1. Gaining Content experiences at the University of Southampton Pauline Simpson Head of Information Services Southampton Oceanography Centre OdinPubAfrica Training LUC Belgium 23-24 Feb 2005

2. OdinPubAfrica, Belgium 23-24 Feb 2005 2 The Big Cs of Institutional Repositories Culture - Open Access, discipline Care - Management, administration policies etc Content –Probably the most difficult aspect Discuss the barriers technical, organisational and cultural

3. OdinPubAfrica, Belgium 23-24 Feb 2005 3 Culture In an ideal world all research should be freely available, but : –Majority of research output through journal publications –Journals available on subscription –Restricts access –Crisis in scholarly communication A vicious circle: –Researchers write papers for journals (free or page charges) –Researchers transfer copyright to publishrs (free) –Researchers on editorial boards (free) –Researchers are reviewers (free) Libraries pay huge subscriptions to publishers to access the paper and organizations pay more than once : subscription, photocopying license and study packs –Or possibly cannot afford the subscription

4. OdinPubAfrica, Belgium 23-24 Feb 2005 4 Solutions 2 complementary routes to Open Access to Research freely accessible, more visible, immediately, free at the point of use Open access publishing –model – author pays = OA –no payment = subscription Open access repositories (open archives) –Author deposit of full text of articles, conference papers, reports, theses, learning objects, multimedia etc. - Scoped by need – –Journal articles = post refereed pre-published version deposited in IRs or subject based repositories

5. OdinPubAfrica, Belgium 23-24 Feb 2005 5 ? Why INSTITUTIONAL Repositories Subject or project repositories often linked to an individual or a group – can be transitory - collection at risk eg. Paul Ginsparg Institutions take responsibility for –Centralising a distributed activity –Framework and Infrastructure –Permanence that can sustain changes –Stewardship of Digital assets –Preservation –Provide central digital showcase for the research, teaching and scholarship of the institution

6. OdinPubAfrica, Belgium 23-24 Feb 2005 6 Gaining Content – how to start Advocacy Policy defined Medium to Long Term support required Person must be Sensitive to organizational culture and background Enthusiasm Presentation and debating skills

7. OdinPubAfrica, Belgium 23-24 Feb 2005 7 Advocacy Strategy if you build it they will come Costner: Field of dreams ** Early institutional e-Print archives have had problems with acquisition of content possibly because of self archiving protocol and discipline culture

8. OdinPubAfrica, Belgium 23-24 Feb 2005 8 Advocacy Methods Institutional Repository (e-Print archive) Advocacy web site – about the IR Briefing paper to management Literature e.g. leaflets, posters Institutional magazines – contribute articles Presenting at departmental meetings and university committees Informal opportunities – coffee /lunch etc Special advocacy events arrange Identify champions/exemplars One to one with researchers

9. OdinPubAfrica, Belgium 23-24 Feb 2005 9 Working with Management Advocacy/solutions more effective when you know the background and tailor to suit Begin with initial knowledge of some areas of a large organization – obtain an organogram of your centre, find out who are the key people in your organization Management policy – mandatory? Identify a management champion

10. OdinPubAfrica, Belgium 23-24 Feb 2005 10 Example of organogram

11. OdinPubAfrica, Belgium 23-24 Feb 2005 11 Working with researchers Bottom up versus top down dissemination –What level do you want to influence? Key ingredient - exploration of web sites and discussions

12. OdinPubAfrica, Belgium 23-24 Feb 2005 12 Sampling of researchers web pages – assessing current practice

13. OdinPubAfrica, Belgium 23-24 Feb 2005 13 Next Strategies Contacting staff already making papers available on personal web sites Journal approach eg. Nature Publisher approach Importing from existing publications databases Depositing Legacy collection of the centre

14. OdinPubAfrica, Belgium 23-24 Feb 2005 14 Exercise ( for 20 minutes ) Is there an organogram of your Centre –On the web or who will you ask for this? Survey your researchers web pages and set up a spreadsheet of statistics –For your survey, will you assess individuals or by research group?

15. OdinPubAfrica, Belgium 23-24 Feb 2005 15 Barriers Whats in a name For author self deposit – – Server must be responsive – Interface must be aesthetically pleasing – Software must be easy to use - navigation – Deposit process – conversion tools – On screen help – offer to help with metadata Creation What is your policy – will you create metadata and deposit full text?

16. OdinPubAfrica, Belgium 23-24 Feb 2005 16 Old document types Rationalised document types

17. OdinPubAfrica, Belgium 23-24 Feb 2005 17 On Screen help

18. OdinPubAfrica, Belgium 23-24 Feb 2005 18 Addressing authors concerns Work load – (central bureacracy, new systems to learn (change overload), file format conversion) –Assisted submission – the library will do it! (medium term) Quality control – loss of peer review. Authors continue to submit articles to high impact traditional journals and also contribute to e-print archives Undermining the status quo –Some editors paid by publishers –Reputations made within the present system –Dislike of anti-publisher stance –Self archive complements status quo

19. OdinPubAfrica, Belgium 23-24 Feb 2005 19 Addressing authors concerns Visibility – compared with web pages –Global search engines now index - Google and Google Scholar Ingelfinger rule - prior publication –Publishers gradually changing (AGU) Authentication – probity (Life Sciences) –Many projects addressing this need Preservation –Implicit, Secure storage, migration Copyright!

