAI/PMH Initially VTLS did its own harvesting; then OCLC did the initial harvesting. Now South Africa does the initial harvesting. Service providers like VTLS harvest from the initial harvest. This is a greener approach. The harvested data is standardized and indexed A discovery system is created resulting in the NDLTD Union Catalog Users find the dissertation; click and download it directly from the source institution. Periodically the data is harvested again and the process repeats.

39 The VTLS NDLTD Union Catalog Free – Open Access No passwords required; no IP authentication; no forms to fill out. Just connect and use Full Text and other formats available (multi media) Distributed architecture Very Green – small footprint System exposes its content – no initial search required Facet Based system (allows searches and facets iteratively) System is iterative – good navigation System has no dead-ends (mostly) System aggregates information – drill down capabilities System shows contents in graphical format System is fast (required due to iterative use) System requires no training – it is a discovery system!!

40 ETD example of Discovery Tool Networked Digital Library for Theses and Dissertations www.vtls.com/ndltdwww.vtls.com/ndltd Can also be from NDLTD Website www.ndltd.orgwww.ndltd.org

41 Visualizer – How does it work? The problem is massive. We can admit defeat or build systems to cope with it. These systems must take advantage of the capabilities of the computer and combine it with the knowledge, expertise and inference ability of humans. Two Questions How do you organize the worlds information? How do we visualize the nature and depth of content? Knowledge Base

42 Accessing the content from NDLTD NDLTD Union Catalog University Like VT or MIT Regional Level Like OhioLink Regional Level Regional Level National Level Like Canada Search & select Read content Content is distributed from where ever it is stored.

43 Training using Cloud Based Streaming Cloud Streaming Services Cloud Streaming Services VTLS Users Authentication and Search Requests Streaming Requests For Example see VCOM-TV

44 Cloud Streaming Services Streaming Requests

45 Training using two channel videos Click here for live

46 On Metadata Do – Use a subject classification system Standards committee discussed this topic Discussion of Dewey and UDC Discussion of multilingual subject headings Discussion of multilingual subject terms Do- Include Institution Name, Department name, Degree, and Year Language issue here – vernacular, English, both Do and Dont List

47 Dont – add descriptor information on numerical data. Example: 340 pages Let the tagging show that the field is number of pages What to do with units like – inches and cms? Lbs and kg? Do – add descriptor information on local control number or use DOI or some other standard object identifier Oclc1232345, vtls 9345267, rero156789 Numbers are not unique when merged in union database Dont – add titles in vernacular and in English in the same tag. But if you do at least add a language code On Metadata for MARC based records

48 Improving Access to Your ETDs 1. Make sure your URL works … To be read it, must be found first (Ana Pavani)

49 Improving Access to Your ETDs 2. Make sure that the Metadata is complete In this case individuals filtering by language will miss your ETD

50 Improving Access to Your ETDs 3. Provide an abstract in the metadata … it helps in the selection process

51 Improving Access to Your ETDs 4. Provide direct link to the URL … dont make the user search again 4. Provide direct link to the document … do not make the user repeat the search. The order of the result set is likely to be different … making it harder for the user.

52 Improving Access to Your ETDs 5. Do not provide metadata for items that are not ETDs

53 Step 5: The Preservation Process Not enough has been done in the preservation of ETDs. The preservation process is slow and expensive and some do not see enough value in it. But it is essential for the future. Dark archives or preservation archives require specialized knowledge and dedication as there is hardly any visible positive feedback from users. Making multiple copies by replication is not enough for preservation

54 Five Steps for ETD Management 1.Adoption Developing a Policy 2.Creation Writing, Submission Process and Storage 3.Use – Finding and Selecting local, regional, national and global 4.Dissemination Access control, embargoes, copyright 5.Preservation Process Replication, content migration, obsolescence

55 Whats Next?

56 What Next ? Enhance the discovery tools to support … Research activities – some examples Collocation around subject areas Which University is doing what in a particular area? Longitudinal trends in ETD publications The people factor About authors About faculty committees Forming communities around interest groups Meet needs of potential researchers like candidates for graduate schools Keep the faith in the cause of free and open access.

57 International NDLTD conferences [1] 15th International Symposium on Electronic Theses and Dissertations - ETD 2012 On behalf of The Networked Digital Library of Theses and Dissertations (NDLTD), the Universidad Nacional Mayor de San Marcos (UNMSM) and the Universidad Peruana de Ciencias Aplicadas (UPC), we have the pleasure of announcing the 15th International Symposium on Electronic Theses and Dissertations (ETD 2012), to be held for the first time in an Ibero American country. The ETD 2012 Conference will be hosted in Lima, Peru at The Delfines Hotel from September 12 to 14, 2012. The theme is Integrating cultures for the creation and sharing of knowledge – providing opportunities for the future.

58 The international NDLTD conferences University of Leicester Library wins bid to host … http://www.venues.org.uk/news/news.asp?article=1850 NDLTD has recently announced that the University of Leicester will be the host for their 17th annual symposium in 2014. This prestigious and highly specialised event takes place in global locations and the 2014 event will see it arrive back in the UK for only the second time since it began in 1998.University of Leicester

59 The international NDLTD conferences India should consider placing a bid for hosting the 18 th annual NDLTD symposium in 2015. It will help promote and showcase the development of the Shodhganga project in India It will motivate universities in India to expedite the implementation of the Shodhganga project It will bring visibility to the research community in India It will bring many international researchers dedicated to the cause of free and open access to ETDs to India It is a project that JNU and other institutions should consider

60 The international NDLTD conferences India should consider placing a bid for hosting the 18 th annual NDLTD symposium in 2015. I would urge the INFLIBNET Centre Chairman and his national committee including the following individuals Dr. Jagdish Arora, Director, INFLIBNET Centre Chairman Dr. Renu Batra, Joint Secretary (IUC), UGC Member Dr. S. Majumdar, Librarian, Delhi University Member Prof. I.V. Malhan, DLIS, Jammu University Member Dr. Pawan Gupta, Dy. Librarian, Rajasthan University Member Prof. Raman Nair, Librarian, M G Univ. Member Prof. S.P.Thyagarajan, Former Vice-Chancellor, Madras University Member Prof. V D Srivastav, Librarian, IIT Kanpur Member Dr. S. Venkadesan, Librarian, IISc, Bangalore Member Dr. R. Samyukha Ravi, Librarian, Pondicherry University Member Prof. A R D Prasad, DRTC, Bangalore Member Shri Yatrik Patel, Scientist-C (CS), INFLIBNET Centre Member Mr. Manoj Kumar K, Scientist-D (CS), INFLIBNET Convener to support such a project.

61 Questions … Scalable Solutions


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