1. J. WILLARD MARRIOTT LIBRARY From U-SKIS to USpace: Creating and Using an IR Workflow Tool http://uspace.utah.edu Anne Morrow and Lisa Chaufty

2. J. WILLARD MARRIOTT LIBRARY 2009-10-03Anne Morrow and Lisa Chaufty2 In 2005… University Libraries resolve to actively: “support and promote Open Access publication, utilization, and archiving of scholarly research and resources”

3. J. WILLARD MARRIOTT LIBRARY 2009-10-03Anne Morrow and Lisa Chaufty3 University Libraries Collaborate Educate faculty and librarians –Open Access –Scholarly Communications Launch an Institutional Repository (USpace) –Capture, preserve, and disseminate intellectual capital –Support and promote Open Access Anne Morrow and Lisa Chaufty

4. J. WILLARD MARRIOTT LIBRARY 2009-10-03Anne Morrow and Lisa Chaufty4

5. J. WILLARD MARRIOTT LIBRARY 2009-10-03Anne Morrow and Lisa Chaufty5 USpace Launch: Outreach Plan Presentations –Bridging the Gap: Helping Authors Make the Leap to Open Access, Ownership and Archiving To librarians and staff To faculty and departments Distributing brochures –“Assuring Access, Preserving Over Time” – USpace –“Know Your Copy Rights – What You Can Do” - ACRL –“Author Rights” – Scholarly Publishing and Academic Resources Coalition, aka SPARC Recruit faculty –Curriculum Vitas (CV’s) –Libraries conduct article-level copyright research Anne Morrow and Lisa Chaufty

6. J. WILLARD MARRIOTT LIBRARY 2009-10-03Anne Morrow and Lisa Chaufty6 USpace Launch: Workflow Plan 2 FTEs –Article-level copyright research SHERPA/RoMEO (Publisher copyright policies & self-archiving) –Self-archiving Publisher website Share results of copyright to eliminate redundant research –Metadata application In compliance with best practices –Upload to USpace CONTENTdm Digital Collection Management software (OCLC) Anne Morrow and Lisa Chaufty

7. J. WILLARD MARRIOTT LIBRARY 2009-10-03Anne Morrow and Lisa Chaufty7 As content recruitment increased, the inadequacies of the original workflow model began to emerge

8. J. WILLARD MARRIOTT LIBRARY 2009-10-03Anne Morrow and Lisa Chaufty8 Difficulties associated with original workflow plan Limited staff with many responsibilities –Copyright research, article acquisition, metadata application and upload to collection Growing lag-time between article deposit and availability in USpace –2500+ article bottleneck at point of copyright developed Sharing results of copyright research was inefficient –Methods of copyright capture and storage varied Didn’t allow for involving additional staff

9. J. WILLARD MARRIOTT LIBRARY 2009-10-03Anne Morrow and Lisa Chaufty9 Elements of an ideal workflow Accommodate multiple users Clearly-defined content queues Accountability –Accessibility Archival features –Record of the work on behalf of USpace –Publisher policies archive –Communications storage Bridge to CONTENTdm –Seamless transfer of records into the repository from the workflow Anne Morrow and Lisa Chaufty

10. J. WILLARD MARRIOTT LIBRARY 2009-10-03Anne Morrow and Lisa Chaufty10 University Scholarly Knowledge Inventory System – aka ‘U-SKIS’ My SQL database Authenticated log on ftp upload bridge to USpace Multiple users can work simultaneously Content for repository organized based on OA policy of publisher Stores publisher communications & policies Anne Morrow and Lisa Chaufty

11. J. WILLARD MARRIOTT LIBRARY 2009-10-03Anne Morrow and Lisa Chaufty11 http://libtools.library.utah.edu/irwf/ Anne Morrow and Lisa Chaufty

12. J. WILLARD MARRIOTT LIBRARY 2009-10-03Anne Morrow and Lisa Chaufty12 What’s next? I.U-SKIS in use by an IR Department II.How we use U-SKIS III.Challenges IV.Future goals for USpace

