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An Institutional Repository for the University of Pretoria
Ina SmithDSpace Platform Manager
University of Pretoria
20 May 2005DITCHE Conference & Workshop
Nelson Mandela Metropolitan University
Institutional Repository
• Set of services• Management & dissemination of digital
materials• Organisational commitment• Stewardship• Long-term preservation• Organisation, access, distribution
Approaches
• Digitally born resources• Digitisation
“Champions”
• Africana & Special Collections• Architecture• Scholarly Publications• Veterinary Science
Evaluation of software
• EPrints• Greenstone• DSpace• Fedora• MyCoRe• CDSware• ARNO• Innopac Millennium• WebCT
Why Open Source?
• Promote collaboration• Promote knowledge sharing• Benefit all – not only the vendor• Belongs to all – lots of support• No marketing
Why Open Source?
• Flexible• Openness and creative thinking• Open for scrutiny• Searchable & retrievable via the WWW• Used by institutions with minimal
resources• Uses world standards and open standards
Why DSpace?
• MIT & Hewlett Packard• Archiving & permanent (long-term)
preservation• Easy retrieval• Scalability• Supports full text• Good separation of data and metadata• Supports OAI
Why DSpace?
• Availability of code• Integration into portal• Well defined workflow• Lucene Search Engine• Taxonomic Structure• UP IT Architecture• Open source• GAP Authentication
DSpace Architecture
Three layers with components– Storage layer: Physical storage of
metadata and content– Business logic layer: Manage content,
e-people, authorisation, workflow– Application layer: Communicate with
outside, e.g. Web User Interface, Metadata Harvesting
National & International DSpace Support
• Informative & active web-site• 100+ instances running• Active mailing lists• Enthusiastic community of developers• DSpace wiki – sense of community,
visibility
DSpace Open Source Software License
• Open Software License V. 2.1http://www.opensource.org/licenses/osl 2.1.php
• Open Source Initiative (OSI)http://www.opensource.org/index.php
“ a non-profit corporation dedicated to managing and promoting the Open Source Definition for the good of the community, specifically through the OSI Certified Open
Source Software certification mark and program. “
DSpace for Digital Archiving
• Institutional Repositories• Learning Object Repositories• E-theses• Electronic Records Management• Digital Preservation• Publications
System Requirements
• Linux• Sun Java Compiler• Tomcat (Java servlet engine)• Ant Java build tool: generate .jar or .war files• PostgreSQL (Relational Database
Management System)• Mail Server
About DSpace
• DSpace Stable 1.2.2 May 2005• Version.major.minor• Minor releases: bug fixes, no migration of
data• Major releases: changes to database,
migration needed• Versions: restructuring of architecture,
significant data migration
Default Look & Feel
UPSpace Look & Feel
Information Model
Top-level Community (e.g. Faculty)
Sub-Community (e.g. Department)
Collections (e.g. Pretoriana, Freedom Struggle)
Top-level Communities
Top-level Community
Collections within Top-level
Community
Items in DSpace
• Articles (preprints & postprints) • Technical reports • Working papers • Conference reports • E-theses • E-books
Items in DSpace
• Datasets: statistical, geospatial, etc. • Images: visual, scientific, etc. • Audio files • Video files • Learning objects • Reformatted digital library collections
An Item in DSpace
• Metadata• Files (Bitstreams) with digital content• Many formats are accepted• Largest file 500 MB video (Infosys)• File formats e.g. xml, tiff, jpeg, wav, mov,
qt
Thumbnails
Roles in DSpace
• DSpace Administrator• Collection Administrators• Submitters• Reviewers• Metadata Editors• Approvers
Permission policies in DSpace
• Set permission policies for various collections (read, remove, add, write)
• E-person can be removed from Collection • Items in Collections can only be viewed by
authenticated persons
Workflow
Submit
Accept
Reject
Edit Metadata Commit DSpace
Submission
• Default Submission Interface• Community/ Collection Specific Interface• Mandatory fields: Title, Language• Distributed input
About Metadata
• Descriptive information about an object or resource
• E.g. title, subjects, keywords, author/s, date
Metadata in DSpace
• Qualified DC Metadata• 15 Elements + Qualifiers• Edit DC Registry• Add / delete elements/qualifiers (not
recommended)• Mandatory / Optional fields
Harvesting Metadata
• OAISTER• Search Engines e.g. Google
Bitstreams
• Bitstream Registry
Persistent Identifiers
• CNRI Handle System• Valid citations• Unique handle for each item• E.g. http://hdl.handle.net/1849/171
1849 = Naming authority assigned by handle system to e.g. UP
171 = Unique local name assigned to an item in the repository
Lucene Search Engine
• Simple, high performance, powerful search engine
• Open source• Features
– Boolean searches– Phrase and proximity searching– Relevancy ranking– Field searching– Advanced and basic search– Browse by Community/Collection, Author, Title,
Date
Managing the Project http://www.ais.up.ac.za/edu/dspace
Evaluation
Proposal
Needs Analysis
Design
Development
Implementation
Evaluation
Evaluation
• DSpace on UPDev• DSpace on UP Q&A• DSpace on Portal Server• Evaluation Instrument Program Usability• Evaluation Instrument Design
Reflection & Communication
• DSpace Listserve [email protected] • DSpace web www.ais.up.ac.za/edu/dspace • Update documents & policies• Meetings• Community of Practice
Marketing
• Meetings• UP Library Community • Faculties & Departments• UP Dept. of Marketing• UPSpace E-Newsletter• New staff orientation program• Online brochure• Statistics to Faculties• Support from UP Management
Training
• Information Specialists• Cataloguers• End-users
User Support
• Help landline 8/5• Online help 24/7
– Viewlets e.g. Macromedia Captivate, PPT, Open Office
• Tutorial• User policy• Pamphlet• E-mail [email protected]
Policy Issues
• Submission• Communities and Collections• Responsibilities & rights• Licensing, copyright, privacy, intellectual
property• Preservation support• Withdrawals• Workflow• System back-up and availability
Copyright, Rights & Licensing
• License stored with each item• Submitter “Grants License”• Default DSpace License• Community/ Collection License• Copyright note when creating Community• DC Element Rights• DSpace StyleSheet: © University of
Pretoria
IT Support & Back-up
• Dept. of Information Technology• Back-up report• DSpace• Master .tiff images
Limitations
• Limited resources e.g. scanner• Java expertise
The way forward …
• Federated Search Engine• Emerging IR software• Long-term budget• Migration of digital objects• Repository size• Bandwidth• Collaboration e.g. DISA• Collaboration between institutions
The way forward …
• Register with – Open Archives Institute– DSpace Wiki– OAISTER
Conclusions
• Great “digital” libraries will last• Comfortable with change, open source• Traditional library activities
Curator shipCollection DevelopmentQuality Assurance etc.
The WWW can be a library …
Success …
“Courage to explore
Knowledge to exceed
Technology to excel”
Thank you!
Tel.: +27 12 420 3082
Many thanks to TENET for this opportunity!