The evolving role of the institutional repository in promoting Library Research

SupportJessica Eustace: SFI Research Support LibrarianGarret McMahon: Institutional Repository Content Manager

Niamh Brennan, Programme Manager, Trinity College Library Dublin

Donal Lyons, Senior Analyst, MIS, Trinity College Dublin

Investment in Irish Research:

• Over the past 10 years expenditure on Higher Education R&D has quadrupled

• Now reached OECD & EU-25 average HERD intensity ratio

• between 2004 and 2006 the number of Researchers in Higher Education increased by 13%

o Strategic decision to develop world-class research system in Ireland

o Increase research capacity, quality and output

o Develop 4th Level Irelando Double PhD output, structure

training, develop careers, encourage mobility

o Estimated additional cost of €1.88 billion to 2013

o Spending predicted of €2.7 billion to 2008 to implement strategy

o Provision for: 350 PI’s 1050 Postdocs 3500 PhD Students

“Justify budget of €2bn, colleges warned”

UNIVERSITIES and colleges will have to justify their €2bn budget as part of an unprecedented government investigation into third-level spending. By Ralph Riegel and John Walshe, Irish Independent, Thursday August 14 2008

TCD Research Support System Brief/Context

“A coherent information policy for College to address the needs of management, the Library, e-learning, electronic publications and records management will be developed with a view to having an integrated view of information systems across the whole of College.

CURRENT RESEARCH INFORMATION SYSTEM- CV-driven- Fully integrated with complementary systems- initial population from Human Resources records- updated & enhanced ‘live’ by researcher,- mediated input on-demand (Library-based service)

Research Profile on College Staff Directory

Personal URL/Research Webpage

Live feed on to School webpages

• Research publications• Etheses• Epublishing/Grey Literature• Images

Bibliographic records from ISI:- Integrated with ISI institutional Citation Report for TCD- By agreement with ISI- Specifically requested by researchers

Handling Bibliographic Data: EndNote

- Fully integrated with Research Support System- Added value to records in both systems

Repository with Added Value

Link to Researcher’s Profile

Link to live ISI Citation Record

Research Support System with Fulltext Links

IEEE Signal Processing Magazine

TCD Institutional Repository - in an Integrated Environment

Institutional

Repository

Human Resources

Physical Resources

Financials

Library

Student Administratio

n

Research Support System• Bibliographic metadata (inc. ISI)• Research Expertise• Project tracking

Web server

Web Services

FTP server

DMZ DMZ

External Bodies

• The web / •Search engines etc.• OAI harvesters

External Bodies

• The web / •Search engines etc.• OAI harvesters

External Bodies

• Thesis Print-Shop

External Bodies

• Thesis Print-ShopExternal Bodies

• expertiseireland.com• Portal Reviewers

External Bodies

• expertiseireland.com• Portal Reviewers

• Enhanced access• Better search

functionality• Alerts• Usage Statistics• Inclusion with other

research material in repository

Electronic theses:

Theses Centre:Prints thesisContacts student

Theses Centre:Prints thesisContacts student

Student:Adds metadataUploads file/sApplies restriction (if any)Agrees to Licence

Student:Adds metadataUploads file/sApplies restriction (if any)Agrees to Licence

Supervisor:Checks -Correct fileRestriction/StayKeywordsCitations/Sponsors

Supervisor:Checks -Correct fileRestriction/StayKeywordsCitations/Sponsors

Graduate Studies Office/Dean:1. Approves/disapproves application for stay

Graduate Studies Office/Dean:1. Approves/disapproves application for stay

Student:Adds note & contact detailsIssues command to print the thesis

Student:Adds note & contact detailsIssues command to print the thesis

Approve

ApproveLibrary:Checks metadataAssigns LCSHCommits to archive

[Record exported to GEAC]

Library:Checks metadataAssigns LCSHCommits to archive

[Record exported to GEAC]

Reject

Reject

Approve

• Promotion of your research and that of your group

The Benefits to the Researcher

• Facility to generate and download a personal Curriculum Vitae.

• A personal URL to link to from your business card or website

• A means of creating and maintaining up-to-date publications lists.• A means of generating reports for internal and external use

• Automatic inclusion in the annual TCD Calendar’s list of publications.

• A means of avoiding repetition in the request-for / provision-of information

• An opportunity for your research profile to be exported to the Expertise Ireland portal. • Details from your RSS profile can be automatically used for your internal grant applications.

• ‘Live feed’ of information from the RSS onto School web pages• Upload the full text of publications (subject to copyright) directly into TCD’s open access

digital repository and maximise its audience and impact on the world wide web.

• Comply with funders’ mandates for dissemination of research outputs

Background• Started at TCD in May 2007• Job title SFI Research Support Librarian

– Science Foundation Ireland (SFI) is a key organisation in the implementation of the NDP 2007-2013 and the Strategy for Science, Technology and Innovation 2006-2013. A sum of €8.2 billion has been allocated for scientific research under the NDP and SSTI of which SFI has responsibility to invest €1.4 billion. SFI will continue to invest in academic researchers and research teams who are most likely to generate new knowledge, leading edge technologies and competitive enterprises in the fields of science and engineering underpinning three broad areas:

• Biotechnology • Information and communications technology • Sustainable energy and energy-efficient technologies

Job Profile

• Job profile was to provide “research support to SFI funded researchers”– How was this interpreted?

