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An Institutional Repository for the University of ……….. 12 January 2009 Presented by

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1 An Institutional Repository for the University of ……….. 12 January 2009 Presented by

2 Currents in Open Access Movement “Open access (OA) is free, immediate, permanent, full-text, online access, for any user, web-wide, to digital scientific research and scholarly material.” online Two currents in OA movement: OA self-archiving in institutional repositories (“green” road to OA) OA publishing (“gold” road to OA – see e.g. DOAJ) Source:

3 What is an Institutional Repository? “An institutional repository is a set of services that an institution offers to the members of its community for the management and dissemination of digital materials created by the institution and its community members. It is most essentially an organizational commitment to the stewardship of these digital materials, including long-term preservation where appropriate, as well as organization and access or distribution.” Clifford A. Lynch, "Institutional Repositories: Essential Infrastructure for Scholarship in the Digital Age" ARL, no. 226 (February 2003): 1-7.Institutional Repositories: Essential Infrastructure for Scholarship in the Digital Age

4 Preservation function of an IR “Digital preservation is defined as the managed activities necessary: 1) For the long term maintenance of a byte stream (including metadata) sufficient to reproduce a suitable facsimile of the original document and 2) For the continued accessibility of the document contents through time and changing technology.” Source:

5 Research @ our university “promote scholarship through the creation, advancement, application, transmission and preservation of knowledge” “ensuring that the university’s library and information services can give academics access to the information they need” “E-research & the Library” –Digitisation of rare sources –Archiving research data –Development of Virtual Research Environments –Institution-wide academic digital repository “ICT is an essential and important strategic resource for the university’s scientific work, its management of knowledge …”

6 Role of Library Address research needs Aim: Seamless e-service to research information Objectives: –Support education innovation & research excellence at UP –Deliver optimal e-information portal services to our clients –Take part & contribute to international & national e-information phenomena, e.g. open access, digital preservation, e-science, content management

7 Impact an IR can have on research Research on IR Increased visibility, usage, impact Increase in citation rate Impact on NRF Rating, H-index etc. Shanghai University List

8 Ways to use Institutional Repositories Scholarly communication Storing learning materials and courseware Electronic publishing Managing collections of research documents Preserving digital materials for the long term Adding to the university’s prestige by showcasing its academic research Institutional leadership role for the library Knowledge management Research assessment Encouraging open access to scholarly research Housing digitized collections

9 Types of material (printed material in pdf) Research (scholarly) articles (published peer-reviewed & pre-prints) Open lectures Conference papers & proceedings Image collections Audio and audio-visual material Digitized special collections which contain very unique material Technical reports Inaugural addresses Theses Dissertations Datasets Newspaper clippings

10 Digitally born & digitized material [Also use subject specific examples according to dept.]

11 Digitally born & digitized material

12 Identify Champions to work with

13 About DSpace About DSpace

14 Research out quickly, worldwide Increases visibility, usage, impact of research “open access papers are read more widely, and, therefore, cited more frequently. The consequence of this is that they have greater impact” (Jones, Andrew and MacColl 2006) Open access to all – also those who cannot afford subscribing Central archive of research Persistent URL Preservation function Full text searchable E-workflow for quality control Distributed/ decentralised input Limit access on various levels Information Model (Communities & Collections) Benefits of an IR (DSpace)

15 DSpace Information Model DSpace Information Model (3 levels or more) Top-Level Community Faculty e.g. Economic and Management Sciences Sub-Community Department e.g. Accounting Collections E.g. Theses (Accounting) Dissertations (Accounting) Research Articles (Accounting) Open Lectures (Accounting) etc. Submit items on Collection Level

16 Top-level Community Sub-Community Collections

17 An Item in DSpace Metadata Bitstream/s (full text files)

18 Using an Item in DSpace Print E-mail Save Read

19 Searching in DSpace Search Options  Full text  Keyword (Basic Search)  Advanced Search  Browse  Communities & Collections  Titles  Authors  Date

20 Subscribe to a Collection

21 Intellectual Property Rights Exclusive rights to the creative work, commercial symbol, or invention which is covered by it – remains with owner/creator Permission obtained from rights holder DC Element “Rights” – individual items Add “Rights”- document/ file together with item Copyright/ Rights note for Collection/ Community

22 Copyright Credit copyright holder for work DC Element “Rights” – individual items Copyright/ Rights note for Collection/ Community Two approaches: –Publisher policy on SHERPA RoMEO – else; –Contact publisher directly and obtain permission – archive letter of consent on your IR

23 Publisher’s policy on self-archiving

24 Licensing License stored with each item – Submitter grants license “By submitting this license, you (the owner of the rights) grants to the University of Pretoria the non-exclusive right to reproduce, translate (as defined below), and/or distribute your submission (including the abstract) worldwide in print and electronic format and in any medium, including but not limited to audio or video.”

25 Limiting access in DSpace


27 Workflow Copyright Digitization Submission Reviewing Metadata Editing Available on IR IR Manager Collection Administrators Pre-DSpace DSpace E-mail notification to Submitter & Subscribers Reject Other role players: Specialists, IR IS&T Manager

28 15 National Repositories

29 Australian National University 1 157 International Repositories (openDOAR) [Also use subject specific repositories as examples]

30 Simon Fraser University

31 University of Tokyo

32 University of Groningen

33 University of Cambridge

34 University of Michigan

35 Exposure on the WWW Library Catalogue Web pages Search Engines (Google & Google Scholar) Metadata Harvesters IR Registries

36 International Harvesters & Registries DSpace openDOAR ROAR Open Archives Institute http://www.openarchives.org OAISTER DRIVER eIFL (SURFshare/ Driver) Scopus & Scirus IRSpace tlw8-sayn_q tlw8-sayn_q

37 Library Catalogue

38 Departmental Web Pages

39 Automated Search Linking

40 Research Report (InfoEd) Hyperlink to full text version of article on IR

41 Research Directorate Web Page

42 Google Scholar

43 Google “Africa as a knowledge society” IR Record Publisher’s Record

44 University of Pretoria institutional digital repository (UPSpace) on Wikipedia Edit this page

45 Electronic Visitor’s Book



48 Training & Support Group/ Individual training All role players: Submitters, Metadata Editors, Collection Administrators IT Help 8/5 Animated Online Tutorial UPSpace Mailing List UPSpace Web & Intranet Collection Policies Frequent communication Manuals & Pamphlets

49 To make a success … New roles & responsibilities Communities of practice (social networks) Knowledge transfer Organizational learning Change of mind-sets Empowerment Teamwork & collaboration Management support

50 In the words of Prof Jonathan Jansen … “This project has transformed my life as a Dean in three ways. First, it made me aware of the power of technology in managing the multiplicity of written tasks—media articles, media interviews, newspaper columns, intellectual pieces—that simply drift into spaces where I can never find these original writings. Second, it made me aware of the efficiency of dissemination of ideas in this information age if one simply took the time to create such a web space. Third, it made me aware of the power of collaboration between academic authors and the academic information services (library)—something that I had not explored until now. I am deeply grateful to the persistence of my academic library colleagues in opening up this new world in the life of a busy Dean” – Prof. Jonathan Jansen, former Dean of the Faculty of Education, University of Pretoria, Personal E-mail Communication, May 08, 2006.

51 To conclude … “Inventing the future requires giving up control. No one with a compelling purpose and a great vision knows how it will be achieved. One has to be willing to follow an unknown path, allowing the road to take you where it will. Surprise, serendipity, uncertainty and the unexpected are guaranteed on the way to the future.” George Land, Breakpoint & Beyond

52 Questions?

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