Institutional Repositories

Transcription

1 NISO Institutional Repositories December 3, 2007 Greg Zick Vice President NISO Institutional Repositories Forum December 3, 2007 National Agricultural Library

2 Institutional Repositories Are initiated, impacted, and controlled by a large number of complex and evolving parameters. Not all of which are known at the start.

3 Institutional Repositories Are implemented with a wide variety of policies and goals Whose longer term implications are not always clear.

4 Institutional Repositories Progress of your organization compared to others Is relative.

5 Outline History Current Status Challenges A Broader Perspective OCLC Digital Repository Architecture and Functionality Future directions

6 History: Converging Issues Faculty publications given away Libraries charged back for access Large fees, same material Licensing, not ownership Journal costs continuing to rise Decreasing revenues (state schools) Realization of economic value of intellectual assets Next generation digital collection content and tools

7 History First publication: 1994 Scholarly Journals at the Crossroads: A Subversive Proposal for Electronic Publishing by Stevan Hamad All academics should make their research articles publicly available through open repositories. This collective effort would help to reduce the power wielded by publishers who have built economic barriers to limit scholars access to literature. Motivation: open access

8 History Next: view as competition for traditional publishing Crow, Raym: The Case for Institutional Repositories: A SPARC Position Paper. SPARC, Washington, DC (2002) By taking at least some control over the dissemination of scholarship, repositories can increase competition in the marketplace and reduce the monopoly power of journals. There is no reason that institutional repositories cannot provide all of the functions of tradition publishing (registration, certification, dissemination, and archiving), in effect taking the role of scholarly publishing out of the hands of third-party publishers and placing it back in the hands of the academy. Motivation: economic

9 History Next: view as a supplement to traditional publishing Lynch, C.A.: Institutional Repositories: Essential Infrastructure for Scholarship in the Digital Age. ARL Bimonthly Report (2003) Viewing IRs as instruments for undermining the economics of the current publishing system discounts their importance and reduces their ability to promote a broader spectrum of scholarly communication. IRs serve to disseminate the so-called grey literature : documents such as pamphlets, bulletins and other materials that are typically ignored by traditional publishers. Motivation: digital preservation of organization content

10 Status Two survey studies: ARL Institutional Repository Task Force SPEC Kit 292, 2006 CLIR Census of Institutional Repositories in the United States, MIRACLE Project Research Findings, 2007 Most recent: DigLib International Survey of Institutional Digital Repositories

11 Status: SPEC Kit 292 Survey Results Results of a 38 question survey of 87 responding ARL member libraries in early 2006 about their institutional repositories practices and plans. The survey response rate was 71% (87 of 123 ARL member libraries). The final report presents detailed, question-by-question results, a list of respondents, representative documents from institutions, and a bibliography. The report is 176 pages long.

12 Status: SPEC Kit 292 Survey Results IR Participation No IR Plans 22% (19) Operational IR 43% (37) IR Planned by % (31)

13 Status: SPEC Kit 292 Survey Results IR Software Modification Implementers who made no IR software modifications Implementers who made frequent IR software modifications Implementers who made major software modifications Implementers who had no idea they had made modifications 28% 22% 17% 23% Just kidding!

14 Status: SPEC Kit 292 Survey Results Funding The mean cost of implementation: $182,550 The mean cost of annual IR operation: $113,543 Implementers with no dedicated budget for start-up costs: 56% Implementers with no dedicated budget for ongoing operations: 52% The mean number of digital objects in implementers IRs: 3,844 The majority of implementers identified the library as their firstlevel IR support.

15 Status: SPEC Kit 292 Survey Results Selection Policy Implementers with no review of deposited documents Implementers with review by designated department of unit officials 41% 35% Implementers with review by IR staff 21%

16 Status: SPEC Kit 292 Survey Results Metadata Implementers who enhance such data 57% Implementers who catalog IR materials completely using local standards Implementers whose IR staff enters simple metadata for authorized users 31% 60%

17 Status: SPEC Kit 292 survey Results Digital Preservation Arrangement Implementers with no stated preservation policy Implementers who accept any file type, but only preserve specified file types using data migration Implementers who accept and preserve any file type!!!!! 27% 47% 26%

18 Status: CLIR MIRACLE Project Research Findings Survey of a large group of academic institutions, not just those already working on an IR. 446 institutions participated in the survey (20.8% response rate). The report is 167 pages long.

19 Status: CLIR MIRACLE Project Research Findings IR Participation Respondents with no IR 52.9% Respondents planning an IR 20.6% Respondents actively planning an IR 15.7% Respondents with an implemented IR 10.8% Consider the difference between planning and actively planning?

20 Status: CLIR MIRACLE Project Research Findings Top Three Systems Used System Pilot Implemented DSpace CONTENTdm 22 2 Fedora 15 0

21 Status: CLIR MIRACLE Project Research Findings What s in the IR and who s putting it there? Most IR contributions came from faculty and graduate students. Student theses accounted for the highest number of submissions because of local policies. Only four operational IRs had more than 5,000 items. Most IRs held less than 1,000 items.

