1. Institutional Repository: A Vital Service for the University Dave Price SERS

2. 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 organisational commitment to the stewardship of these digital materials, including long- term preservation where appropriate, as well as organisation and access or distribution.” Lynch, C., ARL Bimonthly Report 226, 2003 http://www.arl.org/newsltr/226/ir.html

3. Initial University threads seemed to emphasise Long-Term Preservation OUCS Review (2003) Recommendation 9: that OULS, with the proactive support of OUCS, takes the initiative in developing a Digital Archiving Service for the University, in collaboration with the museums and in response to academic demand. ICTC Sub-Committee acknowledged that digital archiving is a serious issue that must be tackled if we are to curate and preserve successfully the University’s digital assets.

4. Examples of Digital Archive Needs and Related Activity E-Prints (OULS/Divisions) E-MSS (OULS) Digital Surrogates of Library Materials (OULS) Electronic legal deposit (OULS) E-Theses (OULS/Exam Schools) E-Xams (Exam Schools/Admin) University Statutes, Regulations, Circulars, Committee Papers (University Archives/Admin) University Financial Records (Admin) University Student Records (Admin) Learning Objects (OUCS / TLG / VLE Group) E-Collections, e.g. Oxford Text Archive, British National Corpus Web Archiving (Web Strategy Group) Experimental data (Divisions/eScience) Laboratory Notebooks (Divisions) eScience Ox-GRID HFS WebAuth

5. IR-related activities OULS Sherpa Paradigm Preserv LOCKSS Sherpa DP ELISO DART-Europe Ethos OUCS ePrints-UK River ASK More Mathematical Institute Public Health & Primary Health Care (internal) Astrophysics (internal) Social Studies – Nuffield ???

6. Digital Archiving Group to identify the key areas which need or will need some form of digital archiving in each case to assess the nature of that archiving in terms of the digital objects, standards and technologies, storage needs, workflows, access and retention policies, rights management and responsibilities current activity in each area the particular issues to be addressed (e.g. technical, policy, legal, financial) the degree of interoperability required or advisable with other areas in terms of standards, technology and shared data and metadata; and whether needs can be best met by inclusion in a University-wide digital archiving service or by development of a discrete, standalone system the degree of urgency and importance to the University to examine the technical and functional options for, and potential benefits of establishing a digital archiving service, and to assess the implications in terms of interoperability of systems and collaboration between units to develop a digital archiving strategy for the University taking into account priorities of both key areas and functional requirements, current resources and expertise within the University and likely funding needs.

7. Digital Archiving Group Membership: OUCS, OULS, University Archives, University Offices Initially chaired by Prof. P. Maddon, now Prof. Bill Dutton, OII Workshop June 2005 “Digital Archiving of Research at the University of Oxford” “Towards a Research Repository for Oxford University”, Mike Fraser http://tinyurl.com/77sjq http://tinyurl.com/77sjq The Way Forward for Oxford, within the context of the University’s ICT Strategy Programme: “to ensure a co- ordinated and coherent approach to the development, deployment and support of ICT services to underpin the collegiate University’s teaching, learning, research and administration systems.” Institutional Respository Framework

8. An overall framework integrating scholarly communication and digital curation i. To establish a scholarly communications forum or other appropriate cross-divisional body to investigate, evaluate, facilitate and raise awareness about new models and related issues for the production and dissemination of Oxford University scholarship. ii. To develop supporting policies, guidelines and incentives to enable members of the research community to self-archive research publications within Oxford's research repository, and in any case, to provide the infrastructure to enable grant-holders to comply with current or future open access policies of the Research Councils and other funding bodies. iii. To establish an institutional research repository, led by OULS with support from OUCS and in consultation with and agreement of the academic divisions. iv. To provide recurrent central funding from an appropriate source in order to support at least 2 FTE and the necessary hardware requirements. v. To make freely available the research output, across subject areas, of the University through provision of an open access repository.

9. An overall framework integrating scholarly communication and digital curation i. To investigate the appropriate and effective place of a research repository within the overall management of the institution's research record, including bibliographic metadata and, where agreed, fulltext as part of RAE 2008. ii. To provide support and guidance on intellectual property rights to ensure that researchers have the right to deposit research publications and, where appropriate, supporting data within an institutional research repository. iii. To work in partnership with scholarly publishers to enable access to and the curation of Oxford's research output. iv. To ensure that the research repository conforms with any agreed institutional repository framework, including conformance with relevant open standards and active collaboration with other stakeholders involved in the development of institutional repository infrastructure or value- added services within the University.

10. SHERPA in Oxford: Oxford Eprints Securing a Hybrid Environment for Research Preservation and Access Programme: FAIR (Focus on Access to Institutional Resources) CURL (Consortium of University Research Libraries) Development Partners: Nottingham (lead), Edinburgh, Glasgow, Leeds, Oxford, Sheffield, York, British Library, AHDS Ended November 2005 SHERPA DP GNU Eprints (http://eprints.ouls.ox.ac.uk/)http://eprints.ouls.ox.ac.uk/ 0.2 FTE used for Advocacy c.550 eprints (high proportion provided by OUP) Funding has ended

11. From Pilot to Production Principal Drivers DAG Workshop and recommendations Building on Sherpa Research Councils UK ELISO Project Funding - Institutional Commitment Provide central “trusted” repository service of excellence for University and avoid duplication of effort Showcase for University research outputs Ball Rolling Confidence – that will not compromise future developments Import The Mathematical Institute Eprints Archive (http://eprints.maths.ox.ac.uk/)http://eprints.maths.ox.ac.uk/

12. From EPrints to VITAL Vital to migrate to new platform New submission tools and workflows Integration with other University IRs and major systems (OLIS, OxLIP, VLEs) Long-Term Preservation Appoint management board with representation from Divisions Recruit staff (2+ FTE) Advocacy and advice Subject librarians and divisions Divisional champions Realism and Copyright Self versus mediated submission Extend to theses and dissertations (and link them to OLIS) RAE 2008

13. Why VITAL? Fedora-based Fully supported by VTLS UK Fedora User Group Adopted by ARROW (like Oxford, a VTLS development partner) Service Orientated Architecture (SOAP/HTTP) Adherence to relevant open standards, importantly OAI- PMH, METS, MODS, EAD, TEI and Unicode Long-Term Preservation Permanent names Version Control, Clustering and Digital Rights Management Integration with VTLS Virtua (new Library Management System platform for OLIS)