William J Nixon Setting up a Repository

Introduction Key Features to consider (and review) Wide Range of Technology Available –Best fit for purpose –Clear vision of the repository’s role Open Source and Commercial Options Technology, Hardware and Skills Summary

Key features to consider (or review) Ease of installation and configuration Support for non-English language sets Search and Browse Authentication and Access Control File Formats Document Types Import and Export Options Persistent Identifiers Standards and Protocols Administration Technical Support Development and Integration

Ease of installation and configuration Technical Staff and Support Software Choice Customisation Choices –Branding At Glasgow –More experience with Perl and Apache [Eprints] –Less experience with Java and Tomcat [DSpace]

Ease of installation and configuration: Questions How easy is the software to install and set- up? What degree of customisation and configuration is required? How much local "branding" can be done?

Search and Browse Key Access Points Simple and Advanced Searches Fulltext searching Range of Browse Views –Staff –Department –Subject –Document Type

Search and Browse : Questions How frequently is the repository indexed? Is full text searching available? Can a variety of browse views be created?

Authentication and access control Authentication and Access are important Repositories can provide a range of options Authentication can ensure only appropriate users can deposit content Access control can ensure only authorised users can view content Range of control for records and individual items

Authentication and access control : Questions Can the repository be integrated with existing authentication systems such as LDAP? Can you limit access to particular items or content in the repository? Will items be made freely available automatically after an embargo period?

Document Types Pre-configured Document Types Impact on the Workflow and Metadata Glasgow’s Enlighten services uses: –Journal article –Book –Book Chapter –Conference Proceeding

Document Types : Questions What default document types are available? Can document types be easily added (and removed)? Can different workflow options and displays be applied for different content types or collections?

File formats Range of formats which can be supported How easy is it to add new file formats? What level of support will be provided to formats? What preservation options will be in place?

Import and Export Options Range of import and export options –Bibliographic software –Text formats Metadata and full text Bulk importing –Records imported from Reference Manager at Glasgow into Reference Manager –Metadata only with full text added by staff

Import and Export Options : Questions What kind of options are available for the bulk importing of metadata? Can data be captured from sites such as arXiv [Physics] or Pubmed [Medicine]? Can full text objects be ingested?

Persistent Identifiers Unique and persistent ID for material Provides a URL independent from the record’s location in the Repository Range of systems available e.g. Handle Local repository implementations Hilse and Kothe, (2006) "supporting persistent identification requires administrative effort and commitment." Is a persistent identifier system built into your repository?

Screenshot: CalTech Coda

Standards and Protocols Repositories should be interoperable –OAI Protocol for Metadata Harvesting –Dublin Core Metadata (Qualified?) Additional Standards –Z39.50 –METS (Metadata Encoding and Transfer Standards) Range of Metadata –Descriptive –Structural –Administrative

Administration User Interface Access and Permission Issues User Statistics

Administration : Questions Can administration of the repository be devolved to other users or to specific collections? How easy is it to manage permissions and collections Is data such as statistics available via the repository? Can you generate reports on material deposited?

Technical Support General Maintenance Service Contracts Customisation and Code Changes Back-ups and Disaster Recovery Wide range of User Support tools: –Mailing lists –Wiki’s –Blogs

Technical Support : Questions What technical support staff will be available? How frequently will the repository be backed up? Is there a disaster recovery plan in place? Who is going to fix it if it breaks? –Local Support? –Vendor ?

Development and Integration : Questions Is there a clear product development path? –1 year, 5 years down the line Who sets that development path? –Community? –Vendor? Will you have a development/test server? What will be the relationship between the Repository and other institutional services be? e.g.: –Library Catalogue –Virtual Learning Environment –Publications Database –Active Directory / Authentication systems

Examples: Integration with Library Catalogue Millennium (Innopac) at Glasgow: –OpenURL Resolver targets –856 field linked to Enlighten –Importing Theses Dublin Core records Federated Searching –Repositories as targets (2009) Encore –Harvesting records from Enlighten (2009)

Screenshot: Catalogue Record

Value added services Alerting features – or RSS Usage statistics –Records accessed and downloaded Ease of embedding content elsewhere e.g. –Faculty CV’s –Reading lists within learning environments Open Access journal publishing platform Virtual Journal e.g. Lund Medical Journal

Screenshot: RSS

Screenshot: Downloads

Screenshot: Record Downloads

Wide Range of Software Models Open Source –EPrints –Dspace –Fedora etc Commercial Vendors –Digital Comons –NewGenLib –Innovative Symposia Hosted Services –Open Repository [Dspace] –EPrints.org [Eprints]

Repository Software Use in the UK

Repository Software Use Worldwide

Technology Costs Hardware –Server, Backups, Network Software –Open Source, Commercial, Licencing Variable costs include: –Development –Administration –Maintenance –Training

Technology used at Glasgow Range of separate technologies Library Management System (1996) –Millennium from Innovative Interfaces Inc –Encore (2008) Institutional Repository Software –ePrints (2001) and DSpace (2002) –Focus is now on ePrints as the Enlighten Service IR Development is collaborative –Support from University’s IT Services Department –Servers hosted and backed up by IT Services

Hardware Considerations Should exceed software recommendations Linux / Unix Server most common hardware Provide a robust infrastructure –Network / Access –Backups –Disaster Recovery –Scalability Technical Support Development server

Hardware at Glasgow During DAEDALUS –Sun Fire Server –Solaris OS – brought installation challenges –4 Gbytes of Memory, 12 x 36 GB Disks Post-DAEDALUS –Moved to Linux server in 2006 –EPrints and DSpace developed on Linux –Eprints, DSpace and Theses run on the same server Enlighten –Set-up and installed on our third Sun server (Late 2008) – using Mandrake –Eprints installed and data migrated

Skills Sets at Glasgow Eprints - –Perl –Unix / Red Hat Linux –MySQL DSpace - –Java –Tomcat –Unix / Red Hat Linux Maintenance/Support provided by University’s IT Services Department DSpace

Summary Care needs to be taken to ensure the software chosen will address your needs Critical to match the IR needs with appropriate staff resources Do not underestimate the importance of local branding and customisation When the service goes live: –Have a test server for development/upgrades –Provide a robust infrastructure including regular back-ups

References Creating an Institutional Repository: LEADIRS WorkbookCreating an Institutional Repository: LEADIRS Workbook RSP – Setting up Repositories guidanceRSP – Setting up Repositories