Open repositories: case studies and check lists Iryna Kuchma, eIFL Open Access Program Manager,...

Open repositories: case studies and check lists

Iryna Kuchma, eIFL Open Access Program Manager, eIFL.net

Presented at Using Open Access Models for Science Dissemination, the Abdus Salam International Centre

for Theoretical Physics (ICTP), Trieste, 11 July 2008

What?

A digital repository is defined as:1. Containing research results2. Institutional and/or thematic, and3. OAI-PMH compliant

(From The European Repository Landscape Inventory Study into the Present Type and Level of OAI-Compliant Digital Repository Activities in the EU by Maurits

van der Graaf and Kwame van Eijndhoven)

Why? • The Cornell Libraries Exhibit• Sticker Shock 2 (2007) updates

the original 2001 Sticker Shock display.

• Tyler Corson-Rikert produced this exhibit under the guidance of Jill Powell and John Saylor.

• This work is licensed under a Creative Commons Attribution 3.0 United States License.

• courtesy of Resonance Research Corporation

Why?

• Materials Science and Engineering

Journal A, B, C, & R - $17,986 = Honda

Civic Coupe• Price increased -

60% since 2002! http://automobiles.honda.com/

Why?

• The Computer Methods in Applied Mechanics and Engineering Journal is $9,069.

• Price increased - 34% since 2002

• Picture: Solahart / ESTIF

Why?

• The Computer Methods in Applied Mechanics and Engineering Journal is $9,069.


• Picture: Solahart / ESTIF

Why?

• the Journal of Membrane Science - $7506

• New Yamaha VX Sport Jet Ski


http://www.yamaha-motor.com

Why?

• 50% of articles published by the staff of Vilnius University, Lithuania, are not accessible in Vilnius University

Directory of Open Access Repositories


Types of the repositories: – Disciplinary – 150– Governmental - 20– Institutional - 906– Aggregating – 54

BASE

eIFL demonstrator

eIFL demonstrator

Case studies

Open Access repositories are run by

- IT departments

- university libraries

- academic communities

Case studies

• academic community in the Centre for the Humanities of Lviv National University runs one of the repositories.

• outsource hosting and IT support from Ukrainian Catholic University, and have – 6 local staff and 2 freelancers.

Case studies

• 4 students and department managers were trained to fill in the repository for those researchers who are not able to self-archive at the moment.

• Populating the repository is also a part of compulsory museum-archival practice for the students from the philological department of Lviv National University.

Case studies

• The repository team is working with learning societies in the humanities to provide them with a platform for disseminating and archiving their research results.

• 1000 records for less than 10,000 USD

Sample set of Open Access Principles1.0 We support the principle of open access to

knowledge.1.1 Open access facilitates the wide dissemination of

knowledge including, but not limited to, original research results, scholarly articles, raw data and metadata, source materials, digital representations of pictorial and graphic materials, and scholarly multimedia materials.

(from A Guide to Developing Open Access Through Your Digital Repository by Kylie

Pappalardo and Dr Anne Fitzgerald, Open Access to Knowledge Law Project)

Sample set of Open Access Principles1.2 Open access to knowledge is important for the

following reasons:1.2.1 Research is an interdependent process whereby

later work is informed by the earlier works of others.Easy and open access to scholarly and research output allows for the production of more accurate and progressive research results, providing for scholarly and intellectual advancement;

(from A Guide to Developing Open Access Through Your Digital Repository by Kylie

Pappalardo and Dr Anne Fitzgerald, Open Access to Knowledge Law Project)

Sample set of Open Access Principles1.2.2 Broader access to information aids more rapid

scientific development, which benefits the community at large, particularly in the area of medicine;

1.2.3 The global sharing of knowledge and learning encourages social unity and cultural advancement; and

1.2.4 The principle that all people, whether rich or poor, should have free and equal access to information.

(from A Guide to Developing Open Access Through Your Digital Repository by Kylie Pappalardo and Dr Anne Fitzgerald, Open Access to Knowledge Law Project)

Sample set of Open Access Principles1.3 We believe that the traditional methods of sharing

information, primarily through conventional print publishing, while still relevant, are no longer suitably adapted to the wider dissemination of knowledge that new technology allows.Electronic publishing and the internet offer the opportunity to exchange information globally, immediately and effectively. We commit to embracing these new technologies and their role in removing traditional barriers to access.

– (from A Guide to Developing Open Access Through Your Digital Repository by Kylie Pappalardo and Dr Anne Fitzgerald, Open Access to Knowledge Law

Project)

Sample set of Open Access Principles1.4 We adopt this policy on the basis that where

researchers and scholars are willing to share their work, without payment, for the sake of inquiry, knowledge and public benefit, they should not be prevented by restrictive laws, practices or publishing contracts.

