UBRISA
Patricia Liebetrau January 2013 University of Botswana
What we will cover
4 key UBRISA processes
§ content selection – what goes in?
§ deposit process – who puts it in?
§ content management – looking after it
§ analysis – who is using it
What is an Institutional Repository (IR)?
An IR is a digital collection capturing,
preserving and disseminating the intellectual output of a single
university community
What content?
§ Output from academic staff
§ Research output from students
Output from academic staff
ScholarlyOutput Types
JournalsRefereed articles�
Non-refereed articles�
Miscellaneous
BooksAuthored
Edited
Chapters
ConferencesRefereed contributions
Non-refereed Contributions
Other significant output
Teaching Outputs
Presentations
Notes
Lectures
Open Online CourseV
Social media
Simulations
Images
Creative OutputsExhibitions
Curated installations
Creative writing
Reports
Published reviews�
Technical reports�
Policy reports�Media
reports�References�
Catalogue entries�
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UHSRUWV
ViewpointsEditorials
Letters
Opinions
SpeechesPlenary
Keynote
Special lectures
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Other OutputsArtefacts
Prototypes
Products
Software
Research output from UB students
§ Theses and dissertations
§ Research data
Networked environment
Ensure that nothing in UBRISA infringes your copyright law
What is copyright?
“A right granted by law to an author, designer or artist to prohibit others from copying or exploiting his or
her works in various ways without permission”
Managing Digital Collections p. 8
Reserved rights
§ Copyrighted resources (all rights reserved) which
require permission
§ Creative Commons Licenses (some rights reserved)
§ Public Domain (no rights reserved)
Degrees of rights
Public domain No rights reserved
CreaAve Commons Some rights reserved
Copyright All rights reserved
Intellectual Property
Copyright Trade Marks Patents
Degrees of rights
Public domain No rights reserved
CreaAve Commons Some rights reserved
Copyright All rights reserved
Copyright protec3on for creators of ….
§ Literary works § Musical works § ArAsAc works § Cinematograph films § Sound recordings
§ Broadcasts § Programme-‐carrying signals § Published ediAons § Computer programmes
Degrees of rights
Public domain No rights reserved
CreaAve Commons Some rights reserved
Copyright All rights reserved
Public Domain
§ No rights reserved
§ Outside the Copyright Act
§ Resources > 50 years
§ 50 years after the death of an author
§ Some government publications
Degrees of rights
Public domain No rights reserved
CreaAve Commons Some rights reserved
Copyright All rights reserved
Creative Commons http://creativecommons.org
§ Goal = overcome access barriers and encourage creative use and users
Creative Commons Licences
§ Retain some copyright § Allow others to copy/distribute § Attribution/Credit
§ License specifies § Use/re-use § Modify
§ Options: § Public domain, Attribution, § Share-alike, non-commercial...
§ Non-commercial purposes
The three layers
Create your licence
Copyright and deposit in UBRISA
§ Can deposit items in UBRISA only if
§ the author hold the rights and wants to deposit
OR § the rights holder has given permission for deposit
§ Deposit in UBRISA still allows the author to publish elsewhere
Intellectual Property
Copyright Trade Marks Patents
Embargoes
§ Research registered as a pending patent development
§ Deposit thesis/research into UBRISA § metadata made visible on UBRISA
§ Thesis is embargoed in UBRISA for a period of time
Checking copyright in the work
§ For each item ask who owns the copyright? § Author? § University? § Publisher? § Multiple authors?
Output from UB staff
Journal articles - versions
§ Pre-prints (Author’s version) § a draft of an academic article or other publication before it
has been submitted for peer-review
§ Post-prints § Final accepted manuscript, after peer-review, but before
publishers editing and typesetting
§ Publisher’s version § PDF (or other version) with DOI or link to the publisher’s
website
Sherpa/Romeo http://www.sherpa.ac.uk/romeo/
What is RoMEO?
§ RoMEO is a searchable database of publisher's policies regarding the self- archiving of journal articles on the web and in Open Access repositories
§ Covers over 18,000 journals
Colour coding
What goes into the repository?
§ What is academic and scholarly?
§ [list of UB accepted content genres]
Roles, skills required?
§ Repository Manager § Policy development, advocacy, liaison with stakeholders, team
leadership
§ Repository Administrator § Managing metadata fields and quality, reports, statistics,
training clients
§ Technical services § Customisation, software upgrades
§ General support § Data entry and general tasks
Deposit process
§ Academic deposit process
§ [Workflow diagram]
§ Content Co-ordinator
§ [Workflow diagram]
§ Library deposit process
§ [Workflow diagram]
How is it organised?
