Creating an Institutional Repository

Jessie Baldwin & Adrienne Fedyna

IST 618, Prof. Raed Sharif

http://library.caltech.edu/images/libguides/books.jpg

Outline

• Introduction to Institutional Repositories (IR)• A look at IR evolution• Steps to create an IR• Needs and considerations• Examples of IRs• Advantages of IRs• Potential Issues• Summary• Resources

What is an Institutional Repository?

• An Institutional Repository (IR) is a collection that organizes and circulates digital content.

• The mission of an IR is to “collect, preserve, and make accessible the intellectual output of faculty and students.”

(Source: Watterworth, p. 27)

What are they used for?

• They are also important for the management and dissemination of knowledge and are becoming popular vehicles for open access trends in academia.

http://www.unipages.org/wp-content/uploads/2011/03/Syracuse-University.jpg

Why are IRs so important?

• IRs provide a scholarly community with access to organized digital content.

• Serves as digital preservation• Electronic records and digital files are becoming

more and more prevalent. IRs provide order and access to these materials.

• IRs are important for the “managing and dissemination of a university’s intellectual property as part of its information assets strategy.”

(Source: Buehler, p. 383)

Facts & Statistics

• In 2007, 55% of the Association of Research Libraries had operational IRs.

• IRs are growing in numbers due to the rising costs of serial subscriptions and changes in technology.

(Sources: Watterworth, p. 25; Palmer, p. 143)

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Stakeholders & Beneficiaries

• Stakeholders consist of:

• Users• Providers• Moderators of

academic communications

•Benefactors consist of:

•University communities•Scholars

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Basic Characteristics

(Source: Palmer, p. 149)

A Look at IR Evolution

• For a fun view of the evolution of IRs, take a look at the following satire, The Genesis of Repository Policy:

http://www.youtube.com/watch?v=pIcBlltRZWo

Steps for Creating an IR

1. Identify the need2. Create a plan (assess need, research, budget,

marketing, etc)

3. Establish policy4. Implement the plan (software, collect content, etc.)

5. Assess & evaluate the success of the IR and make any necessary adjustments

Needs & Considerations

• The following areas should be considered when creating an IR:

• Policy Requirements• Technical Requirements• Financial Requirements• Copy Rights Issues• Content Organization & Formats• Importance of Metadata• User awareness and training

Policy Requirements

• IR policy must support the following functions:

• Preserve• Organize• Access• Distribution

• When developing policy, it’s important to determine the evidence that would support the needs for an IR and the risk involved.

(Source: McKelvy, p. 103)

Inclusive Policy

• Inclusive policies detail which materials will be added to the repository (i.e., peer-reviewed works, faculty work, student work).

• Deciding to enact an inclusive policy for the repository materials will guide the focus.

(Source: Bankier, p. 247)

Technical Requirements

• A variety of software & data management tools are needed.

• Simple IRs can be created using Microsoft Sharepoint, spreadsheets, etc.

• Technology is key to the success of an IR.

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News Gathering Software• News gathering software is required for

the development of an IR.

• Several main formats:

(Source: Laxminarsaiah, p. 279 )

Format Description

Category-based Users can select a category and capture news from that category

Website-based Captures all the news from select websites.

Keyword-based Captures news from user-defined keywords.

Search engine-based Uses search engines to capture the news on a regular basis.

Software Requirements

• Software must fit three criteria:

• “Available as an open source license”

• “Comply with the latest version of OAI metadata harvesting protocols,” as digital materials are organized by metadata.”

• Currently available to the public

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(Source: Laxminarsaiah, p. 281)

IR Software Programs

(Source: Laxminarsaiah, p. 281)

Program Use Website

Archimede Designed to support multilingual IRs

http://archimede.bibl.ulaval.ca

CERN Document server software

Large IRs with different types of

repositories

http://cdsware.cern.ch

DSpace Community-based content

http://www.dspace.org

Greenstone Building & distributing digital content

www.greenstone.org

E-prints For a large user community

www.eprints.org

Financial Requirements

• Financial requirements to consider:• Staff- People are needed to create & maintain

the IR• Technology costs- software, programs, etc• Subscription costs- news gathering services• Maintenance costs- web service costs

• A physical space is also recommended. This would allow for both community and individual ventures.

(Source: McKelvy, p. 103)

Content Organization

The Four Types of Content in an IR:

• “institutionally defined

• scholarly

• cumulative and perpetual and

• open and interoperable” 

(Source: Genoni, 2004)

Content Organization

(Source: Bankier, p. 248)

Formats

The format depends on the type of collection.

