1. Institutional Repositories and the SHERPA Project Bill Hubbard SHERPA Project Manager University of Nottingham

2. SHERPA - Securing a Hybrid Environment for Research Preservation and Access development partner institutions –Nottingham (lead), Edinburgh, Glasgow, Oxford, Leeds, Sheffield, York; the British Library and AHDS associate partner institutions –Birkbeck College, Birmingham, Bristol, Cambridge, Durham, Imperial College, Kings College, Newcastle, Royal Holloway, School of Oriental & African Studies, University College London

3. Definitions eprints institutional repositories open access

4. Practical issues establishing an archive populating an archive advocacy & changing working habits copyright & IPR maintenance preservation costs

5. Establishing an archive technically straight forward free software - EPrints.org, DSpace and others standard server needs integration into institutional systems & services collections policy

6. Serving the academic community different disciplines and research cultures –pre-prints - post-prints - book chapters - working papers librarians see the collection en masse - the repository academics see the collection in the particular it is a service to academics and their needs repository structure gives operational efficiency

7. Repository basis single institutional repository multiple repositories within single institution shared repositories between institutions –White Rose Partnership –London LEAP

8. Populating an archive authors archive their articles –supplementary to current practice –easy to adopt in principle –assistance is available departments archive their research –natural unit of organisation –helps research profile depositing service –centralised control of process

9. Advocacy and working habits awareness-raising through to focussed support most effective in small subject-base groups offer assistance in initial stages scalability of depositing service

10. Copyright & IPR requires rights to archive an eprint –authors often sign away copyright completely –check publishers Copyright Transfer Agreement –use SHERPA/RoMEO list repository needs rights for preservation long-term –takes on responsibilities for access issue of IPR control –institutional and personal IPR

11. Maintenance technical maintenance deposition of eprints as part of working life service and support maintenance

12. Preservation what is preserved ? how long it is preserved ? in what form ?

13. Costs - installation Software £0 Server £1,500 Installation (5 days) £600 Customisation (15 days) £1,800 Total per institution £3,900

14. Costs - population Advocacy –depends on programme Policy change –depends on amount and type of lobbying Support for academics in adopting deposition role –depends on type and level of workshops/ advice/ instruction Supported archiving service (if required) –1FTE repository officer £30,000 per year

15. Costs - maintenance Technical support –absorbed by institutional IT services Upgrades/migrations –£3,900 every 3 years

16. Costs - preservation significant costs for digital preservation applies to all digital objects applies to this research material wherever it is held –if publishers provide this, then how much will access cost institutions?

17. repositories set up in each partner institution papers being added negotiations with publishers discussions on preservation of eprints work on IPR and deposit licences advocacy campaigns sharing experiences and formulating strategies SHERPA - progress

18. Futures repositories can work in tandem with –traditional journals –OA journals –overlay journals –peer-review boards possibilities to enhance research outputs –multimedia outputs –data sets –developing papers

19. Summary open access repositories are good for research institutional repositories offer the best solution repository structures and processes can be localised repositories can build incrementally assistance is available

20. http://www.sherpa.ac.uk bill.hubbard@nottingham.ac.uk