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Gaining Content experiences at the University of
Southampton
Pauline SimpsonHead of Information Services
Southampton Oceanography Centre
OdinPubAfrica Training LUC Belgium 23-24 Feb 2005
OdinPubAfrica, Belgium 23-24 Feb 2005 2
The Big C’s of Institutional Repositories
• Culture - Open Access, discipline
• Care - Management, administration policies etc
• Content– Probably the most difficult aspect
• Discuss the barriers
technical, organisational and cultural
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Culture• In an ideal world all research should be freely available,
but :– Majority of research output through journal publications– Journals available on subscription– Restricts access– Crisis in scholarly communication
• A vicious circle:– Researchers write papers for journals (free or page charges)– Researchers transfer copyright to publishrs (free)– Researchers on editorial boards (free)– Researchers are reviewers (free)
• Libraries pay huge subscriptions to publishers to access the paper and organizations pay more than once : subscription, photocopying license and study packs
– Or possibly cannot afford the subscription
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Solutions
2 complementary routes to Open Access to Research• freely accessible, more visible,
immediately, free at the point of use
• Open access publishing– model – author pays = OA– no payment = subscription
• Open access repositories (open archives)– Author deposit of full text of articles, conference papers, reports,
theses, learning objects, multimedia etc. - Scoped by need – – Journal articles = post refereed pre-published version deposited
in IRs or subject based repositories
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? Why INSTITUTIONAL Repositories
• Subject or project repositories often linked to an individual or a group – can be transitory - collection at risk eg. Paul Ginsparg
• Institutions take responsibility for– Centralising a distributed activity– Framework and Infrastructure– Permanence that can sustain changes– Stewardship of Digital assets– Preservation– Provide central digital showcase for the research,
teaching and scholarship of the institution
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Gaining Content – how to start
• Advocacy Policy defined• Medium to Long Term support required
• Person must be• Sensitive to organizational culture and background• Enthusiasm• Presentation and debating skills
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Advocacy Strategy
‘if you build it they will come’ Costner: Field of dreams
** Early institutional e-Print archives have had problems with acquisition of content possibly because of self archiving protocol and discipline culture
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Advocacy Methods
• Institutional Repository (e-Print archive)
• Advocacy web site – about the IR • Briefing paper to management• Literature e.g. leaflets, posters• Institutional magazines – contribute
articles• Presenting at departmental
meetings and university committees
• Informal opportunities – coffee /lunch etc
• Special advocacy events arrange• Identify champions/exemplars• One to one with researchers
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Working with Management
• Advocacy/solutions more effective when you know the background and tailor to suit
• Begin with initial knowledge of some areas of a large organization – obtain an organogram of your centre, find out who are the key people in your organization
• Management policy – mandatory?
• Identify a management champion
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Example of organogram
Helen SuddabyLibrary Ass’t
Band 8 p/tMonks Wood
Dee GallifordLibrary Ass’t
Band 8 p/tWallingford
Margaret LangranLibrary Ass’t
Band 8 p/tDorset
Alison OddsSite Librarian
Band 8 p/tBanchory
Colin FotheringhamSite Librarian
Band 8Edinburgh
Olive JollyLibrary Ass’t
Band 8 p/tWindermere
Jackie CooperSite Librarian
Band 8 p/tBangor
Jeanette CowardLibrary Ass’t
Band 8 p/tLancaster
Pam MoorhouseInformation Service
LibrarianBand 7
Monks Wood
Stephanie SmithSite Librarian
Band 7Dorset
Celia CookStaff Publications
Band 7 p/tLancaster
Adrian SmithSite Librarian
Band 6Wallingford
Ian McCullochElectronic Services Manager
Band 6Lancaster
Steve PrinceHead of Library Services
Band 5Edinburgh
Chris WilsonSite Librarian
Band 7 p/tOxford
CEH Library Services (Jan 2005)
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Working with researchers
• Bottom up versus top down dissemination– What level do you want to influence?
• Key ingredient - exploration of web sites and discussions
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Department Total number of publications listed on Web
Full text on Web
Percentage of Publications with full text
Faculty of Law, Arts and Social Sciences
Archaeology 252 2 1%
English 243 3 1%
Modern Languages 160 0 0%
Music 280 5 2%
Politics 138 6 4%
Economics 357 89 25%
Maths Education 170 34 20%
Faculty of Medicine, Health and Life Sciences
Biology 796 24 3%
Medicine 1603 247 15%
Health Professions and Rehabilitation Sciences 332 0 0%
Nursing and Midwifery 439 0 0%
Faculty of Engineering, Science and Mathematics
Chemistry 1128 111 10%
Electronics and Computer Science 7008 866 12%
Mathematical Studies 849 310 37%
Ocean Circulation and Climate Group, SOES 286 9 3%
James Rennell Division, SOC 792 68 9%
Sampling of researchers web pages – assessing current practice
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Next Strategies
• Contacting staff already making papers available on personal web sites
• Journal approach eg. Nature
• Publisher approach
• Importing from existing publications databases
• Depositing Legacy collection of the centre
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Exercise (for 20 minutes)
• Is there an organogram of your Centre– On the web or who will you ask for this?
• Survey your researchers web pages and set up a spreadsheet of statistics– For your survey, will you assess individuals or by research
group?
