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Gaining Content experiences at the University of Southampton Pauline Simpson Head of Information Services Southampton Oceanography Centre OdinPubAfrica.

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Presentation on theme: "Gaining Content experiences at the University of Southampton Pauline Simpson Head of Information Services Southampton Oceanography Centre OdinPubAfrica."— Presentation transcript:

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

2 OdinPubAfrica, Belgium Feb 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 Feb 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 Feb 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 Feb ? 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 Feb 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 Feb 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 Feb 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 Feb 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 Feb Example of organogram

11 OdinPubAfrica, Belgium Feb 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 Feb Sampling of researchers web pages – assessing current practice

13 OdinPubAfrica, Belgium Feb 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 Feb 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 Feb 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 Feb Old document types Rationalised document types

17 OdinPubAfrica, Belgium Feb On Screen help

18 OdinPubAfrica, Belgium Feb 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 Feb 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 Feb 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 Feb 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 Feb 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 Feb 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 Feb 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 Feb 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 Feb 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 Feb Real benefit of adding a link to your web page – auto update

28 OdinPubAfrica, Belgium Feb Secure storage and visibility – branding

29 OdinPubAfrica, Belgium Feb ODINPubAfrica – need Organization logos - Branding

30 OdinPubAfrica, Belgium Feb Advertising research – by web site and screen at entrance

31 OdinPubAfrica, Belgium Feb Is my paper there?

32 OdinPubAfrica, Belgium Feb Hot off the screen!

33 OdinPubAfrica, Belgium Feb Linking to bookseller – search inside bonus

34 OdinPubAfrica, Belgium Feb Interdisciplinary research – enter once only

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

36 OdinPubAfrica, Belgium Feb Global open archive search – OAIster

37 OdinPubAfrica, Belgium Feb 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 Feb 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 Feb Gaining Content Range of strategies necessary – no single solution

40 OdinPubAfrica, Belgium Feb 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 Feb Exercise In two groups Design an ODINPubAfrica leaflet or poster

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