Http:// Current Challenges for Institutional Repository Administrators UC&RG, University of Derby,...

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Current Challenges for Institutional Repository Administrators

UC&RG, University of Derby, May 2007

Peter MillingtonSHERPA Technical Development Officer

SHERPA, University of [email protected]


Introduction

• Who are SHERPA?

• The Open Access landscape

• OA-IR Administrator Concerns

• Services & support from SHERPA projects

• Conclusions

Slides online at:

SHERPA Homepage > Presentations


Who are SHERPA?

• SHERPA Project (2002-2005)– Securing a Hybrid Environment for Research Preservation and

Access– Setting up IRs with partners institutions (7 rising to 23)

• SHERPA (2006-)– Now ongoing project based team– Broader portfolio of projects– Funded by JISC, CURL, OSI, SPARC Europe, Wellcome Trust

• Work activities include– Assisting in set up & develop of institutional repositories– Investigating related issues, disseminating experience & advice– All projects relate to scholarly publishing & Open Access


Who are SHERPA?

• Core team – Based at University of Nottingham, UK– Principal project concerns– Overlapping portfolio of experience

• Focus on supporting IR development– Across UK & Europe

• Partner Officers based at UK Universities– 33 institutions in active partnership– New affiliates in process of joining


Exeter (Affiliate)


SHERPA Continuation

• Partnership decided to keep working together– Diverse membership means a good testing ground

• Individual institutions following own projects• Have a variety of partner benefits

– Email list & Update service & website– Partner meetings & internal professional networking

• Managed transition from single funded project to working across multiple funding streams

• Developed a portfolio of projects


SHERPA Activity• SHERPA/RoMEO, JULIET

– Authors’ rights, IPR & funding mandates

• OpenDOAR, Intute Repository Search– Discovery & search services

• SHERPA DP, PROSPERO/Depot– Preservation & long term access

• DRIVER, SHERPA Plus & Repositories Support Project– Repository development & administrator support

• Contributing to– EThOS, Copyright Knowledge Bank, Institutional Repository

Statistics, DART-Europe, RIOJA


SHERPA Today

• Respected voice in OA development• International reputation• SPARC Europe 2007 Award for Outstanding

Achievements in Scholarly Communication winners

• Focus for bids and proposals for new work• Requests for collaboration & source of

information and advice• Provides services seen as “vital to OA

infrastructure”


Open Access Landscape

• Open Access - definitions

• Open Access Journals

• Open Access Repositories

• Data Providers and Service Providers

• Repository networks

• Less of a niche activity


OA Repositories Worldwide


Publishing & Repositories

Author writes paper

Submits to journal

Paper refereed

Revised by author

Author submits final version

Published in journal

Deposit in open access repositoryPreprint

Post

prin

t

Conference papers

Learning Objects

Theses

Research Data, images, information etc

Pos

tprin

t


Repository Contents

• Preprints• Postprints• Datasets• Learning objects• Videos• Sound files

• Theses• Dissertations• Royalty publications• Conference papers• Technical reports• Grey literature

Linkage between these objects


OA Repository Types


Institutional Repositories

• Digital collections that preserve and provide access to the intellectual output of an institution.– Raym Crow The case for institutional repositories: a

SPARC position paper. 2002

• Contents freely available to all– No subscription or restrictions to readership

• Encourage wider use of open access information assets

• May contain a variety of digital objects – e-prints, theses, e-learning objects, datasets etc


Why Institutional?

• The OAI-PMH allows a single gateway to search and access many repositories– Institutional storage and support– Subject-based portals or views– Subject-based classification and search

• Practical reasons– Use institutional infrastructure– Integration into work-flows and systems – Support is close to academic users and contributors– Longevity concerns over some SRs


The Role of Advocacy

• A successful repository requires cultural change– An advocacy campaign is an effective tool– Tone and content varied by target audience– A core message & ethos is essential

• Build informed awareness of OA issues– Neglecting advocacy will result in repository decline

• No hard and fast rules– What has worked well for some might work others

• The right level of engagement is crucial– E.g. Selling technical minutiae to senior management


7 (& a bit) Advocacy Pillars

1. Set Achievable Targets2. Discipline & Community3. Educate & Clarify4. Seize the Moment5. Allies & Comparators6. Enable Effective Deposition7. Achieve Quick Wins7.5…Challenges


Identifying Current Concerns?

