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ePrints.FRI – a case study
Open Access: Maximising Research Impact in Sofia
Sofia, 23 April 2009
Miha.Peternel@fri.uni-lj.si
ePrints.FRI – a case study 2ePrints.FRI – a case study 2
FRI = Faculty of Computer and Information science
ePrints.FRI – a case study 3
Overview
• Context
• Content and activity
• Development
• Organization
• Service implementation
• Submission policy
• Integration
• Success analytics
• Challenges
ePrints.FRI – a case study 4
ePrints.FRI
• ePrints.FRI is the publications database of the Faculty of Computer and Information Science, University of Ljubljana
• It is based on open source ePrints with modifications
• It is integrated into Open Archive Initiative indexer network
• It was the first OAI archive in wider region
• It is integrated into existing faculty web infrastructure
• It has recently become official digital repository for all student theses
ePrints.FRI – a case study 5
Context
• ePrints.FRI is an effort of Faculty of Computer and Information Science
• There is a separate University Library
• Most of material is also catalogued in COBISS (metadata only)
e P rin ts .F R I
F R IF a cu lty o f C om pu te r a n d In fo rm atio n S c ie n ce
D IK U LU n ive rs ity L ib ra ry
U LU n ivers ity o f L jub lja na
C O B IS SN a tio n a l ca ta log
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Goal
• Initial goal (volunteer effort, 2002)
• Provide a simple self-archiving tool for the laboratory supporting Open Archive Initiative (prof. Franc Solina)
• Try to deploy it Faculty-wide
• Revised goal (institutional effort, 2008)
• Fulfill national directive on thesis publishing
• Revise policies for digital publishing
• Try to provide single point of meta-data entry
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Overview of current contents (710 publications)
• 591 theses
• 473 diplomas
• 73 MSc theses
• 45 PhD theses
• 77 conference or workshop papers
• 32 articles
• 4 monographs
• 3 book sections
• 1 book
• 2 unclassified
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Overview of current deposit activity
• Almost exclusively theses only
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Current activity & age of publications
Mostly papers
Mostly theses
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Developmental phases
• ePrints 2 – 1 person effort
• Basic customization – less than 1 month
• Internal testing – 1 laboratory
• Dedicated server & multilingual debugging – 1 month
• ePrints 3 – institutional effort
• Organized process
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Developmental phases – ePrints 3
• Institutional planning
• Metadata definition
• Customization
• Translation
• Staff education
• Testing
• Migration of existing publications from ePrints 2
• Initial deployment
• Workflow facilitation
• Statistics
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Workgroup staff
• Workgroup manager: prof. Mira Trebar
• Software engineers (2)
• IT department representative
• Student office representative
• Library representative
• Linguist
• Plus occasional institutional representatives
• More student office & library personnel involved in final testing
ePrints.FRI – a case study 13
Chart: Institutional departments involved
• Workgroup staff dispersed over several departments
S ta ff (4 )
R e p re se n ta tive
S tud e n t o ff ice
S c rip t e n g in e er S u pp o rt e ng ine er
S ys te m e n g in e er
IT de p artm e nt
S ta ff (2 )
R e p re se n ta tive
L ib ra ry
M a na g er e P rin ts en g in e er
L a bs
F R IF a cu lty o f C om pu te r a n d In fo rm atio n S c ie n ce
U n ivers ity o f L jub lja na
ePrints.FRI – a case study 14
Workgroup organization chart
Faculty senate & commissions
Workgroup manager
ePrints engineer System engineer
Automation script engineer
Libraryrepresentative
Student officerepresentative
Linguist
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Developmental milestones
• Institutional commitment: December 2007
• First workgroup meeting: January 2008
• Test installation: April 2008
• Metadata testing: May 2008
• Institutional presentation: June 2008
• Metadata migration, Testing: August 2008
• Institutional deployment, Testing: September 2008
• Public deployment: October 2008
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ePrints.FRI – 2008 revision
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Hosting
• IT department, Faculty of Computer and Information Science
• Platform:
• IBM server
• VMWare hosting multiple virtual servers
• Virtual Debian Linux server
• Backup
• Backup virtual server images
• Provided by IT department
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Service sustainability
• Printed instructions
• 4 student office staff educated
• 2 library office staff educated
• One ePrints administrator plus one support engineer
• One system administrator plus one support engineer
• Virtual server with full-system backup
• System, metadata and publications all backed up
• Technical support
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Technical support
• 1st level: IT department
• System engineer
• Support engineer
• 2nd level: involved technical staff
• ePrints software engineer
• Automation script engineer
• Network administrator
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Policy formulation and licensing
• Policy formulated to respect national laws and university workflow
• Two-track licensing
• Strict requirements for student theses
• Scientific papers self-published and checked on best-effort basis
• Legal paperwork prepared for students
• Students must sign papers submitting rights for electronic publishing
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Student submission
• Thesis work in printed form
• Thesis work in electronic form (PDF/DOC on CD)
• Metadata in electronic form (TXT/DOC on CD)
• Signed legal paperwork
All of above submitted to student office before oral defense, so that announcement and publication proceed automatically
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Thesis submission workflow
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Workflow facilitation (1)
• Auto-complete names and titles from a database
• Avoids tedious ID lookups and related errors
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Workflow facilitation (2)
• Fill in standard fields
• Prepare links and fix them later
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Scientific submission
• Self-archived by author
• Electronic document in PDF form preferred
• Metadata in web forms
• Metadata and document validity checked by administrator on best-effort bases
• Returned to author or published
• No legal policy at the moment
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Publication HTML page
ePrints.FRI – a case study 27
System integration
• Web integration
• Thesis defense announcements
• Thesis details
• Links to content hosted in ePrints
• Information system integration
• Morning mails include thesis defense announcements
• Mentoring and committee participation statistics automated
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Web integration – defense announcements
Generated by automation scriptfrom ePrints 3 XML
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Measuring and demonstrating success
• The first open archive in the wider region, quickly picked up by OAI indexers and big search engines
• Relatively quick deployment with NO serious glitches
• Attracted interest from other open-access projects (DRIVER) and faculties
• Access statistics:
• AWStats and Webalizer – general web access
• IRStats – repository specific
• Increased ability to monitor INTEREST and ORIGIN OF INTEREST for publications and subjects of publications
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Google ranking
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Visitor statistics (AWStats)
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IRStats• Internet Repository Stats package
• integrates with ePrints database
• Simple interface, but still many bugs
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Visitor statistics (IRStats)
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Document downloads (IRStats)
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Top 10 publications
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Visitor statistics summary
• Publication dissemination about double the number of enrolled students PER MONTH
• Greatly increased promotion and dissemination of student theses
• Elevated practical status of thesis as a reference
• Most visitors arrive by search engines looking for general keywords
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Key challenges faced
• Translation and multi-language specific issues
• Terminology
• Missing ePrints language flexibility
• Missing OAI multilingual support
• Overcoming resistance to change
• 1 point data entry for student department
• Facilitators for data entry (auto-complete, workflow)
• System integration with existing web software: Ažur, Moodle
• Metadata set changed from ePrints 2 to ePrints 3
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Important unresolved issues
• Minor reliability problems: indexing, automated data transfer
• Legal policy for scientific publications
• Centralized archive provides little incentive for self-archiving
• If Google can find it, who cares about repository
• Automated integration with current and future national archives
• Goal: Enter metadata once, publish many times
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Thank you
• Any questions ?
Miha.Peternel@fri.uni-lj.si