Enlighten: integrating a repository with University systems and processes Morag Greig Advocacy Manager- Enlighten University of Glasgow UKCoRR meeting 14/08/09

Background Mature and well established institutional repository service at Glasgow (2001-) A hybrid repository with over 5500 records for published research outputs (>2100 full text) Publications policy approved by University Senate in June 2008 (‘mandate’) Policy established Enlighten as both the institutional repository AND the central publications database Key Library engagement and participation in the RAE and the REF Pilot Strong relationships between the Library’s repository managers and the University academic community and research office Recognition that the repository cannot exist as a disconnected data silo

Aims To develop a comprehensive central publications database (2001-) across the University To develop deposit procedures that will enable departments to provide publications data on a regular and ongoing basis To encourage all staff to comply with the Publications Policy and to deposit full text To join up systems and processes so that deposit is easy and data can be re-used for many purposes

Initial visits to departments Initial meetings with Heads of departments/research champions Establish current procedures for collecting publications data Establish how best the department can engage with Enlighten

Multiple sources of publications data and update schedules Reference Manager EndNote Word files Access In-house databases Web pages Monthly Bi-annually Rarely!

Deposit options Self-deposit (two departments) Mediated – some large faculties Proxy – most small to medium sized departments

Training for administrative staff

Enlighten deposit manual

Further visits to departments Presentations at departmental meetings, including demonstrations and time for questions – addressing issues, e.g. versions, permissions etc. Presentations at Faculty level research meetings Presentations are ongoing

Data back filling Data being added for publications back to 2001 Some data being entered manually (extra staff trained to do this) Bulk of data being imported from REF databases (records will require some details to be added) Staff numbers being added retrospectively to older records in Enlighten

Repository enhancements HR database – staff numbers (in place) Single sign-on (institutional integration) Statistics Reporting Automated publications lists (institutional integration with content management system) Two way link-ups with the research system (institutional integration) Deposit alerts More granular editorial roles etc.

Automated publications lists

Integration with research systems Two way links between Enlighten and the Research System (auto-complete and look- up features) Automated alerts from the Research System which highlight to researchers that they must deposit their papers in an appropriate repository, in line with their grant conditions Reports showing Projects/Funders and associated publications

Key elements for success Relationships Strong relationships between repository managers and staff at all levels are vital in supporting the deposit of content. Systems and Processes Technical and administrative processes needed to join-up the existing elements of the research lifecycle which will facilitate the ease of deposit. Policies Management and monitoring of both the University’s Publication Policy and those of our funders to ensure compliance.