• Support for anyone who had received SFI funding in last 3 years

• Support any students who worked for an SFI funded Principal Investigator

Job Role• Liaise directly with SFI researchers to establish their research information

requirements • Collaborate with the Sub-Librarians for Science, Medicine, Engineering &

Electronic Resources and develop and implement a strategy to meet the researcher needs

• Collaborate with the Research Support System Project Manager, Niamh Brennan, and Garret McMahon, Institutional Repository Content Manager, in developing research profiles for each individual SFI researcher, thereby playing a role in the promotion and exposure of their research output, within the Research Support System (RSS)

• Actively assist in the deposit of Open Access material within Trinity’s Institutional Repository TARA (Trinity’s Access to Research Archive)

• Actively promote and provide training on the myriad of electronic resources under subscription at TCD in a 1 to 1 capacity.

Challenges• How to reach researchers at different levels of their

career?– Postgraduates can be hard to access in their labs– Research Fellows have blended needs for teaching and

also their research needs– Principal Investigators are experts in their field and find it

hard to see the relevance of the Library when they can access material online.

• Common Issues– Time is of the essence – too much to do - too little time ->

How could I help?

The Grassroots Approach for Postgraduates

• Endnote Training• Specialist Training Days on Database Tips and

Tricks• Going into labs and helping them on a 1 to 1

basis• Drop in sessions for Endnote Queries

Top Level Approach for PIs and Research Fellows

• Provide Researcher Profiling• Provide Assisted Deposit into TARA• 1 to 1 training on using the RSS and TARA

deposit

What does the RSS and the IR allow me to do?

• Allows me to become part of the research work flow?

• Provides a tangible means in which the library can provide “measurable support” to the research community.– Important for funding of my position

• So how do I do this?

Work Flow for Research Profiling

SFI Researcher

Request for CV to create RSS profile

RSS Profile created – added value: full publications list

created with embedded url and DOI links

Introduction of SFI Librarian – offer of training for DBs

and Endnote

Email contact via newsletter offering development of

research profile within the RSS

New Member of

Staff

Current Member of

Staff

RSS Project Team

Graduate OfficeStaff Office Dept.

Head

RSS and Profiling described and creation

offered

RSS Profile created – added value: full publications list

created with embedded url and DOI links

Shared publication

list with team members

Adding Value to the RSS

• Quality Control on Bibliographic Data• URL to Publisher Full Text• DOI links• PubMed IDs• Team Publication Sharing• Links to external data sources e.g. conference

presentations where available

Adding Value: Quality Control of Bibliographic Record

PubMed

SCOPUS

Publisher Websites

Google Scholar

Web of Knowledge

Common Errors:Incorrect TitlesMissing Issue Numbers Missing Page Numbers SpellingMissing Authors

Adding Value: urls, PMIDs and dois

Sharing Publications with Team Members

Benefits of Team Sharing

• The RSS allows team sharing of articles and links profiles

• Material only has to be entered in once for the team leader and manually shared using the RSS – no repetition of controlled bibliographic data as it filters down

Benefits of Added Value for Researcher

• Fuller picture of research profile – links to the full text add another level of granularity

• Teaching Resource – can refer students to profile for entire list of publications rather than multiple databases

• Promotion of their research output• A Quality Record with correct bibliographic

data and metadata which filters out to their schools

Key Researcher Profiles

Key Researcher Profiles

Key Researcher Profiles

Key Researcher Profiles

Assisted Deposit into the Institutional Repository (TARA)

RSS Profile Created

Publisher URL embedded with

full text link

Quality Control on all bibliographic information

Shared publications list with other team

members

DOI

Additional links to

presentations where full text not available

Offer of assisted deposit

Research StudentsPrincipal

Investigator and Research Fellows

Training Offered on RSS and TARA

deposit

Item Deposited within TARA

Accessible from Web Browsers

Fulfils compliance of SFI Open Access

Mandate

Creation of a control record which is

streamed to Enterprise Ireland

Assisted Deposit• Author signs the TARA deposit license• Researcher sends me his/her post peer reviewed

author versions of the papers• Paper is converted to pdf format• Each article is checked on the SHERPA ROMEO

website for the OA permission• Bibliographic information is double checked• Abstract from author copy and sponsors

acknowledgements are added into the TARA record

Benefits for SFI Researcher in Depositing in TARA

• Fulfils the new SFI Mandate for Open Access which came into action from February 1st 2009

• Improves dissemination of publicly-funded research and potentially widens readership

• Potential increase in numbers of citations• Open access version of papers is accessible via

web browsers like Google, Google Scholar, harvesters, bots etc.

• Citation and link to publisher version is alwaysprovided

Promotion of the RSS and TARA

• Newsletters / Bulletins– SFI TCD Library Bulletin– Science, Engineering, Technology & Health

Research Newsletter– Arts, Humanities & Social Science Research

Newsletter

Benefits of involvement with the RSS and TARA for my Role

• Increased familiarity with their research– Allow targeted training offers for the researcher and their

teams– Arrange tips and trick sessions with expert providers for

our e-resources• Increased communication with a hard to target group

– Creates a forum where they can ask research questions• The Library becomes part of their research process • Increased respect and knowledge about what my role

encompasses, and the Library provides for them

Acknowledgements

• Jessica Eustace – SFI Research Support Librarian – Trinity College Dublin: eustacj@tcd.ie

• Garret McMahon – IR Content Manager – Trinity College Dublin: garret.mcmahon@tcd.ie

• Niamh Brennan – Programme Manager, Trinity College Dublin• Donal Lyons –Senior Analyst, MIS, Trinity College Dublin• Andrew Watson – Software Developer, Trinity College Dublin• Kevin Kiely – Software Developer, Trinity College Dublin