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Barriers • What’s in a name
• For author self deposit –– Server must be responsive– Interface must be aesthetically pleasing– Software must be easy to use - navigation– Deposit process – conversion tools – On screen help – offer to help with metadata
Creation
• What is your policy – will you create metadata and deposit full text?
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Old document types Rationalised document types
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On Screen help
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Addressing authors concerns
• Work load – (central bureacracy, new systems to learn (change overload), file format conversion)– Assisted submission – the library will do it! (medium term)
• Quality control – loss of peer review. • Authors continue to submit articles to high impact traditional
journals and also contribute to e-print archives
• Undermining the status quo– Some editors paid by publishers– Reputations made within the present system– Dislike of anti-publisher stance– Self archive complements status quo
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Addressing authors concerns
• Visibility – compared with web pages– Global search engines now index - Google
and Google Scholar • Ingelfinger rule - prior publication
– Publishers gradually changing (AGU)• Authentication – probity (Life Sciences)
– Many projects addressing this need• Preservation
– Implicit, Secure storage, migration• Copyright!
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Persuading staff to deposit content
• Depositing content in the repository will make it more accessible and therefore more visible
• If other institutions do the same this will mean greater access to more of the published literature
• Issues relating to scholarly communications crisis
• Positive slant important
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Benefits of an Institutional Repository
• Provides Institutional information asset management• Defines Institutional sources of research• Identifies Institutions value to funding sources• Raises the profile of the Institution• Institutional research more visible, more impact and
available in electronic form – cited more (Lawrence: Nature)
• Contributes to national and global initiatives which will ensure an international audience for Institution’s latest research.
• (Other universities are developing their own archives which, together, will be searchable by global search tools)
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Why researchers should deposit content• To make their research more visible and available in electronic form
• To promote their work and that of other academics within your community
• • To use it as a secure store for your research publications - which can help you to respond to the many requests for full text and publication data
• • To contribute to national and global initiatives which will ensure an international audience for your latest research (other universities are developing their own archives which, together, will be searchable by global search tools)
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Benefits to researchers
• Wide dissemination – papers more visible– cited more
• Rapid dissemination• Ease of access • Cross-searchable• Value added services
– hit counts on papers– personalised publications lists– citation analyses
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Benefits to Organization and Researchers
• Secure storage of publications– including also theses and
dissertations, technical reports
• Links to projects and web pages• Research reporting• Interdisciplinary research
• Organization’s profile• Discipline visibility• Researcher profile• Full text content
freely accessible• link to learning and
teaching• Increased citations
Articles freely available online are more highly cited. For greater impact and faster scientific progress, authors and publishers should aim to make research easy to access
Nature, Volume 411, Number 6837, p. 521, 2001 Steve Lawrence “Online or Invisible?”
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Creating Exemplars
• Helping individuals with their CV – potential for additional tailoring
• Developing visibility aids for individuals and ‘schools’
• Updating home page and group research pages• Interdisciplinary work – saving deposit time• Value added information
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Value added services you can offer
• Metadata enhancement
– E-journal URL– URL for conference– ISBN– Abstract cut and paste
– Metadata quality check
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Real benefit of adding a link to your web page – auto update
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Secure storage and visibility – branding
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ODINPubAfrica – need Organization logos - Branding
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Advertising research – by web site and screen at entrance
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Is my paper there?
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Hot off the screen!
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Linking to bookseller – ‘search inside’ bonus
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Interdisciplinary research – enter once only
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Benefit of high profile in ODINPubAfrica – Google and Google Scholar ………..
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Global open archive search – OAIster http://oaister.umdl.umich.edu/o/oaister
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IAMSLIC Marine Science Harvester
Marine Science Institutional e-Print repositories
IAMSLIC Marine Science e-Print Service
Harvester (General)
Regional e-Print Repository
OdinPubAfrica
ArXiv (Atmos & Oceanic Physics)
User
searching
OAI-PMH
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Summary Gaining content
– Departmental and library champions– Outreach: workshops and publicity material– All-inclusive policy – research output, researchers– Ownership by views with institutional support – Copyright transfer advice and deposit agreement
Ideas for Incentives– Export to:
Webpage, personal bibliographic software– Enhanced metadata = complete citations – File conversion software– Opportunity for enhanced versions– Secure and curated storage– One input to supply publications output for a variety of requirements
Community partnerships– Service departments (IT, Legal), Researchers
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Gaining Content
• Range of strategies necessary – no single solution
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Learning & Teaching workflows
Research & e-Science workflows
Aggregator services: national, commercial
Repositories : institutional, e-prints, subject, data, learning objects
Data curation: databases & databanks
Institutional presentation services: portals, Learning Management Systems, u/g, p/g courses, modules
Validation
Harvestingmetadata
Data creation / capture / gathering: laboratory experiments, Grids, fieldwork, surveys, media
Resource discovery, linking, embedding
Deposit / self-archiving
Peer-reviewed publications: journals, conference proceedings
Publication
Validation
Data analysis, transformation, mining, modelling
Resource discovery, linking, embedding
Deposit / self-archiving
Learning object creation, re-use
Searching , harvesting, embedding
Quality assurance bodies
Validation
Presentation services: subject, media-specific, data, commercial portals
Resource discovery, linking, embedding
Linking
Vision for the futureVision for the future
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Exercise
• In two groups
• Design an
ODINPubAfrica leaflet or poster