(from A Guide to Developing Open Access Through Your Digital Repository by Kylie Pappalardo and Dr Anne Fitzgerald, Open Access to Knowledge Law

Project)

Sample set of Open Access Principles1.5 We assert the importance of open access to the

results of publicly funded research in particular. This research, as well as being funded by the community, is undertaken to benefit the physical, social and cultural health of the community. Therefore, ideas and knowledge derived from publicly funded research should be made accessible to the community as rapidly and effectively as possible.


Sample set of Open Access Principles1.5.1 We support any moves by research funders to

promote open access to the published output of research that they fund, including requiring researchers to publish in open access journals or to deposit their output in digital repositories.


Sample set of Open Access Principles1.6 We acknowledge the important role played by

digital repositories in providing open access to knowledge. We have established an institutional/faculty/disciplinary repository for the deposit of faculty and research output. This repository conforms to OAI (Open Archives Initiative) standards so that it is interoperable with search engines and other archives.


Sample set of Open Access Principles1.6.1 We strongly encourage, and where possible

mandate, researchers, authors and scholars to deposit a complete version of papers accepted for publication and other appropriate material into our digital repository. Material should be deposited as soon as possible after publication, or where otherwise complete, and at most within six months of publication.


Sample set of Open Access Principles1.7 We encourage authors to retain copyright in their

work where possible (by not assigning copyright to the publisher), and where the publisher insists on a transfer of copyright, to assert their right to deposit their work in an institutional repository. We support publishing and copyright agreements that allow authors to retain copyright (by only taking a licence to publish) or that allow authors to self-archive.


Sample set of Open Access Principles1.8 We commit to educating colleagues, researchers

and the public about the importance of open access. We will undertake campus advocacy to increase awareness about our digital repository and its corresponding open access policy.


SHERPA/RoMEO

• http://www.sherpa.ac.uk/romeo.php• Database of publishers’ copyright policies

– Self-archiving by authors - pre-prints & post-prints– Paid Open Access options– Compliance with research funders’ mandates

• Purpose– To help determine archiving rights

• Sources– Publishers’ information & correspondence– Users’ suggestions

http://www.sherpa.ac.uk/romeo.php

SHERPA/RoMEO Sample Record

SHERPA/RoMEO Colours

Archiving Permissions by Publisher~66% of publishers allow some form of self-

archiving.90 - 95% of journals

Content• Academic: the object must be linked with / aimed at academic

research or teaching; so teaching materials are relevant, too• The object is made, submitted and/or sponsored by a member

of faculty or student• In principle ready for publication via de IR website (of

‘refereeable’ quality, not necessarily ‘refereed’ in the traditional sense)

• With permission from the author / copyright owner to publish via the IR website (and, if applicable, for long-term preservation)

• Published, unpublished and grey literature all qualify in principle.

Content• SPARC: “…Materials that satisfy the above requirements

might include:• working papers• conference presentations• monographs• course materials• annotated series of images• audio and video clips• published (or pre-published) peer-reviewed research papers• supporting material for published or unpublished papers

(for example, datasets, models, and simulations)….”

Content• gray literature:

– Preprints / working papers / theses and dissertations / research and technical reports / conference proceedings / departmental and research center newsletters and bulletins / papers in support of grant applications / status reports to funding agencies / committee reports and memoranda / statistical reports / technical documentation / surveys

– SPARC


Guidelines for stimulating thepopulation of repositories

(Guidelines)Target advocacy activitiesa. to senior management with the view toi. obtain high-level support

ii. implement mandates to deposit full text where possible referring to those organisations already with mandates in place

– From Proudman, V. (2007) The population of repositories. In Eds. K. Weenink, L.Waaijers and K. van Godtsenhoven, A DRIVER's Guide to European

Repositories (pp.49 - 101) Amsterdam: Amsterdam University Press.

Guidelinesiii. implement financial incentives to deposit

where possible referring to those organisations already with them in place

iv. if mandates aren’t possible immediately, then implement incentives for deposit such as services to win hearts and minds

v. develop policy or services in order to fill gaps in repository stocks

– From Proudman, V. (2007) The population of repositories. In Eds. K. Weenink, L.Waaijers and K. van Godtsenhoven, A DRIVER's Guide to

European Repositories (pp.49 - 101) Amsterdam: Amsterdam University Press.

Guidelinesvi. strive to become a research management

information tool or CRIS giving the repository a dual function; i.e. one-time registration of the recent academic record for internal evaluation and storing and disseminating that content via the repository

vii. use them as a sounding board for policy and repository development in the future.

viii. If national funding bodies mandate deposit use this argument when presenting the case for deposit to your authors.