13. J. WILLARD MARRIOTT LIBRARY 2009-10-03Anne Morrow and Lisa Chaufty13 U-SKIS in Use by an IR Department 2 FTEs appointed to work on repository in 2005 reorganized into separate department at J. Willard Marriott Library Institutional Repository Department formed (February 2008) –Currently 4.5 FTE: coordinator, workflow supervisor, two workflow specialists, metadata cataloger) –All employees use U-SKIS for most of each workday: it’s our bridge to CONTENTdm and our lifeline to the UScholar Works collection

14. J. WILLARD MARRIOTT LIBRARY 2009-10-03Anne Morrow and Lisa Chaufty14 How We Use U-SKIS, 1 Shared workspace Delineates and clarifies departmental workflow Log of 5900 citations, growing daily Repository Publisher policies Faculty Vitas and their permissions to archive Backup of PDFs uploaded to UScholar Works –Great benefit for scanned items Permissions received from publisher

15. J. WILLARD MARRIOTT LIBRARY 2009-10-03Anne Morrow and Lisa Chaufty15

16. J. WILLARD MARRIOTT LIBRARY 2009-10-03Anne Morrow and Lisa Chaufty16 How We Use U-SKIS, 2 Accountability aid External: each scholarly work is tracked and can be reported on at any moment –Why is this article not archived as my others are? Internal: view transactions by staff member –How much work is getting done? –How much work is possible?

17. J. WILLARD MARRIOTT LIBRARY 2009-10-03Anne Morrow and Lisa Chaufty17 How We Use U-SKIS, 3 Outreach aid –Stats on departmental and college participation Selective outreach to those departments and colleges with little or no participation –Targeted Biology recently: now 52% (n=23) participating in UScholar Works –Over 1200 citations in U-SKIS

18. J. WILLARD MARRIOTT LIBRARY 2009-10-03Anne Morrow and Lisa Chaufty18 Colleges with 0% or <1% : Business, Fine Arts, Social Work UScholar Works: Participation by College

19. J. WILLARD MARRIOTT LIBRARY 2009-10-03Anne Morrow and Lisa Chaufty19 Challenges, 1 Keeping publisher information current, relevant, and accurate Worked it into our regular workflow –As permission requests are granted by publishers »If publisher is non-researched (listed as “Initiate Contact” in U-SKIS), updated at that time –As we process a CV »While adding citations, if item is “Get PDF” »Refer to SHERPA/RoMEO’s list of pub-pdf allowed »Double-check against U-SKIS information

20. J. WILLARD MARRIOTT LIBRARY 2009-10-03Anne Morrow and Lisa Chaufty20 100+

21. J. WILLARD MARRIOTT LIBRARY 2009-10-03Anne Morrow and Lisa Chaufty21 Challenges, 2 CV gap –Search publisher databases or databases such as SCOPUS by affiliation Workflow considerations Time spent on permissions –Balance permission-seeking with content- grabbing Resource allocation considerations

22. J. WILLARD MARRIOTT LIBRARY 2009-10-03Anne Morrow and Lisa Chaufty22 U-SKIS provides a stable environment for the UScholar Works collection of USpace

23. J. WILLARD MARRIOTT LIBRARY 2009-10-03Anne Morrow and Lisa Chaufty23 Increase content Automatic faculty notifications of usage –An IR’s ability to show the viewing and downloading frequency of materials is documented as a top reason for faculty IR contribution. (Kim, 2007). Incorporate USpace curation into liaison outreach –A library’s most visible representatives; essential to IR’s success. (Bailey, 2005). University archiving policy –A proven tool for capturing a large percentage of an institution’s scholarly output. (Harnad, 2009).

