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5-7 November 2014
DR Workflow
Practical Digital Content Management from Digital
Libraries & Archives Perspective
5-7 November 2014
Roles
Collection development: Determining what content is appropriate for your repository.
Promotion: The continuing effort of contacting faculty both individually and at the department level.
Pre-processing: Checking publishers’ policies, obtaining the necessary files and manuscripts, and handing off work to the metadata-creation staff.
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Roles
Metadata creation: Creating the cover page and final PDF file, entering metadata in your repository to create item records, and attaching the associated file.
Technical. Deploy and manage the repository and software; design and develop interfaces and tools
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Basic Workflow
5-7 November 2014
Step 1: Contact faculty
Contact faculty member(s) to describe the benefits of depositing scholarly works in the IR. Interested faculty respond with citations, vitae, or by providing actual documents to be archived in the repository.
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Step 2: Check author’s rights
For published works, with a specific citation in hand, check SHERPA/RoMEO < http://www.sherpa.ac.uk/romeo/> or the publisher’s website to identify the policy for an author’s right to self-archive.
Suggestion: Create a wiki to document the policies for each publisher, copying actual text from publishers’ websites and adding your own comments as needed.
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Fields for tracking publisher data
Link to publisher’s policy online Text of publisher’s policy for self-
archiving What we can put up What we need to add Embargo Notes
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Step 3: Obtain the materials
If the publisher permits archiving, obtain the text either online or, more frequently, from the author in manuscript form. All content files are stored on the libraries’ local area network (LAN).
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Step 4: Create Metadata
Create the metadata in the repository and attach the content.
Suggestion: Create a template for a cover page that contains citation and other relevant information and is combined with the text in a single PDF document for the repository.
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Example cover page
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Step 5: Provide repository info to faculty
Communicate again with the faculty member, providing the repository handle for the archived content.
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Step 6. External Promotion
Harvesting Build virtually one global repository
despite individual repositories having their own policy and organization.
To streamline the harvesting process, open standards and protocols are used. The most important ones being OAI-PMH and the Dublin Core metadata standard.
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Step 6. External Promotion
Listing repository in directories
There are many open access repository directories. To increase awareness and marketing of your repository, include your repository in such directories.
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Step 6. External Promotion
Improve discoverability
By deploying appropriate techniques into the system such as the handle, you make the items in the repository easily identified and for long periods of time, even when location changes.
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Problems
Top reasons why researchers do not share their content:
1. They are unaware that an IR exists2. They are concerned about copyright
issues3. They are too busy
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Solutions
1. Outreach, outreach, outreach! 2. Provide copyright support3. Make it easy to use and/or provide
mediated help
4. Make researchers aware of the benefits: Increase visibility of their content globally