1. Creating an Institutional Repository
Jessie Baldwin & Adrienne Fedyna
IST 618, Prof. Raed Sharif

2. Outline Introduction to Institutional Repositories (IR)
A look at IR evolution
Steps to create an IR
Needs and considerations
Examples of IRs
Advantages of IRs
Potential Issues
Summary
Resources

3. What is an Institutional Repository?
An Institutional Repository (IR) is a collection that organizes and circulates digital content.
The mission of an IR is to “collect, preserve, and make accessible the intellectual output of faculty and students.”
(Source: Watterworth, p. 27)

4. What are they used for? “Open access to research outputs”
“Supporting digital publishing initiatives”
“Aim for the preservations of content”
(OASIS, 2009)
They are also important for the management and dissemination of knowledge and are becoming popular vehicles for open access trends in academia.

5. Why are IRs so important?
IRs provide a scholarly community with access to organized digital content.
Serves as digital preservation
Electronic records and digital files are becoming more and more prevalent. IRs provide order and access to these materials.
IRs are important for the “managing and dissemination of a university’s intellectual property as part of its information assets strategy.”
(Source: Buehler, p. 383)

6. Facts & Statistics
In 2007, 55% of the Association of Research Libraries had operational IRs.
IRs are growing in numbers due to the rising costs of serial subscriptions and changes in technology.
(Sources: Watterworth, p. 25; Palmer, p. 143)

7. Stakeholders & Beneficiaries
Stakeholders consist of:
Users
Providers
Moderators of academic communications
Benefactors consist of:
University communities
Scholars

8. Basic Characteristics
(Source: Palmer, p. 149)

9. A Look at IR Evolution
For a fun view of the evolution of IRs, take a look at the following satire, The Genesis of Repository Policy:

10. Steps for Creating an IR
Identify the need
Create a plan (assess need, research, budget, marketing, etc)
Establish policy
Implement the plan (software, collect content, etc.)
Assess & evaluate the success of the IR and make any necessary adjustments

11. Needs & Considerations
The following areas should be considered when creating an IR:
Policy Requirements
Technical Requirements
Financial Requirements
Copy Rights Issues
Content Organization & Formats
Importance of Metadata
User awareness and training

12. Policy Requirements IR policy must support the following functions:
Preserve
Organize
Access
Distribution
When developing policy, it’s important to determine the evidence that would support the needs for an IR and the risk involved.
(Source: McKelvy, p. 103)

13. Inclusive Policy
Inclusive policies detail which materials will be added to the repository (i.e., peer-reviewed works, faculty work, student work).
Deciding to enact an inclusive policy for the repository materials will guide the focus.
(Source: Bankier, p. 247)

14. Technical Requirements
A variety of software & data management tools are needed.
Simple IRs can be created using Microsoft Sharepoint, spreadsheets, etc.
Technology is key to the success of an IR.

15. News Gathering Software
News gathering software is required for the development of an IR.
Several main formats:
Format
Description
Category-based
Users can select a category and capture news from that category
Website-based
Captures all the news from select websites.
Keyword-based
Captures news from user-defined keywords.
Search engine-based
Uses search engines to capture the news on a regular basis.
(Source: Laxminarsaiah, p. 279 )

16. Software Requirements
Software must fit three criteria:
“Available as an open source license”
“Comply with the latest version of OAI metadata harvesting protocols,” as digital materials are organized by metadata.”
Currently available to the public
(Source: Laxminarsaiah, p. 281)

17. IR Software Programs Program Use Website Archimede
Designed to support multilingual IRs
CERN Document server software
Large IRs with different types of repositories
DSpace
Community-based content
Greenstone
Building & distributing digital content
E-prints
For a large user community
(Source: Laxminarsaiah, p. 281)