Communities
Collections
Items
Communities in UBRISA
Concept: Authentication and Authorization
§ Two important concepts:
§ Authentication • The process of establishing the identity of a user (eg LDAP)
§ Authorization • The granting of privileges to a user to perform an action on a
resource
DSpace backend
§ DSpace security based on
§ Roles § Responsibilities
§ e-People
§ Submitters
§ Quality assurers
Quality assurance
The role of the Library in ensuring quality in what is made available to a global audience
§ UBRISA website
§ Uploaded content
§ Metadata
§ Adding value
§ [workflow of institutional repository]
Google search return
Quality of uploaded content
§ All pages in the pdf
§ Cover page if required
Quality of metadata
§ Completeness
§ Consistency
§ Adherence to standards § Added value
§ Copyright attribution
DC-qualified for Theses Metadata Tag Definition Title dc.title Name given to the resource
Subject dc.subject.LCSH Topic of the content of the resource
Description dc.description.abstract Abstract
Coverage dc.coverage Not used
Source dc.source Not used
Relation dc.relation Not used
Format dc.format MIME types (eg application/pdf)
Date dc.date.issued dc.date.available
Date on the title page Date available for embargoed theses
Resource type dc.type dc.type.qualificationlevel
Thesis Honours, Masters, Doctoral
Language dc.language Language of the intellectual content of the resource
Identifier dc.identifier Unambiguous reference to the resource within a given context: this is the object identifier or OID
Creator dc.creator Entity primarily responsible for making the content of the resource
Contributor dc.contributor.advisor Supervisors
Publisher dc.publisher.institution dc.publisher.department
Entity responsible for publishing the content of the resource
Rights management dc.rights Information about rights held in and over the resource
DC-qualified for other content Metadata Tag Definition Title dc.title Name given to the resource
Subject dc.subject.LCSH Topic of the content of the resource
Description dc.description.abstract Abstract
Coverage dc.coverage Geographical coverge
Source dc.source Reference to the book, journal, conference
Relation dc.relation Not used
Format dc.format MIME types (eg application/pdf)
Date dc.date.issued dc.date.available
Date on the title page Date available for embargoed research
Resource type dc.type Controlled vocabulary of content genres
Language dc.language Language of the intellectual content of the resource
Identifier dc.identifier Unambiguous reference to the resource within a given context: this is the object identifier – DOI, handle
Creator dc.creator Entity primarily responsible for making the content of the resource
Contributor dc.contributor Contributors
Publisher dc.publisher Entity responsible for publishing the content of the resource
Rights management dc.rights Information about rights held in and over the resource
Quality assurance
§ Consistency
§ Adherence to standards
§ Completeness
DSpace users
§ User accounts are required in order to grant privileges to different users
§ If not logged in, you are considered to be an anonymous user
§ If you have a user account, rights and roles can be granted to you to allow you to interact with Dspace
§ Some users will be ‘administrators’ and have access to all functions in DSpace
Rights
§ New users (e-people) have no rights
§ They have to be granted rights and roles
DSpace groups
§ Combine users into logical groups § Assists with the management of users § Assign privileges to groups not individuals § Groups can be members of other groups
§ For example…. § Computer Science staff group § Faculty staff group § All staff group
Item submissions
§ A typical submission: § Choose a collection to submit to § Answer some initial questions § Enter some metadata § Upload some files § Verify the submission § Agree to the deposit licence
RSS feeds
§ RSS feeds § Site level (all new items) § Community level (new items in all contained collections) § Collection level (new items in that collection)
§ Can be read in modern web browsers § Can be subscribed to in news reader software
Alerts
§ Alerts § Created by users § Created for a collection § Emails sent each day for new items § Script must run daily:
• [dspace]/bin/sub-daily
Collecting DSpace statistics
§ Statistics available from DSpace § Set up DSpace server for daily statistics à reports (daily/
monthly)
§ Access statistics by adding ‘/statistics’ to the end of the Dspace URL
§ Can be made private (must be logged in) or public
What statistics do you get?
§ General overview metrics § Numbers of items in repository; numbers of users
§ Archive § List of how many of each type
§ Item views § List of items and downloads of each
§ Actions § Actions (eg browse) and numbers of each
§ Search terms § Search terms used
Google statistics
§ More detailed statistics –
§ Geographic location of users § Mobile phone access § Search engine terms to find items § Time spent on the site § Graphic (visual) representation of usage
§ Requires Javascript
http://www.google.com/analytics/
Mobile users statistics
Location of users
Register on OpenDOAR http://www.opendoar.org/
Repository Rankings http://repositories.webometrics.info/en
World University Rankings Times Higher Education (THE)
This work was carried out with the aid of a grant from the International Development Research Centre, Ottawa, Canada
§ Thanks to Yvonne Sing Min for the Scholarly Output Types graphic § Thanks to Henry Trotter for the slide on Output from UB staff