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Repositories management, policies, and best practices RSP webinar 29 th June 2012 Jackie Wickham Centre for Research Communications University of Nottingham.

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Presentation on theme: "Repositories management, policies, and best practices RSP webinar 29 th June 2012 Jackie Wickham Centre for Research Communications University of Nottingham."— Presentation transcript:

1 Repositories management, policies, and best practices RSP webinar 29 th June 2012 Jackie Wickham Centre for Research Communications University of Nottingham

2 Green Route Picture by Darkos

3 Outline Background – RSP and repository growth Value of institutional repositories Success - support, advocacy and integration Policies and content types Staffing and skills

4 RSP Aims More… repositoriescontent use of content re-use of content Support repositories to be fit for purpose, Standardised and Sustainable

5 Project history - Initially a 2.5 year JISC funded project September 2006 – March 2009 Lead Institution – University of Nottingham Partner Institutions – University of Southampton, Aberystwyth University, Digital Curation Centre (University of Edinburgh), UKOLN (University of Bath). - Second phase April 2009 – July 2012 University of Nottingham

6 The RSP Offers…


8 Proportion of repositories by country

9 Finch Report Barriers to access – particularly when the research is publicly funded - are increasingly unacceptable in an online world. Image by TobyotterTobyotter

10 Recommendations Support for publication in open access or hybrid journals Research Councils and other public sector bodies funding research in the UK should arrangements to meet the costs of publishing in open access and hybrid journals

11 Is there a place for institutional repositories in a gold open access world?

12 OA Repositories – the benefits for institutions © The University of Nottingham 2010

13 Showcase for institutions research output Marketing mechanism – internally and externally REF and research management – repositories support process Complies with research body requirements for open access publishing Allows systematic management and preservation of assets Encourages collaboration and inter-disciplinary work Public engagement – community, business Benefits for institutions

14 Benefits for academics © The University of Nottingham 2010

15 Faster dissemination Wider readership Increased citation Compliance with funders mandates Secure environment to store own research output Personalise services – statistics on downloads, personal profiles/bibliographies Benefits for academics

16 Ive also had a number of international scholars and research students read my articles and listen to the music I have available in the repository. As a result, I am now pursuing collaborative research projects with music studios and researchers in Mexico and Norway Monty Adkins, University of Huddersfield

17 How to make your repository successful

18 3 Ps – from the University of Glasgow PeoplePoliciesProcesses

19 Senior management support We felt it [the repository] was a big opportunity for the university to promote its research outputs in many ways it had not done before… we saw the Open Access agenda as a way of supporting that rekindling of promoting the university. Professor Steve Beaumont, University of Glasgow

20 Senior management support Demonstrate the case Talk to influential people, make relationships Use other institutions as a benchmark – the competitive element Make the most of drivers – e.g. support for research assessment Set up a steering group with key people from research, library etc Formal policies approved by key management committees e.g. Research Committee

21 Advocacy Key element of embedding repositories in research culture Increases number of deposits Ensures continuation of resources for the repository Interactive – listening is as important as talking Address local/departmental concerns – ensure this voice in repository developments

22 Tips for Successful Advocacy Every institution will be different –No one approach that succeeds for all Message and medium must be tailored –Selling minutiae to ProVC is doomed to fail –Be where the academics are Advocacy isnt just top academics –Administrators, support staff, opinion leaders Prepare a two minute pitch We often to provide too much information – make it attractive, credible, understandable. The REF & other quality assurance audits –A route to your academics hearts –New metric based approach suits repository functionality

23 Silos are the past… Sources: Flickr, silo by dsearlsilo

24 LDAP Integrated and embedded Repositories are the future SwordAPP University of Glasgow, William Nixon

25 Integration Working towards a culture among researchers which leads them to view the repository as a natural tool for disseminating their research and for raising their profile, which will in turn increase the volume of actual outputs placed in the repository Ensuring that the repository is seen by both researchers and senior managers as part of the institutional research infrastructure rather than a separate information or data silo and is properly resourced to fulfil that role

26 Integration Making certain that the process of deposit into the repository forms part of the workflow for research in as seamless a way as possible and avoiding duplication of effort Linking the repository to external systems (such as those of funders) and information sources (e.g. Web of Science), where appropriate Facilitating the search and discovery process to ensure that the repositorys contents are easily found and appropriately linked to other information such as staff profiles

27 Repository data feeds staff profiles


29 Policies Image by Terry BainTerry Bain

30 To mandate or not to mandate?

31 Hands up if you have a mandate? Hands up if you have a publications policy?

32 Does it really matter what you call it?

33 Stevan Harnad

34 Other key policies Metadata Policy- for information describing items in the repository. Access to metadata; Re-use of metadata Data Policy - for full-text and other full data items. Access to full items; Re-use of full items Content Policy - for types of document and dataset held. Repository type; Type of material held; Principal languages

35 Other key polices Submission Policy - concerning depositors, quality and copyright. Eligible depositors; Deposition rules; Moderation; Content quality control; Publishers' and funders' embargos; Copyright policy Preservation Policy Retention period; Functional preservation; File preservation; Withdrawal policy; Withdrawn items; Version control; Closure policy

36 Compliance with copyright


38 Take down policy

39 Make your repository discoverable Be seen! –Implement OAI-PMH –Registering repositories –Be visible to search engines

40 Be Seen!: implement OAI-PMH OAI-PMH = Open Archives Initiative-Protocol for Metadata provides an application-independent interoperability framework based on metadata harvesting Also see: DRIVER Guidelines

41 Be Seen!: registering repositories OpenDOAR- ROAR - - Your software community –e.g DSpace instances OAIster - BASE - *

42 Be Seen!: be visible to search engines Do Not! –Require all visitors to have a username and password –Set a 'robots.txt' file and/or use 'robots' meta tags in HTML headers that prevent search engine crawling –Accept poor quality or restrictive PDF files –Hide your OAI Base URL Ensure you have a 'Browse' interface with hyperlinks between pages Avoid awkward URLs - Many harvesters and firewalls will spit out or block: –Numeric URLs - e.g. –URLs that use 'https:' instead of 'http:' –URLs that include unusual port numbers e.g. :47231 –Overlong URLs with arguments (any URL containing ?) *

43 Types of materials stored in repositories Journal articles Bibliographic references (metadata only) Books, sections and chapters Conference and workshop papers Theses and Dissertations Unpublished reports & working papers Datasets Educational resources and learning objects Multimedia and audio-visual materials Software Patents

44 Focus on the creative arts Visibility Showcasing work Preservation Gallery content disappears Personal websites go down From Constance Howard Collection For reuse rights see VADSVADS




48 Using Statistics Show the rate of deposit Number of downloads Where from Top 10 downloads

49 Usage statistics – University of Huddersfield

50 Survey of UK Repository staff 29 th July to 5 th September 2010 SurveyMonkey Distributed via UKCoRR list 215 members (August 2010) and there were 84 respondents. Interviews with a couple of respondents

51 Backgrounds of UK staff 95% first degree 74% post grad qualification

52 Roles

53 Skills

54 Further information on staffing RSP Repository staff and skills set UK Repositories including staffing levels: RSP wiki JISC Recruitment toolkit aspx

55 Thanks for listening Questions?

56 Jackie Wickham +44(0)

57 Resources Repositories Support Project Driver guidelines Confederation of Open Access Repositories OASIS RCAAP How to create a repository

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