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EPrints.FRI – a case study Open Access: Maximising Research Impact in Sofia Sofia, 23 April 2009

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Presentation on theme: "EPrints.FRI – a case study Open Access: Maximising Research Impact in Sofia Sofia, 23 April 2009"— Presentation transcript:

1 ePrints.FRI – a case study Open Access: Maximising Research Impact in Sofia Sofia, 23 April 2009

2 ePrints.FRI – a case study 2 2 FRI = Faculty of Computer and Information science

3 ePrints.FRI – a case study 3 Overview Context Content and activity Development Organization Service implementation Submission policy Integration Success analytics Challenges

4 ePrints.FRI – a case study 4 ePrints.FRI ePrints.FRI is the publications database of the Faculty of Computer and Information Science, University of Ljubljana It is based on open source ePrints with modifications It is integrated into Open Archive Initiative indexer network It was the first OAI archive in wider region It is integrated into existing faculty web infrastructure It has recently become official digital repository for all student theses

5 ePrints.FRI – a case study 5 Context ePrints.FRI is an effort of Faculty of Computer and Information Science There is a separate University Library Most of material is also catalogued in COBISS (metadata only)

6 ePrints.FRI – a case study 6 Goal Initial goal (volunteer effort, 2002) Provide a simple self-archiving tool for the laboratory supporting Open Archive Initiative (prof. Franc Solina) Try to deploy it Faculty-wide Revised goal (institutional effort, 2008) Fulfill national directive on thesis publishing Revise policies for digital publishing Try to provide single point of meta-data entry

7 ePrints.FRI – a case study 7 Overview of current contents (710 publications) 591 theses 473 diplomas 73 MSc theses 45 PhD theses 77 conference or workshop papers 32 articles 4 monographs 3 book sections 1 book 2 unclassified

8 ePrints.FRI – a case study 8 Overview of current deposit activity Almost exclusively theses only

9 ePrints.FRI – a case study 9 Current activity & age of publications Mostly papers Mostly theses

10 ePrints.FRI – a case study 10 Developmental phases ePrints 2 – 1 person effort Basic customization – less than 1 month Internal testing – 1 laboratory Dedicated server & multilingual debugging – 1 month ePrints 3 – institutional effort Organized process

11 ePrints.FRI – a case study 11 Developmental phases – ePrints 3 Institutional planning Metadata definition Customization Translation Staff education Testing Migration of existing publications from ePrints 2 Initial deployment Workflow facilitation Statistics

12 ePrints.FRI – a case study 12 Workgroup staff Workgroup manager: prof. Mira Trebar Software engineers (2) IT department representative Student office representative Library representative Linguist Plus occasional institutional representatives More student office & library personnel involved in final testing

13 ePrints.FRI – a case study 13 Chart: Institutional departments involved Workgroup staff dispersed over several departments

14 ePrints.FRI – a case study 14 Workgroup organization chart Faculty senate & commissions Workgroup manager ePrints engineerSystem engineer Automation script engineer Library representative Student office representative Linguist

15 ePrints.FRI – a case study 15 Developmental milestones Institutional commitment: December 2007 First workgroup meeting: January 2008 Test installation: April 2008 Metadata testing: May 2008 Institutional presentation: June 2008 Metadata migration, Testing: August 2008 Institutional deployment, Testing: September 2008 Public deployment: October 2008

16 ePrints.FRI – a case study 16 ePrints.FRI – 2008 revision

17 ePrints.FRI – a case study 17 Hosting IT department, Faculty of Computer and Information Science Platform: IBM server VMWare hosting multiple virtual servers Virtual Debian Linux server Backup Backup virtual server images Provided by IT department

18 ePrints.FRI – a case study 18 Service sustainability Printed instructions 4 student office staff educated 2 library office staff educated One ePrints administrator plus one support engineer One system administrator plus one support engineer Virtual server with full-system backup System, metadata and publications all backed up Technical support

19 ePrints.FRI – a case study 19 Technical support 1 st level: IT department System engineer Support engineer 2 nd level: involved technical staff ePrints software engineer Automation script engineer Network administrator

20 ePrints.FRI – a case study 20 Policy formulation and licensing Policy formulated to respect national laws and university workflow Two-track licensing Strict requirements for student theses Scientific papers self-published and checked on best-effort basis Legal paperwork prepared for students Students must sign papers submitting rights for electronic publishing

21 ePrints.FRI – a case study 21 Student submission Thesis work in printed form Thesis work in electronic form (PDF/DOC on CD) Metadata in electronic form (TXT/DOC on CD) Signed legal paperwork All of above submitted to student office before oral defense, so that announcement and publication proceed automatically

22 ePrints.FRI – a case study 22 Thesis submission workflow

23 ePrints.FRI – a case study 23 Workflow facilitation (1) Auto-complete names and titles from a database Avoids tedious ID lookups and related errors

24 ePrints.FRI – a case study 24 Workflow facilitation (2) Fill in standard fields Prepare links and fix them later

25 ePrints.FRI – a case study 25 Scientific submission Self-archived by author Electronic document in PDF form preferred Metadata in web forms Metadata and document validity checked by administrator on best- effort bases Returned to author or published No legal policy at the moment

26 ePrints.FRI – a case study 26 Publication HTML page

27 ePrints.FRI – a case study 27 System integration Web integration Thesis defense announcements Thesis details Links to content hosted in ePrints Information system integration Morning mails include thesis defense announcements Mentoring and committee participation statistics automated

28 ePrints.FRI – a case study 28 Web integration – defense announcements Generated by automation script from ePrints 3 XML

29 ePrints.FRI – a case study 29 Measuring and demonstrating success The first open archive in the wider region, quickly picked up by OAI indexers and big search engines Relatively quick deployment with NO serious glitches Attracted interest from other open-access projects (DRIVER) and faculties Access statistics: AWStats and Webalizer – general web access IRStats – repository specific Increased ability to monitor INTEREST and ORIGIN OF INTEREST for publications and subjects of publications

30 ePrints.FRI – a case study 30 Google ranking

31 ePrints.FRI – a case study 31 Visitor statistics (AWStats)

32 ePrints.FRI – a case study 32 IRStats Internet Repository Stats package integrates with ePrints database Simple interface, but still many bugs

33 ePrints.FRI – a case study 33 Visitor statistics (IRStats)

34 ePrints.FRI – a case study 34 Document downloads (IRStats)

35 ePrints.FRI – a case study 35 Top 10 publications

36 ePrints.FRI – a case study 36 Visitor statistics summary Publication dissemination about double the number of enrolled students PER MONTH Greatly increased promotion and dissemination of student theses Elevated practical status of thesis as a reference Most visitors arrive by search engines looking for general keywords

37 ePrints.FRI – a case study 37 Key challenges faced Translation and multi-language specific issues Terminology Missing ePrints language flexibility Missing OAI multilingual support Overcoming resistance to change 1 point data entry for student department Facilitators for data entry (auto-complete, workflow) System integration with existing web software: Ažur, Moodle Metadata set changed from ePrints 2 to ePrints 3

38 ePrints.FRI – a case study 38 Important unresolved issues Minor reliability problems: indexing, automated data transfer Legal policy for scientific publications Centralized archive provides little incentive for self-archiving If Google can find it, who cares about repository Automated integration with current and future national archives Goal: Enter metadata once, publish many times

39 ePrints.FRI – a case study 39 Thank you Any questions ?

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