5-7 November 2014 DR Workflow Practical Digital Content Management from Digital Libraries & Archives Perspective

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DR WorkflowPractical Digital Content Management from Digital Libraries & Archives Perspective5-7 November 2014RolesCollection 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. 5-7 November 2014RolesMetadata 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 tools5-7 November 2014Basic Workflow

5-7 November 2014Madsen, DL, Oleen, JK. (2013). Staffing and Workflow of a Maturing Institutional Repository. Journal of Librarianship and ScholarlyCommunication 1(3):eP1063. http://dx.doi.org/10.7710/2162-3309.10634Step 1: Contact facultyContact 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.5-7 November 2014Madsen, DL, Oleen, JK. (2013). Staffing and Workflow of a Maturing Institutional Repository. Journal of Librarianship and ScholarlyCommunication 1(3):eP1063. http://dx.doi.org/10.7710/2162-3309.1063

5Step 2: Check authors rightsFor published works, with a specific citation in hand, check SHERPA/RoMEO < http://www.sherpa.ac.uk/romeo/> or the publishers website to identify the policy for an authors 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.5-7 November 2014Fields for tracking publisher dataLink to publishers policy onlineText of publishers policy for self-archivingWhat we can put upWhat we need to addEmbargoNotes5-7 November 2014Step 3: Obtain the materialsIf 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).

5-7 November 2014Step 4: Create MetadataCreate 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.

5-7 November 2014Example cover page

5-7 November 2014Step 5: Provide repository info to facultyCommunicate again with the faculty member, providing the repository handle for the archived content.5-7 November 2014Step 6. External PromotionHarvestingBuild 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.

5-7 November 2014Step 6. External PromotionListing repository in directories

There are many open access repository directories. To increase awareness and marketing of your repository, include your repository in such directories.

5-7 November 2014Step 6. External PromotionImprove 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.

5-7 November 2014ProblemsTop reasons why researchers do not share their content: They are unaware that an IR existsThey are concerned about copyright issuesThey are too busy5-7 November 2014SolutionsOutreach, outreach, outreach! Provide copyright supportMake it easy to use and/or provide mediated help

Make researchers aware of the benefits: Increase visibility of their content globally5-7 November 2014


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