22 What s in the IR and who s putting it there? Who s stewarding the IR? Responsibility for the IR is held primarily by the library. Funding also comes primarily from the library. The IR committee becomes increasingly less inclusive as the IR project progresses from pilot testing to implementation leaving the library with the responsibility.

23 Challenges: Cornell University Article Institutional Repositories: Evaluating the Reasons for Non-use of Cornell University s Installation of DSpace Phillip M. Davis and Matthew J. L. Connolly D-Lib Magazine, March/April 2007, Volume 13 Number 3/4 ISSN [6]

24 Challenges: Cornell University Article Problem Considerable attention has been dedicated to the development and implementation of institutional repositories. Little has been done to evaluate them, especially with regard to faculty participation.

25 Challenges: Cornell University Article Purpose Describe the contents and participation in Cornell s DSpace. Compare these results with seven DSpace installations. Conduct in-depth interviews with 11 faculty members in the sciences, social sciences, and humanities to explore their attitudes, motivations, and behaviors for non-participation in institutional repositories.

26 Challenges: Cornell University Article Results Cornell s institutional repository is largely under populated and underused by its faculty. Many of its collections are empty and most collections contain few items. Those collections that experience steady growth are collections in which the university has made an administrative investment, such as requiring deposits of theses and dissertations.

27 Challenges: Cornell University Article Results Cornell faculty have little knowledge of and little motivation to use the local institutional repository. Many faculty use alternatives to institutional repositories. Personal Web pages. Disciplinary repositories, which are perceived to have higher community salience than one s affiliate institution.

28 Challenges: Cornell University Article Faculty Reasons for Not Using Repositories Redundancy with other modes of disseminating information The learning curve Confusion with copyright Fear of plagiarism and having one s work scooped Associating one s work with inconsistent quality Concerns about whether posting a manuscript constitutes publishing All concerns about this model

29 Challenges: Cornell University Article Reasons for Not Using Cornell s Institutional Repository Use of subject repositories Lack of functionality Community salience Institutional Repositories as islands

30 Challenges: Cornell University Article Conclusions While some librarians perceive a crisis in scholarly communication as a crisis in access to literature, Cornell faculty perceive this essentially as a non-issue. Each discipline has a normative culture, largely defined by their reward system and traditions. If the goal of institutional repositories is to capture and preserve the scholarship of one s faculty, institutional repositories will need to address this cultural diversity.

31 Summary of Challenges Low level of participation by faculty High cost in dollars and staff time Limited interoperability Wide variety of policies and implementations Creeping scope (papers, preprints, drafts, datasets) Silo collections Not sustainable (infrastructure, funding)

32 Next Steps Given the studies, conclusions, and challenges, what direction do we take? (The current model isn t working.) Recognize that Academic Institutional Repositories are one example of multiple digital collection and digital content applications. Build on a shared repository infrastructure that supports multiple applications. Leverage the library core strengths of information management.

33 Digital Repositories: A Broader Perspective Academic Institutional Repositories Cultural heritage organizations Government and organizational documents Grey literature Documents, pamphlets, bulletins, visual conference presentations, and other materials All digital content created by libraries and the organizations they represent

34 Digital Repositories: A Broader Perspective Survey current landscape OCLC focus group January 2005 DigCCurr 2007, New generation of graduates JISC June 2007 Digital repositories Dealing with the digital deluge

35 Digital Repositories: A Broader Perspective Address the Challenge and Lessons Learned Manage submissions of digital content Provide interoperability with other systems Offer opportunity for sustainability Operate within shared infrastructure AND Apply local organizational expertise and institutional recognition Present discipline-oriented views Decrease costs Realize the cooperative advantage

36 Digital Repositories: Multiple Applications University of Utah

37 Digital Repositories: Reviewed American Society of Cell Biology

38 Mission Statement: OCLC Offer products and services that: Build a digital repository within the OCLC cooperative. Enable the creation of digital repositories. Provide long-term archiving of high resolution materials. Work with digital library leaders to develop and evolve new and best practices for digital collections.

39 OCLC Digital Repository content

40 OCLC Digital Repository Assess users needs and collections conditions Convert your materials to digital collections and create metadata Expose your digital collections while providing Web access Organize and store your digital collections

41 Discovery: WorldCat Harvesting and Open WorldCat

42 OCLC Digital Repository documents Bureau of Economic Analysis OCLC Preservation Service Center completed scanning and provided digital images to BEA. Use of CONTENTdm to search and access.