• SHERPA Roadshow– Toured UK visiting 10 locations– Expanded on SHERPA Partnership experiences– Moving from awareness to practicalities

• Snap shot of the current UK OAR scene– Examined challenges faced by repository

administrators– Outcomes feeding into UKCoRR– UKCoRR workshops exploring themes further


Advocacy & Outreach, 4.5%

Audience, 4.5%

Case Studies, 18.2%

Copyright & IPR, 22.7%

Professional Networks, 6.1%

Digital Preservation, 3.0%

National & International Developments, 13.6%

Policies & Workflow, 10.6%

Technical & Software, 16.7%

Concerns Post-Roadshow

Sample Jan-Apr 07, n=124


Concerns

• IPR & Copyright– Staying legal and comprehensible

• Technical & software issues– Not just implementation but development

• Policies & workflow– Who does the work & effective approaches

• Isolation & support– Training needs, mutual support & best

practice


OA Repository Software


Practicalities, Services & Support

• SHERPA Website– Past presentations & advocacy advice– Partner generated materials– Guidance for authors on various issues– Guidance for repository administrators– Partners & Affiliates services

• DRIVER Support & RSP sites– Also offering & developing reusable materials



• OpenDOAR– Quality assured survey & service– Search for repositories & browse by criteria– Variety of output formats

• Information on repositories includes– OAI-PMH URLs for m2m use– Contact emails, address and tel of administrators– Descriptive reviews of each site– Standardised policies for 5 key aspects



OpenDOAR Tools

• OpenDOAR search– Powered by Google Custom Search Engine– Unlocks research in repositories

• Repository policy generator– Use standardised format to define policies– Aids impact & visibility of deposited research

• Email Distribution service– Community enhancement aid

• Application Programmers Interface (API)– m2m allowing external running of queries



• SHERPA/RoMEO– Based on work at Loughborough (2003)– Author retained rights in plain English– Quality assured by publishers– Incorporating specific journal variations (soon)– Controlled descriptive vocabulary

• International reuse of data– Site available in regional languages– A lobbying tool locally, nationally & globally



SHERPA/RoMEO• Highlights publisher’s archiving policies

– 279 currently listed

Green(36%)

Can archive both pre & post-prints

Blue(26%)

Can archive post-print only

Yellow(11%)

Can archive pre-print only

White(27%)

Archiving not formally supported

• Quality assured by contacting publishers• Prohibitive restrictions reduce colour level

Figures accurate as of May 2007


RoMEO Challenges

• No information online– Publisher reluctance or uncertainty

• Conflicting information– Differing sets of guidelines– Poorly phrased guidance– Unclear boundaries for learned societies using

publishers

• Changes to publisher permissions– Full time job keep site & data current

• Prototype API available for data reuse


JULIET

• Implications of funding mandates– Highlights 3 key areas– International in focus

• 22 current funders listed– Quality assured through links with funders– Uses controlled vocabulary– Links to full policies wherever possible

• SHERPA/RoMEO links to JULIET data– For additional clarity where conflicting policies exist


JULIET


From Advocacy to Support

• New phase for the UK HE community• Repositories Support Project

– 2.5 year JISC funded across England and Wales– Providing training, mentoring, advice & enquiry

resolution– Particular support for JISC start-up & enhancement

funded institutions

• UKCoRR– Professional society for repository workers– Focus on practical issues and real solutions– Inaugural meeting 21st May University of Nottingham


Conclusion

• There are many concerns for repository administrators

• The global scholarly communication debate is not an easy one to engage in isolation

• SHERPA services and projects exist to support the OA movement in the UK


Peter Millington

SHERPA Technical Development OfficerSHERPA, University of Nottingham

[email protected]

0115-84-68481


Sites of Interest

• http://www.sherpa.ac.uk/

• http://www.opendoar.org/

• http://www.sherpa.ac.uk/romeo/

• http://www.sherpa.ac.uk/update/

• http://www.sherpa.ac.uk/juliet/

• http://www.driver-support.eu/

• http://www.doaj.org/

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