18. Financial Requirements
Financial requirements to consider:
Staff- People are needed to create & maintain the IR
Technology costs- software, programs, etc
Subscription costs- news gathering services
Maintenance costs- web service costs
A physical space is also recommended. This would allow for both community and individual ventures.
(Source: McKelvy, p. 103)

19. Content Organization The Four Types of Content in an IR:
“institutionally defined
scholarly
cumulative and perpetual and
open and interoperable” 
(Source: Genoni, 2004)

20. Content Organization
(Source: Bankier, p. 248)

21. Formats The format depends on the type of collection. For example:
Newspaper clippings are saved in HTML format
Lectures and speeches are uploaded as Microsoft Word documents
Conferences are video captured in MPEG format
Government documents are uploaded in PDF format
(Source: Laxminarsaiah, p. 285)

22. The Importance of Metadata
Institutional Repositories are so diverse that having specific and correct metadata is crucial for finding specific articles accurately.
(Source: CARLABRC, 2002)

23. Metadata
Since much of the software is operating with metadata, “getting the metadata right is fundamentally important for a repository.”
(Source: CARLABRC, 2002)

24. User Awareness & Training
There are two kinds of jobs
for creating and running an IR:
“Repository Manager- manages the ‘human’ side of the repository
including content policies, advocacy, user training and a liaison with a wide range of institutional departments and external contacts.”
“Repository Administrator- manages the technical implementation, customization and management of repository software
[also] manages metadata fields and quality, creates usage reports and tracks the preservation issues”
(Source: OASIS, 2009)

25. Real-life Examples Institutional Repository Website
Duke Law Faculty Scholarship Repository
KU ScholarWorks
Nellco Legal Scholarship Repository
Pace University School of Law
University of Georgia School of Law
University of Maryland School of Law
(Source: Watson, 2007)

26. Important Considerations
An Institutional Repository…
Is a financial investment
Takes time and energy from staff
Has to be marketed properly in order to encourage use
Must be kept pertinent and current
Must be sure the need matches the IR type
(Source: Zayac, 2011)

27. Advantages of IRs Up to date and authoritative information
University libraries don’t have to repurchase articles published by their own faculty and student body
Preserves digital materials
Creating connections between individuals working in the same field

28. Summary
Establishing an IR is an efficient way to organize and preserve material.
IRs are useful when circulating a large amount of digital content.
A great source for open access materials.
Metadata is a building block to an IR.
IRs are increasing in numbers since they are more cost effective.

29. Resources
Bankier, J., & Smith, C. (2010). Repository collection policies: is a liberal and inclusive policy helpful or harmful?. Australian Academic & Research Libraries, 41(4), Retrieved from Library Lit & Inf Full Text database. Buehler, M. A., & Trauernicht, M. S. (2007). From digital library to institutional repository: A brief look at one library's path. OCLC Systems and Services, 23(4), doi: / CARLABRC. (2002). A guide to setting-up an institutional repository. Retrieved from Genoni, P. (2004). Content in institutional repositories: a collection management issue. Emerald, 25, doi: / Laxminarsaiah, A., & Rajgoli, I. U. (2007). Building institutional repository: An overview. OCLC Systems and Services,23(3), doi: / McKelvy, D. (2011). Starting, strengthening, and managing institutional repositories. Journal of the Medical Library Association, 99(1), Retrieved from OASIS. (2009). Establishing a repository. Retrieved from Palmer, C. L., Teffeau, L. C., & Newton, M. P. (2008). Strategies for institutional repository development: A case study of three evolving initiatives. Library Trends, 57(2), Retrieved fromhttp://search.proquest.com/docview/ ?accountid= Watson, C.A. (2007). Carpe diem: establish an institutional repository for your organization. LLRX. Retrieved from Watterworth, M. (2009). Planting seeds for a successful institutional repository: role of the archivist as manager, designer, and policymaker. Journal of Archival Organization, 7: 1, 24 — 32. Zayac, W. (2011). Issues of institutional repositories. The Atlas of New Librarianship. Retrieved from
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