20. OdinPubAfrica, Belgium 23-24 Feb 2005 20 Persuading staff to deposit content Depositing content in the repository will make it more accessible and therefore more visible If other institutions do the same this will mean greater access to more of the published literature Issues relating to scholarly communications crisis Positive slant important

21. OdinPubAfrica, Belgium 23-24 Feb 2005 21 Benefits of an Institutional Repository Provides Institutional information asset management Defines Institutional sources of research Identifies Institutions value to funding sources Raises the profile of the Institution Institutional research more visible, more impact and available in electronic form – cited more (Lawrence: Nature) Contributes to national and global initiatives which will ensure an international audience for Institutions latest research. (Other universities are developing their own archives which, together, will be searchable by global search tools)

22. OdinPubAfrica, Belgium 23-24 Feb 2005 22 Why researchers should deposit content To make their research more visible and available in electronic form To promote their work and that of other academics within your community To use it as a secure store for your research publications - which can help you to respond to the many requests for full text and publication data To contribute to national and global initiatives which will ensure an international audience for your latest research (other universities are developing their own archives which, together, will be searchable by global search tools)

23. OdinPubAfrica, Belgium 23-24 Feb 2005 23 Benefits to researchers Wide dissemination –papers more visible –cited more Rapid dissemination Ease of access Cross-searchable Value added services –hit counts on papers –personalised publications lists –citation analyses

24. OdinPubAfrica, Belgium 23-24 Feb 2005 24 Benefits to Organization and Researchers Secure storage of publications –including also theses and dissertations, technical reports Links to projects and web pages Research reporting Interdisciplinary research Organizations profile Discipline visibility Researcher profile Full text content freely accessible link to learning and teaching Increased citations Articles freely available online are more highly cited. For greater impact and faster scientific progress, authors and publishers should aim to make research easy to access Nature, Volume 411, Number 6837, p. 521, 2001 Steve Lawrence Online or Invisible?

25. OdinPubAfrica, Belgium 23-24 Feb 2005 25 Creating Exemplars Helping individuals with their CV – potential for additional tailoring Developing visibility aids for individuals and schools Updating home page and group research pages Interdisciplinary work – saving deposit time Value added information

26. OdinPubAfrica, Belgium 23-24 Feb 2005 26 Value added services you can offer Metadata enhancement –E-journal URL –URL for conference –ISBN –Abstract cut and paste –Metadata quality check

27. OdinPubAfrica, Belgium 23-24 Feb 2005 27 Real benefit of adding a link to your web page – auto update

28. OdinPubAfrica, Belgium 23-24 Feb 2005 28 Secure storage and visibility – branding

29. OdinPubAfrica, Belgium 23-24 Feb 2005 29 ODINPubAfrica – need Organization logos - Branding

30. OdinPubAfrica, Belgium 23-24 Feb 2005 30 Advertising research – by web site and screen at entrance

31. OdinPubAfrica, Belgium 23-24 Feb 2005 31 Is my paper there?

32. OdinPubAfrica, Belgium 23-24 Feb 2005 32 Hot off the screen!

33. OdinPubAfrica, Belgium 23-24 Feb 2005 33 Linking to bookseller – search inside bonus

34. OdinPubAfrica, Belgium 23-24 Feb 2005 34 Interdisciplinary research – enter once only

35. OdinPubAfrica, Belgium 23-24 Feb 2005 35 Benefit of high profile in ODINPubAfrica – Google and Google Scholar ………..

36. OdinPubAfrica, Belgium 23-24 Feb 2005 36 Global open archive search – OAIster http://oaister.umdl.umich.edu/o/oaister

37. OdinPubAfrica, Belgium 23-24 Feb 2005 37 IAMSLIC Marine Science Harvester Marine Science Institutional e-Print repositories IAMSLIC Marine Science e-Print Service Harvester (General) Regional e-Print Repository OdinPubAfrica ArXiv (Atmos & Oceanic Physics) User searching OAI-PMH

38. OdinPubAfrica, Belgium 23-24 Feb 2005 38 Summary Gaining content –Departmental and library champions –Outreach: workshops and publicity material –All-inclusive policy – research output, researchers –Ownership by views with institutional support –Copyright transfer advice and deposit agreement Ideas for Incentives – Export to: Webpage, personal bibliographic software –Enhanced metadata = complete citations –File conversion software –Opportunity for enhanced versions –Secure and curated storage –One input to supply publications output for a variety of requirements Community partnerships –Service departments (IT, Legal), Researchers

39. OdinPubAfrica, Belgium 23-24 Feb 2005 39 Gaining Content Range of strategies necessary – no single solution

40. OdinPubAfrica, Belgium 23-24 Feb 2005 40 Learning & Teaching workflows Research & e-Science workflows Aggregator services: national, commercial Repositories : institutional, e-prints, subject, data, learning objects Data curation: databases & databanks Institutional presentation services: portals, Learning Management Systems, u/g, p/g courses, modules Validation Harvesting metadata Data creation / capture / gathering: laboratory experiments, Grids, fieldwork, surveys, media Resource discovery, linking, embedding Deposit / self- archiving Peer-reviewed publications: journals, conference proceedings Publication Validation Data analysis, transformation, mining, modelling Resource discovery, linking, embedding Deposit / self- archiving Learning object creation, re-use Searching, harvesting, embedding Quality assurance bodies Validation Presentation services: subject, media-specific, data, commercial portals Resource discovery, linking, embedding Linking Vision for the future

41. OdinPubAfrica, Belgium 23-24 Feb 2005 41 Exercise In two groups Design an ODINPubAfrica leaflet or poster