1. e-publications@RCSI RCSI institutional repository http://epubs. rcsi
RCSI institutional repository using Digital Commons
Jenny Byrne
Royal College of Surgeons in Ireland
“The times they are a changing!” Scholarly communication in the 21st Century.
Seminar, 4 December 2009, Dublin Institute of Technology

2. Institutional repository options
Set up software choice:
Open source software
e.g. DSpace, EPrints, Fedora etc.
Off-the shelf hosted product
e.g. Digital Commons, Open Repository (from BioMed Central)

3. Hosted solution
Digital Commons (by Berkeley Electronic Press - Bepress) is a fully hosted solution. Based in California, they provide:
software
hardware
storage space
software upgrades
set-up support and training
…..so the IR can be setup and maintained by library staff in conjunction with Bepress staff

4. Setup basics Client fills in a setup form, including:
desired repository name
desired URL
logo
custom design requests
Bepress use this information to develop an initial web interface to the IR
Client can work with Bepress to modify the interface
Initial setup can be carried out quite quickly (i.e. in weeks)

5. Local IT requirements
Not much local technical knowledge needed for setup
RCSI IT Dept set up web address (epubs.rcsi.ie) and redirect of this to Bepress server

6. Staff skills for use of Digital Commons
Repository manager/primary administrator – good PC skills, metadata management, content policy*, training*, usage reports* (as well as advocacy*, liaison*, etc.)
Repository administrators need good PC skills (experience of online form-filling, good use of Word, internet, good editing abilities)
* SHERPA Document: Institutional Repositories: Staff and Skills requirements

11. Communities and series
Initial setup: repository manager sent list of required communities, sub-communities and series to Bepress
RCSI repository manager now sets up our own communities, etc.

12. Mediated-, self- and batch-submission
At present RCSI repository administrators submit on behalf of authors
Self-submission by authors is possible
Submitted item is held in an admin area for approval by repository administrators
Also possible now to batch import using an Excel file

13. Submitting an item – standard and customised fields
Standardised web-based form – straightforward to use (but suggest having a standard operating procedure)
Standard fields e.g.:
Title
Authors
Abstract
Document type
Publication date
PubMedID – can be used to pre-populate the submission form
Bepress can add other fields that you may want e.g. DOI Link, Customised citation, PubMedID
Upload file (from your computer, a remote site, etc.)

14. Submitting an item…continued
Word documents converted to PDF
Each submission has its own web page
Also possible to upload images, sound and video files, data sets, and executable files

15. Revising submissions
Not quite as straightforward as submitting an item
Web-based administration area – not as intuitive as the submission form – takes getting used to!

16. Usage analysis
Basic usage reports provided e.g. daily, monthly, yearly hits for items
Can be set up with Google Analytics e.g. visits, pageviews, pages/visit, countries visiting, top content, traffic sources, search keywords used

17. Data Harvesting and Feeding
indexed by Google and Google Scholar
OAI (Open Archives Initiative) compliant

18. Cons… but not too bad!
Support based in California – potential delays in communication between client and support.
However support now available from around 4pm GMT so RCSI’s experience is that this does not have a negative impact
Design of interface carried out by Bepress – perhaps may not be able to customise interface exactly as you want
Any possible interface changes cannot be carried out straight away – dependent on external support (and so take more time)
Web-based administration area – could be better

19. Cons…continued
Initial setup of communities and series needed to be done by Bepress. Now can add our own.
Communities and series – administration can get unwieldly. Also not possible to delete these.
New metadata fields need to be sent to Bepress for setup
May not be possible to integrate with local systems, e.g. research database
However, can batch upload to - Excel import tool

20. References/further information
RCSI institutional repository
DIT institutional repository
Digital Commons by Bepress
SHERPA Document: Institutional Repositories: Staff and Skills requirements
IUA IREL-Open Project