24. J. WILLARD MARRIOTT LIBRARY 2009-10-03Anne Morrow and Lisa Chaufty24 Increase visibility Web visibility –Scholars want greater visibility to their research. Push out new content –Scholars will use archives that have significant input activity and will deposit their work to those archives that show high use. (Shearer, 2003) Tailored marketing –Different constituencies require different messages. Craft marketing plan that recognizes this. (Mower & Chaufty, 2009)

25. J. WILLARD MARRIOTT LIBRARY 2009-10-03Anne Morrow and Lisa Chaufty25 What we learned: The University Libraries, 4 years into the resolution to actively support and promote OA, are afforded new opportunities for examining faculty publishing habits and trends.

26. J. WILLARD MARRIOTT LIBRARY 2009-10-03Anne Morrow and Lisa Chaufty26 University Libraries & Scholarly Communications Original goals were to –Capture, preserve and disseminate intellectual capital –Support OA Current opportunity to –Analyze data gathered and study OA participation & trends at the U. Future potential to –Remove silos and build consortia relationships –Continue to increase OA participation on campus

27. J. WILLARD MARRIOTT LIBRARY 2009-10-03Anne Morrow and Lisa Chaufty27 Questions? Anne Morrow, Digital Initiatives Librarian Digital Technologies anne.morrow@utah.edu Lisa Chaufty, USpace Coordinator Institutional Repository lisa.chaufty@utah.edu Scott Cowley, Senior Programmer Application Development scott.cowley@utah.edu http://uspace.utah.edu http://sourceforge.net/projects/u-skis/

28. J. WILLARD MARRIOTT LIBRARY 2009-10-03Anne Morrow and Lisa Chaufty28 References Association of Research Libraries. (2007). Know Your Copy Rights. [brochure]. Bailey, C. The Role of Reference Librarians in Institutional Repositories. Preprint 04/06/05. Retrieved August 21, 2009 from http://www.digital- scholarship.org/cwb/reflibir.pdfhttp://www.digital- scholarship.org/cwb/reflibir.pdf Harnad, S. Institutional Repositories: The Great Debate, Institutional Repository Success is Dependent Upon Mandates, Affirmative Argument. (2009). Bulletin of the American Society for Information Science and Technology, 35:4. Retrieved August 21, 2009 from http://www.asis.org/Bulletin/Apr-09/AprMay09_Harnad-McGovern.html Kim, J. (2007). Motivating and Impeding Factors Affecting Faculty Contribution to Institutional Repositories. Journal of Digital Information, 8:2. Retrieved August 21, 2009 from http://journals.tdl.org/jodi/article/viewArticle/193/177http://journals.tdl.org/jodi/article/viewArticle/193/177 Morrow, A. & Mower, A. (2009). University Scholarly Knowledge Inventory System: a Workflow System for Institutional Repositories. Cataloging & Classification Quarterly, 47, 286-96. Retrieved August 25, 2009 from http://content.lib.utah.edu/u?/ir- main,23718http://content.lib.utah.edu/u?/ir- main,23718

29. J. WILLARD MARRIOTT LIBRARY 2009-10-03Anne Morrow and Lisa Chaufty29 References, continued Mower, A. & Chaufty, L. (2009). Do Something No One Has Imagined: The 2008 SPARC Digital Repositories Meeting. College & Research Libraries News, 70:3, 158-160. Scholarly Publishing & Academic Resources Coalition (SPARC). (2006). Author Rights: Using the SPARC Author Addendum to Secure Your Rights as the Author of a Journal Article. (Vers.1.1) [brochure]. Washington, DC: SPARC. Shearer, K. (2003). Institutional Repositories: Towards the Identification of Critical Success Factors. Canadian Journal of Information and Library Science, 27:3. Retrieved August 21, 2009 from http://hdl.handle.net/1880/43357http://hdl.handle.net/1880/43357 University of Utah. (2005). Assuring Access, Preserving Over Time. [brochure]. Youngkin, M., et. al. (2005). Bridging the Gap: Helping Authors Make the Leap to Open Access, Ownership & Archiving. [presentation] http://www.mcmla.org/meetings/2005/helping_authors_with_OA_Youngkin.pdf http://www.mcmla.org/meetings/2005/helping_authors_with_OA_Youngkin.pdf Anne Morrow and Lisa Chaufty