Presentation on theme: "Creating an Institutional Repository"— Presentation transcript:
1Creating an Institutional Repository Jessie Baldwin & Adrienne FedynaIST 618, Prof. Raed Sharif
2Outline Introduction to Institutional Repositories (IR) A look at IR evolutionSteps to create an IRNeeds and considerationsExamples of IRsAdvantages of IRsPotential IssuesSummaryResources
3What is an Institutional Repository? An Institutional Repository (IR) is a collection that organizes and circulates digital content.The mission of an IR is to “collect, preserve, and make accessible the intellectual output of faculty and students.”(Source: Watterworth, p. 27)
4What are they used for? “Open access to research outputs” “Supporting digital publishing initiatives”“Aim for the preservations of content”(OASIS, 2009)They are also important for the management and dissemination of knowledge and are becoming popular vehicles for open access trends in academia.
5Why are IRs so important? IRs provide a scholarly community with access to organized digital content.Serves as digital preservationElectronic records and digital files are becoming more and more prevalent. IRs provide order and access to these materials.IRs are important for the “managing and dissemination of a university’s intellectual property as part of its information assets strategy.”(Source: Buehler, p. 383)
6Facts & StatisticsIn 2007, 55% of the Association of Research Libraries had operational IRs.IRs are growing in numbers due to the rising costs of serial subscriptions and changes in technology.(Sources: Watterworth, p. 25; Palmer, p. 143)
9A Look at IR EvolutionFor a fun view of the evolution of IRs, take a look at the following satire, The Genesis of Repository Policy:
10Steps for Creating an IR Identify the needCreate a plan (assess need, research, budget, marketing, etc)Establish policyImplement the plan (software, collect content, etc.)Assess & evaluate the success of the IR and make any necessary adjustments
11Needs & Considerations The following areas should be considered when creating an IR:Policy RequirementsTechnical RequirementsFinancial RequirementsCopy Rights IssuesContent Organization & FormatsImportance of MetadataUser awareness and training
12Policy Requirements IR policy must support the following functions: PreserveOrganizeAccessDistributionWhen developing policy, it’s important to determine the evidence that would support the needs for an IR and the risk involved.(Source: McKelvy, p. 103)
13Inclusive PolicyInclusive policies detail which materials will be added to the repository (i.e., peer-reviewed works, faculty work, student work).Deciding to enact an inclusive policy for the repository materials will guide the focus.(Source: Bankier, p. 247)
14Technical Requirements A variety of software & data management tools are needed.Simple IRs can be created using Microsoft Sharepoint, spreadsheets, etc.Technology is key to the success of an IR.
15News Gathering Software News gathering software is required for the development of an IR.Several main formats:FormatDescriptionCategory-basedUsers can select a category and capture news from that categoryWebsite-basedCaptures all the news from select websites.Keyword-basedCaptures news from user-defined keywords.Search engine-basedUses search engines to capture the news on a regular basis.(Source: Laxminarsaiah, p. 279 )
16Software Requirements Software must fit three criteria:“Available as an open source license”“Comply with the latest version of OAI metadata harvesting protocols,” as digital materials are organized by metadata.”Currently available to the public(Source: Laxminarsaiah, p. 281)
17IR Software Programs Program Use Website Archimede Designed to support multilingual IRsCERN Document server softwareLarge IRs with different types of repositoriesDSpaceCommunity-based contentGreenstoneBuilding & distributing digital contentE-printsFor a large user community(Source: Laxminarsaiah, p. 281)
18Financial Requirements Financial requirements to consider:Staff- People are needed to create & maintain the IRTechnology costs- software, programs, etcSubscription costs- news gathering servicesMaintenance costs- web service costsA physical space is also recommended. This would allow for both community and individual ventures.(Source: McKelvy, p. 103)
19Content Organization The Four Types of Content in an IR: “institutionally definedscholarlycumulative and perpetual andopen and interoperable” (Source: Genoni, 2004)
21Formats The format depends on the type of collection. For example: Newspaper clippings are saved in HTML formatLectures and speeches are uploaded as Microsoft Word documentsConferences are video captured in MPEG formatGovernment documents are uploaded in PDF format(Source: Laxminarsaiah, p. 285)
22The Importance of Metadata Institutional Repositories are so diverse that having specific and correct metadata is crucial for finding specific articles accurately.(Source: CARLABRC, 2002)
23MetadataSince much of the software is operating with metadata, “getting the metadata right is fundamentally important for a repository.”(Source: CARLABRC, 2002)
24User Awareness & Training There are two kinds of jobsfor creating and running an IR:“Repository Manager- manages the ‘human’ side of the repositoryincluding content policies, advocacy, user training and a liaison with a wide range of institutional departments and external contacts.”“Repository Administrator- manages the technical implementation, customization and management of repository software[also] manages metadata fields and quality, creates usage reports and tracks the preservation issues”(Source: OASIS, 2009)
25Real-life Examples Institutional Repository Website Duke Law Faculty Scholarship RepositoryKU ScholarWorksNellco Legal Scholarship RepositoryPace University School of LawUniversity of Georgia School of LawUniversity of Maryland School of Law(Source: Watson, 2007)
26Important Considerations An Institutional Repository…Is a financial investmentTakes time and energy from staffHas to be marketed properly in order to encourage useMust be kept pertinent and currentMust be sure the need matches the IR type(Source: Zayac, 2011)
27Advantages of IRs Up to date and authoritative information University libraries don’t have to repurchase articles published by their own faculty and student bodyPreserves digital materialsCreating connections between individuals working in the same field
28SummaryEstablishing an IR is an efficient way to organize and preserve material.IRs are useful when circulating a large amount of digital content.A great source for open access materials.Metadata is a building block to an IR.IRs are increasing in numbers since they are more cost effective.
29ResourcesBankier, J., & Smith, C. (2010). Repository collection policies: is a liberal and inclusive policy helpful or harmful?. Australian Academic & Research Libraries, 41(4), Retrieved from Library Lit & Inf Full Text database. Buehler, M. A., & Trauernicht, M. S. (2007). From digital library to institutional repository: A brief look at one library's path. OCLC Systems and Services, 23(4), doi: / CARLABRC. (2002). A guide to setting-up an institutional repository. Retrieved from Genoni, P. (2004). Content in institutional repositories: a collection management issue. Emerald, 25, doi: / Laxminarsaiah, A., & Rajgoli, I. U. (2007). Building institutional repository: An overview. OCLC Systems and Services,23(3), doi: / McKelvy, D. (2011). Starting, strengthening, and managing institutional repositories. Journal of the Medical Library Association, 99(1), Retrieved from OASIS. (2009). Establishing a repository. Retrieved from Palmer, C. L., Teffeau, L. C., & Newton, M. P. (2008). Strategies for institutional repository development: A case study of three evolving initiatives. Library Trends, 57(2), Retrieved fromhttp://search.proquest.com/docview/ ?accountid= Watson, C.A. (2007). Carpe diem: establish an institutional repository for your organization. LLRX. Retrieved from Watterworth, M. (2009). Planting seeds for a successful institutional repository: role of the archivist as manager, designer, and policymaker. Journal of Archival Organization, 7: 1, 24 — 32. Zayac, W. (2011). Issues of institutional repositories. The Atlas of New Librarianship. Retrieved fromAll images used in this presentation are credited below the image.