For example:

• Newspaper clippings are saved in HTML format• Lectures and speeches are uploaded as Microsoft

Word documents• Conferences are video captured in MPEG format• Government documents are uploaded in PDF format

(Source: Laxminarsaiah, p. 285)

The Importance of Metadata

Institutional Repositories are so diverse that having specific and correct metadata is crucial for finding specific articles accurately.

(Source: CARLABRC, 2002)

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MetadataSince much of the software is operating with

metadata, “getting the metadata right is fundamentally important for a repository.”

http://www.ub.edu/bid/19royne3.jpg

(Source: CARLABRC, 2002)

User Awareness & TrainingThere are two kinds of jobs

for creating and running an IR:

• “Repository Manager- manages the ‘human’ side of the repository

• including content policies, advocacy, user training and a liaison with a wide range of institutional departments and external contacts.”

• “Repository Administrator- manages the technical implementation, customization and management of repository software

• [also] manages metadata fields and quality, creates usage reports and tracks the preservation issues”

(Source: OASIS, 2009)

Real-life Examples

Institutional Repository Website

Duke Law Faculty Scholarship Repository

http://scholarship.law.duke.edu/

KU ScholarWorks http://kuscholarworks.ku.edu/dspace/handle/1808/748

Nellco Legal Scholarship Repository http://lsr.nellco.org/

Pace University School of Law http://digitalcommons.pace.edu/law/

University of Georgia School of Law http://digitalcommons.law.uga.edu/

University of Maryland School of Law http://digitalcommons.law.umaryland.edu/

(Source: Watson, 2007)

Important Considerations

• Is a financial investment

• Takes time and energy from staff

• Has to be marketed properly in order to encourage use

• Must be kept pertinent and current

• Must be sure the need matches the IR type

(Source: Zayac, 2011)

An Institutional Repository…

Advantages of IRs

• Up to date and authoritative information

• University libraries don’t have to repurchase articles published by their own faculty and student body

• Preserves digital materials

• Creating connections between individuals working in the same field

Summary

• Establishing an IR is an efficient way to organize and preserve material.

• IRs are useful when circulating a large amount of digital content.

• A great source for open access materials.

• Metadata is a building block to an IR.

• IRs are increasing in numbers since they are more cost effective.

ResourcesBankier, J., & Smith, C. (2010). Repository collection policies: is a liberal and inclusive policy helpful or harmful?. Australian Academic &

Research Libraries, 41(4), 245-59. Retrieved from Library Lit & Inf Full Text database.

Buehler, M. A., & Trauernicht, M. S. (2007). From digital library to institutional repository: A brief look at one library's path. OCLC Systems and Services, 23(4), 382-382-394. doi:10.1108/10650750710831529.

CARLABRC. (2002). A guide to setting-up an institutional repository. Retrieved from http://www.carl-abrc.ca/projects/institutional_repositories/setup_guide-e.html.

Genoni, P. (2004). Content in institutional repositories: a collection management issue. Emerald, 25, 300-306. doi: 10.1108/01435120410547968.

Laxminarsaiah, A., & Rajgoli, I. U. (2007). Building institutional repository: An overview. OCLC Systems and Services,23(3), 278-278-286. doi:10.1108/10650750710776413. 

McKelvy, D. (2011). Starting, strengthening, and managing institutional repositories. Journal of the Medical Library Association, 99(1), 102-102-103. Retrieved from http://search.proquest.com/docview/853647656?accountid=14214.

OASIS. (2009). Establishing a repository. Retrieved from http://www.openoasis.org/index.php?option=com_content&view=article&id=161&Itemid=354.

Palmer, C. L., Teffeau, L. C., & Newton, M. P. (2008). Strategies for institutional repository development: A case study of three evolving initiatives. Library Trends, 57(2), 142-142-167. Retrieved fromhttp://search.proquest.com/docview/220469335?accountid=14214.

Watson, C.A. (2007). Carpe diem: establish an institutional repository for your organization. LLRX. Retrieved from http://www.llrx.com/features/institutionalrespository.htm.

Watterworth, M. (2009). Planting seeds for a successful institutional repository: role of the archivist as manager, designer, and policymaker. Journal of Archival Organization, 7: 1, 24 — 32.

Zayac, W. (2011). Issues of institutional repositories. The Atlas of New Librarianship. Retrieved from http://www.newlibrarianship.org/wordpress/?page_id=730.

All images used in this presentation are credited below the image.