Presentation on theme: "Jackie Knowles Repository Support Officer Steve Bailey"— Presentation transcript:
1Institutional repositories and records management: overlaps, obstacles & opportunities Jackie KnowlesRepository Support OfficerSteve BaileySenior Advisor, JISC infoNet
2Contents/Intro What is a repository? The repository scene The JISC perspectiveInstitutional repositoriesStakeholdersBenefitsTypical contentFunctionalityKey issuesThe future
3What is a repository?At root they are mechanism for managing and storing digital content.But should be considered more as a set of services which are offered to the academic community.Repositories can be institutional or subject based.
4Repositories worldwide Verbally give figures:951 repositories worldwide (figures vary slightly between statistical services because of how repositories are defined)
5Repository growth over time Included to illustrate that this is a recent development – all very new and cutting edge.
6Distribution by country Point out UK proportion – UK is showing strong leadership when it comes to repositories. We only represent about 1 % of the worlds population.
7Repositories in the UK Verbally give figures: 106 repositories in the UK, 2 in Wales, Glamorgan/RWCMD coming on stream as we speak
8JISC investment in repositories JISC have a repositories and preservation programme through which they are making a £14m investment in Higher Education repository and digital content infrastructure.Heery, R. and Powell, A. (2006) Digital Repositories Roadmap: Looking Forward Accessed 3rd December 2007.
9JISC investment in repositories Main initiativescross-searching facilities across repositoriesfunding for institutions to develop a critical mass of contentpreservation solutionsadvice for the development of repositories.Funding lots of projects and research.
10The RSP High level representation Funding councils / publishers etc High-level advocacyPresentations / materials aimed at senior managersRepositoryestablishmentTechnical SupportDSpace &ePrintsEncourage usePresentations / materials for researchers / teachersGrassroots advocacyPresentations / materials for researchers / teachersEncourage re-usePresentations / materials for service providersMore repositories, more content, more use of content and more re-use of content.Repository Administrators Support to run repositories (e.g. preservation)
11The RSP co-ordinate and deliver good practice provide guidance and adviceActivitiesOutreach programmeOn-site supportEnquiry serviceWeb siteBriefing papers
12So back to Institutional repositories Institutional repositories are concerned with intellectual output …CollectingPreservingManagingAccessibilityRe-useBased on open standardsMention *** IR store content and a metadata record for each item contained within.
13Main repository features Submission formsUser areaLicences & terms and conditionsMetadata recordsFull text of items (optional)Search and browse functionality
16HarvestingMost traffic coming to an IR comes via Google and other search engines.Harvesting and exposure of information to the wider world is a key element.So cannot talk for very long about repositories before mentioning Open Access …
17Open Access Traditional research publishing Open access Publically funded but readership limited by economies.Authors signing away rights.Publisher monopolies.Open accessEncourages a wider use of information assets and increases citations.Makes information freely accessible to anyone in the world using an internet connection.Potential readership is far, far greater than that for articles where the full-text is restricted to subscribers.Explain this is where IRs come from but that additional drivers for creating them are now appearing, as subsequent slides will illustrate
18Key stakeholders in a repository Senior managementAcademics as authorsAcademics as usersRepository staffLibrary, IT and other support staffPublishersFunding agenciesGeneral publicExplain we will concentrate on the two key stakeholder groups in bold for this session.
19Benefits to institutions ManagementMarketing showcaseCollection stewardshipConsistency of data collectedEconomies of scalePreservationManagement information toolRAEQAA auditCompetitor analysis tool
20Benefits to authors Academic authors Visibility Impact Recognition Usage feedbackDiscussionCollaborationCareer development
22Types of content in UK repositories Research often a key driver for setting up repositories – UK research of significant economic importance, figures from the OECD show the UK has :9% of worlds scientific publications12% of citationsBut only 1% of the populationBut other content types are significant – e-theses, teaching and learning.
23Administrative documents Main focus of repository development to date has been on research outputs and thesesAlthough JISC funding has gone towards some records management specific projectsKings College LondonUniversity of Plymouth RepositoryOthers?