43 OCLC Digital Repository Newspapers

44 OCLC Digital Repository Connexion import Connexion digital import New option for OCLC catalogers Add digital resources to CONTENTdm via Connexion cataloging process Benefit More options for building digital collections Catalog using most convenient process for the organization

45 OCLC Digital Repository Connexion import Connexion digital import Add items to CONTENTdm via the Connexion Client Digital collection growth built into cataloging workflow WorldCat MARC record crosswalked to Qualified Dublin Core and added to CONTENTdm OCLC number stored in CONTENTdm a global persistent identifier Digital items accessible by FirstSearch, WorldCat.org, and WorldCat Local Requires OCLC Cataloging subscription, CONTENTdm license, and CONTENTdm Hosting Services

46 OCLC Digital Repository Connexion import Connexion digital import Metadata choices for cataloging Connexion client (MARC) CONTENTdm (DC, QDC, VRA) Acquisition Station Web-based Add option Serials support Use Attach Digital Object in Connexion client for each issue in a serial item 856 link will automatically retrieve a search results page with links to each issue stored in CONTENTdm

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48 OCLC Digital Repository PDF support PDF files can be imported using standard options Single or batch import via Acquisition Station Web-based add option Connexion digital import Thumbnail images are automatically generated from the PDF when the item is added to the collection Text is extracted from the PDF and inserted into the full text search field when the item is added to a collection Collection must have full text search field and that field must be empty when PDF is added to the collection

49 OCLC Digital Repository PDF support Improved PDF handling Convert multiple-page PDF files to CONTENTdm compound objects Subset print options Search term highlighting within PDF files Creation of thumbnail images from PDF files Improved text extraction from PDF files Benefits More efficient processing of PDF documents Single database of ALL digital resources Better end user experience

50 OCLC Digital Repository PDF support Compound object conversion When compound object conversion is enabled, CONTENTdm: Creates a compound object based on the page order of the PDF. Generates a page-level metadata record for each page. Extracts text from the PDF, converts it to UTF-8, and inserts it into the full text field of the associated page level record. Generates thumbnail images of each page of the PDF. The thumbnail image of the first page will also be used for the compound object. Retains the original PDF file for export and printing. Displays the PDF compound object in a compound object viewer with each page of the PDF accessible from the left navigation menu. Highlights search terms in the PDF. Provides an option to select a subset of the PDF to print or save.

51 Compound Object Conversion

52 PDF Enhancements Printing and downloading Complete print version Original PDF file retained for printing and saving Subset of print version Select a subset of pages from the PDF to view, save, or print Select all pages with search hits or pick individual pages or page ranges Do not have to wait for large download if only need a few pages Also available for non-pdf compound objects when they have been processed using the OCR Extension

53 Printing and Downloading

54 OCLC Digital Repository PDF support Compound object conversion Reduce the size of file that is downloaded for viewing An entire PDF may be several MB but individual pages are much smaller View a page within large PDF without downloading the full document Increase speed of access to view Provide full text indexing by page not document No secondary search required to find specific content in PDF Print only the information you need Better end-user experience

55 OCLC Digital Repository: Future Directions Currently have over 100,000 items in repository Automatic WorldCat registration and links Register and replicate Web-based user controlled mapping DC, MARC, VRA Auto add WorldCat record # Seamless/transparent WorldCat ingest Update of all digital items with unique WorldCat reference number Integration with all features and functions of WorldCat.org Local branding and customization

56 OCLC Enterprise Strategy: Discovery to Delivery Collection Curation Consumer Platform WorldCat.org Indiana Cotton Mills Management Systems WorldCat Local Hegg Alaska Photographs, meed Content Platform Digital Repository Digital Archive Network Services Use statistics Collection Analysis

57 Digital Repositories: Cooperative Advantage Broaden use of the repository Cultural heritage organizations Institutional Repositories Government documents Integrate with library tools and systems Connexion WorldCat.org WorldCat Local

58 Digital Repositories: Cooperative Advantage Integrate with other content Journals Books, manuscripts Audio and video Increase the value, reduce the costs Search across institutional collections Search within the larger scope of content WorldCat.org Reduce cost through shared services

59 Digital Repository Questions Stimulus Why would someone want to contribute? Selection For scalability, quality, and longevity Sharing Discovery, specificity, disciplinary and interdisciplinary views Sustainability What is your business model?

60 Conclusion Institutional Repository experiences and studies facilitate informed choices for next generation Library leadership key to future success Tools and services have evolved to support digital repositories No great thing is created suddenly. Epictetus (A.D.200)

61 THANK YOU Questions?

62 References Harnad, S.: Scholarly Journals at the Crossroads: A Subversive Proposal for Electronic Publishing. An Internet Discussion about Scientific and Scholarly Journals and Their Future. Chapter 1. The Subversive Proposal. Association of Research Libraries, Washington D.C. (1994) Crow, Raym.: The Case for Institutional Repositories: A SPARC Position Paper. SPARC, Washington, DC (2002) Lynch, C.A.: Institutional Repositories: Essential Infrastructure for Scholarship in the Digital Age. ARL Bimonthly Report (2003) University of Houston Libraries Institutional Repository Task Force. Institutional Repositories. SPEC Kit 292. Washington, DC: Association of Research Libraries, ISBN: available from the Association of Research Libraries Census of Institutional Repositories in the United States MIRACLE Project Research Findings by Karen Markey, Soo Young Rieh, Beth St. Jean, Jihyun Kim, and Elizabeth Yakel February pp. ISBN Institutional Repositories Evaluating the Reasons for Non-use of Cornell University's Installation of DSpace by Philip M. Davis and Matthew J. L. Connolly D-Lib Magazine, March/April 2007, Volume 13 Number 3/4 ISSN