3 Outline Background – RSP and repository growth Value of institutional repositoriesSuccess - support, advocacy and integrationPolicies and content typesStaffing and skills
4 RSP Aims More… Support repositories to be fit for purpose, contentSupport repositories to be fit for purpose,Standardised and Sustainablesupport repositories to be fit for purpose, standardised and sustainablere-use of contentuse of content
5 Project history - Initially a 2.5 year JISC funded project September 2006 – March 2009Lead Institution – University of NottinghamPartner Institutions – University of Southampton, Aberystwyth University, Digital Curation Centre (University of Edinburgh), UKOLN (University of Bath).- Second phase April 2009 – July 2012University of Nottingham
9 Finch Report“Barriers to access – particularly when the research is publicly funded - are increasingly unacceptable in an online world.”Image by Tobyotter
10 RecommendationsSupport for publication in open access or hybrid journalsResearch Councils and other public sector bodies funding research in the UK should arrangements to meet the costs of publishing in open access and hybrid journals
11 Is there a place for institutional repositories in a gold open access world?
13 Benefits for institutions Showcase for institutions research outputMarketing mechanism – internally and externallyREF and research management – repositories support processComplies with research body requirements for open access publishingAllows systematic management and preservation of assetsEncourages collaboration and inter-disciplinary workPublic engagement – community, business
15 Benefits for academics Faster disseminationWider readershipIncreased citationCompliance with funders mandatesSecure environment to store own research outputPersonalise services – statistics on downloads, personal profiles/bibliographies
16 “I’ve also had a number of international scholars and research students read my articles and listen to the music I have available in the repository. As a result, I am now pursuing collaborative research projects with music studios and researchers in Mexico and Norway”Monty Adkins, University of Huddersfield
18 3 P’s – from the University of Glasgow We believe that we can also be seen as an institutional exemplar for the benefits of integration between research systems and a repository, particularly in the areas of:People (Relationships)ProcessesPoliciesStrong relationships between repository managers and staff at all levels are vital in supporting the deposit of content. We have extended this work beyond traditional advocacy activities to create active and ongoing partnerships with academic departments and staff working with the repositories.We have run a variety of workshops, met with Heads of Department and addressed departmental meetings. We have worked to address the local content and process needs of departments, for example the journal abbreviations for the Mathematics department.These include technical and administrative processes needed to join-up the existing elements of the research lifecycle which will facilitate the ease of deposit.These include a single sign-on system, a wide range of import and data capture options, including DOI via Crossref and ongoing support for copyright clearance by the University Library. The implementation of clear and sustainable workflows has been a critical factor in the success of Enlighten.With Enrich we have continued to refine our existing policies for deposit and the use of funder data. We have worked closely with Research & Enterprise in this work.PeopleProcessesPolicies
19 Senior management support We felt it [the repository] was a big opportunity for the university to promote its research outputs in many ways it had not done before… we saw the Open Access agenda as a way of supporting that rekindling of promoting the university.” Professor Steve Beaumont, University of Glasgow
20 Senior management support Demonstrate the caseTalk to influential people, make relationshipsUse other institutions as a benchmark – the competitive elementMake the most of drivers – e.g. support for research assessmentSet up a steering group with key people from research, library etcFormal policies approved by key management committees e.g. Research Committee
21 Advocacy Key element of embedding repositories in research culture Increases number of depositsEnsures continuation of resources for the repositoryInteractive – listening is as important as talkingAddress local/departmental concerns – ensure this voice in repository developmentsCultural change is key.
22 Tips for Successful Advocacy Every institution will be differentNo one approach that succeeds for allMessage and medium must be tailoredSelling minutiae to ProVC is doomed to failBe where the academics areAdvocacy isn’t just top academicsAdministrators, support staff, opinion leadersPrepare a two minute pitchWe often to provide too much information – make it attractive, credible, understandable.The REF & other quality assurance auditsA route to your academics’ heartsNew metric based approach suits repository functionalityThe RAE & other quality assurance audits Directly affects personal and professional standing of academics. Academics are used to complying with odd requirements for information in respect to this already. Change to more metric based approach favours IRs as they can offer this data.Advocacy isn’t just top academics support staff, librarians, administrators etc All can convey message to academicsMessage and medium must be tailored to academic level and language Too easy to talk about process when should be covering key issues Common librarian failing to do this. Mandated deposit over voluntary to ensure enough material.Mandates and direction from research funders are especially effective ways to enable cultural change. They want to see an outcome from their investment and OAR items are a very effective way to see that. Very definite views on the importance of dissemination – demonstrates VFM. Solves Academics’ problem of how to show this.