24A note about preservation The accessibility agenda is more prominent in the repository community - at the moment.… someone else will deal with it!National solutions?Preservation policies are encouraged
25What are the issues? For senior managers: Resources Awareness Culture changePolicy frameworkMandates
26What are the issues? For academic authors: Awareness Rights (confusion and misinformation)TimeComplexity of metadata requiredFinal versions of their papersDifficultyApathy
27What are the issues? For repository staff: Awareness Defining a metadata schemaDefining workflows and the level of mediation needed for submissionManaging copyright and intellectual property rightsAdvocacy
28Challenges for the sector Lots of material we could collectLots of different stakeholdersInstitutions often have multi-centred power hubsTo mandate or not to mandateDefining success …. the numbers game!
29Top UK repositories Cambridge (189,216) Southampton (27,328) Open University (5,986)UK average about 300Aberystwyth (274 items)Cambridge skews the average proper but they’ve had lots of money and done lots of things with images etc – so the average given here is the median value, more indicative of average content.
30Challenges for the sector The cultural challenge is uppermost in people’s mindsEmbedding this in the academic or institutional workflowBut … technology is moving forwardWeb 2.0
31Organisation Resources The balancing actTechnologyOrganisation Resources
32The future Lots of best practice and case studies out there Tools are available, for exampleRomeo & JulietOpenDoar Policies ToolRepository community now being establishedJISC is making a significant investment in this areaHelp and support mechanisms emerging, such as the RSP!
35Background (a personal perspective) C.2003 ‘Sudden’ and ‘rapid’ rise in profile of the repository agenda within JISCA watching brief maintained + formal/informal discussions with those responsibleAlways with a series of questions in mind:What is the overlap with RM, now & in the future?Are we trying to achieve the same things?Is it a threat, opportunity or irrelevance to RM?To what extent do repositories need RM & how do we prevent them re-inventing the wheel?
36Findings There are fundamental differences: Drivers (open access etc)Reflected in technical priorities (inter-operability not retention mgt for example)StandardsPractitioner communityUser community?Content?But there is also much in common…
37Similarities Both: relate to the management of information are primarily concerned with internal informationrequire a combination of technology, policies, procedures & user behaviourrely on the participation & engagement of the userinvolve resource discoveryimpose centrally-determined controls around the behaviour of informationMay require access to digital content in the medium-long term
38Regardless of their content… Key RM questions & concerns which may (should?) be of interest to the IR communityRegardless of their content…
39Controlling the content How is the content of an IR defined & by whom?When in its lifecycle is content deemed appropriate for inclusion?E.g. drafts or final contentWho is able to add content?
40Regulating retentionWho defines how long the contents should be retained?Based on what criteria?Is this consistent with the corporate retention schedule?Is the deletion process controlled, complete and auditable?
41Preserving the provenance How is the link preserved between the content and the process which created it?How is the link preserved between content in the repository & related content held elsewhere?How is the provenance of who created the content, when, why & how captured?
42Other RM considerations Where is the metadata sourced from?Free text?Internal pick list?Shared, verifiable external resource?Protecting the evidential valueEnsuring qualities of authenticity, integrity & non-repudiationPreservation planningAppropriate choice of format, media, strategy etcAppraisal: identifying what is worth preserving
43Possible areas of overlap (competition?) IR ‘scope creep’ into capturing business recordsProject proposals, grant applications, financial reporting…Institutional Repository vs EDRMSShould this content be in / managed by your EDRMS?Or will they be two separate stove-pipesIR’s may beat RM for resourcesMore directly relevant to core institutional activityDirect backing from important stakeholders (RC/FCs)Heavy backing from JISC & othersBuild a national infrastructure of interoperable digital repositories (addressing institutional, subject and learning object repositories)
44SummaryWork on institutional repositories is, or will be, happening within your institutionThey may need your helpWe may well have the answers to some of their problemsThere may be issues regarding respective scopes & remits to be resolved…and soonThere may be opportunities for records managers to increase their profile & impact