– From Proudman, V. (2007) The population of repositories. In Eds. K. Weenink, L.Waaijers and K. van Godtsenhoven, A DRIVER's Guide to European Repositories

(pp.49 - 101)

Guidelinesto project or service contributors to

support the network in realising ambitious goals

d. and develop a communication plan to identify your target groups, challenges in communicating with them, and specify communication tools to resolve those issues within a set time-frame


European Repositories (pp.49 - 101)

Guidelines

e. carefully consider the best means of acquiring missing content before investing in advocacy. Advocacy efforts can be limited if other means are used to acquire missing

material from outside

– From Proudman, V. (2007) The population of repositories. In Eds. K. Weenink, L.Waaijers and K. van Godtsenhoven, A DRIVER's Guide to European Repositories (pp.49 - 101)

GuidelinesBe clear about what open access stands for and

the benefits that the repository has to the depositer

a. Clearly inform on the history and practice of open access in various communities. Quote examples which researchers can identify with, e.g.colleagues, well-known figures, competitive institutions and others who deposit

b. Ensure that your repository and its services address real researcher needs or problems, and review these issues at regular intervals.


(pp.49 - 101)

Guidelinesc. Be clear as to the relation between your

repository or service to others utilised by your researchers. E.g. a disciplinary repository or CRIS. Aim to make links to these for maximum efficiency.



Guidelines

Make collection development choices which reflect the academic output of your disciplines. Home in on the challenges in unlocking that material as selfarchiving traditions and possibilities differ widely across disciplines.



GuidelinesProvide added value services which are

flexible and adaptable to save the researcher time on non-research activities

a. Strive to ensure that as little time and effort is needed to deposit material

b. Demonstrate repository services or systems in the ideal case

c. Feed back data on the use of that data to the depositing individual


Guidelinesd. Examples of services are:o CVs or automised publication listso Search and browse facilities to allow as much

cross-interrogation as possible, with the possibility to discover not only new research, but networks be they institutional or people

o Push out information from your repository to disciplinary services on behalf of your researchers


Guidelineso Use RSS feeds to feed back new material that

enters the system to various disciplinary groups

o Retro-digitise older materialo Seek to preserve the academic record,

convert formats, and seek to implement long-term programmes in collaboration with others

e. Monitor the use of these services for reasons of cost-effectiveness


Repositories (pp.49 - 101)

GuidelinesShowcase your efforts and achievementsa. Market your research results by publicizing

recent additions, usage statistics feeding them back to authors and/ or research department

b. Provide results to departments, and encourage dissemination via departmental websites, individual web pages, etc.

c. Highlight the most recent additions to your repository by research area / department



Guidelinesd. Install log analysers of download and upload

statistics to help market your repositorye. Celebrate milestone moments in the

development of your repository by organising expert meetings, discussion fora, sharing your progress and challenges with the research and information professional community



GuidelinesBe innovative as to how you acquire your

content. If at first you don’t succeed, try try again:

a. If your researchers deposit elsewherei. Identify which archives are places of deposit for

the researcher of a particular disciplineii. Make agreements with selected sources to either

harvest metadata or full text depending on the mission of your repository

iii. Monitor that data


(pp.49 - 101)

Guidelines

• Provide Intellectual Property Rights support – details later

GuidelinesTake on an active role in improving on

information retrieval and discovery bya. Contributing your content to services with a

regional or international significance and feeding back results to your researchers

b. Targeting information services of significance such as Google, Google Scholar, as well as disciplinary ones

c. Aiming to optimise the positioning of your material in the result sets of these information services by taking this up with the service providers

– From Proudman, V. (2007) The population of repositories…

GuidelinesPush out your content to the world research

community to show your commitment to increasing the impact of your researcher’s work

a. Liaise with your researchers to identify which sources are of significance

b. Make efforts to get your repository indexed or harvested by these information services

c. Try to optimize the positioning of your material in these sources


(pp.49 - 101)

GuidelinesWhen organising your repository a. consider the distributed organisation of

academic output within the institution when planning population

b. thereby strongly considering the research organisational structure of your organisation striving to adapt to that



Guidelines

c. Strive to give some autonomy to the research community in giving them the responsibility to maintain their output with library support, encouraging them to feel like the owners of their output and providing a departmental interface look and feel



GuidelinesIf you seek to develop a regional or

disciplinary service to help populate your repository

a. choose a prominent partner with influence, preferably well-recognised by the library or research community

b. as co-ordinator aim to provide support on an operational level



GuidelinesEnsure that the infrastructure is in

place to delivera. Ensure that the staff is available to

provide the necessary supportb. Ensure that services can be developed to

support the researcher


GuidelinesStrive for cost-effectiveness bya. Analysing work processes and striving for

synergies with the CRIS or research management information department or with funding agencies who mandate repository deposit

b. Striving for departmental / researcher deposit and not library deposit for long-term sustainability. However, do consider repository investment in acquiring content and investing time to provide a good demonstrator to encourage self-deposit in the future.

– From Proudman, V. (2007) The population of repositories…

Guidelines

c. Share experiences with colleagues of a similar position, be they repository managers, policy makers, technical developers or communicators

d. Harvest content from outside your repository to further acquire missing content.



Guidelines

Challenge yourselfa. Just do it and don’t spend too long

thinking about itb. Be willing to risk a new idea



Efficient solutions

• Shared technical infrastructure and distributed management team

• National/Regional projects

Thank you!Questions?

Iryna Kuchmairyna.kuchma [at] eifl.net

www.eifl.net

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