23 Silos are the past…Sources: Flickr, silo by dsearl
24 Integrated and embedded Repositories are the future SwordAPPLDAPUniversity of Glasgow, William Nixon
25 IntegrationWorking towards a culture among researchers which leads them to view the repository as a natural tool for disseminating their research and for raising their profile, which will in turn increase the volume of actual outputs placed in the repositoryEnsuring that the repository is seen by both researchers and senior managers as part of the institutional research infrastructure rather than a separate information or data silo and is properly resourced to fulfil that role
26 IntegrationMaking certain that the process of deposit into the repository forms part of the workflow for research in as seamless a way as possible and avoiding duplication of effortLinking the repository to external systems (such as those of funders) and information sources (e.g. Web of Science), where appropriateFacilitating the search and discovery process to ensure that the repository’s contents are easily found and appropriately linked to other information such as staff profiles
28 Over the past few years, there have been a number of JISC funded projects and other institutional initiatives which have focused the embedding of research repositories into organisational systems and workflows. The results have been documented in websites, blogs, conference presentations etc but they had not been synthesised into a coherent whole.This guide collates this learning and experience into a comprehensive and practical guide on how to embed a repository in an institution. It aims to help institutions get the best value from their research repositories by making sure they are an integral part of the systems, culture and processes – the message is don’t let your repository become a silo, link it in.
34 Other key policiesMetadata Policy- for information describing items in the repository. Access to metadata; Re-use of metadataData Policy - for full-text and other full data items. Access to full items; Re-use of full itemsContent Policy - for types of document and dataset held. Repository type; Type of material held; Principal languages
35 Other key policesSubmission Policy - concerning depositors, quality and copyright. Eligible depositors; Deposition rules; Moderation; Content quality control; Publishers' and funders' embargos; Copyright policyPreservation Policy Retention period; Functional preservation; File preservation; Withdrawal policy; Withdrawn items; Version control; Closure policy
39 Make your repository discoverable Be seen!Implement OAI-PMHRegistering repositoriesBe visible to search engines
40 Be Seen!: implement OAI-PMH OAI-PMH = Open Archives Initiative-Protocol for Metadata“provides an application-independent interoperability framework based on metadata harvesting “Also see: DRIVER Guidelines
42 Be Seen!: be visible to search engines Do Not!Require all visitors to have a username and passwordSet a 'robots.txt' file and/or use 'robots' meta tags in HTML headers that prevent search engine crawlingAccept poor quality or restrictive PDF files Hide your OAI Base URLEnsure you have a 'Browse' interface with hyperlinks between pages Avoid awkward URLs - Many harvesters and firewalls will spit out or block:Numeric URLs - e.g.URLs that use 'https:' instead of 'http:'URLs that include unusual port numbers e.g. :47231Overlong URLs with arguments (any URL containing ‘?’)*http://www.sherpa.ac.uk/documents/ways-to-screw-up.html
43 Types of materials stored in repositories Journal articlesBibliographic references (metadata only)Books, sections and chaptersConference and workshop papersTheses and DissertationsUnpublished reports & working papersDatasetsEducational resources and learning objectsMultimedia and audio-visual materialsSoftwarePatentsRepositories aim to make content accessible to wider user groups - sometimes at a global level.‘Closed’ repositories are designed to support sharing within a specific group and are sometimes described as 'closed'
44 Focus on the creative arts VisibilityShowcasing workPreservationGallery content disappearsPersonal websites go downFrom Constance Howard CollectionFor reuse rights see VADS
48 Using Statistics Show the rate of deposit Number of downloads Where fromTop 10 downloads
49 Usage statistics – University of Huddersfield Many universities are producing reports for different audiences – management reports, for individual researchers.Use of Google Analytics to present a very pictorial view of use.
50 Survey of UK Repository staff 29th July to 5th September 2010SurveyMonkeyDistributed via UKCoRR list215 members (August 2010) and there were 84 respondents.Interviews with a couple of respondents
51 Backgrounds of UK staff 95% first degree74% post grad qualification78.6% library background
53 SkillsLibraries have taken on repositories because of traditional role of cataloguing and information management. And whilst these are important, they are not top of the list of skills identified by staff. In the survey.Communication is the most dominant term – not surprising given that main role of repository staff is to radically alter the process of scholarly communication, with their own interpersonal skills being the key weapon in their armoury. Many of the other skills listed such as the delivery of training and presentations and liaison with other departments in the university are linked to this. Strategic planning, project management and prioritisation were also common themes as well as accuracy and attention to detail. Many people highlighted the need for perseverance also using terms such as determination, patience and persistence. One respondent summed it up as “aka bloody minded obsession”!.
54 Further information on staffing RSP Repository staff and skills setUK Repositories including staffing levels: RSP wikiJISC Recruitment toolkit