Enlighten: integrating a repository with University systems and
processes Morag Greig Advocacy Manager- Enlighten University of
Glasgow UKCoRR meeting 14/08/09 Slide 2 Background Mature and well
established institutional repository service at Glasgow (2001-) A
hybrid repository with over 5500 records for published research
outputs (>2100 full text) Publications policy approved by
University Senate in June 2008 (mandate) Policy established
Enlighten as both the institutional repository AND the central
publications database Key Library engagement and participation in
the RAE and the REF Pilot Strong relationships between the Librarys
repository managers and the University academic community and
research office Recognition that the repository cannot exist as a
disconnected data silo Slide 3 Aims To develop a comprehensive
central publications database (2001-) across the University To
develop deposit procedures that will enable departments to provide
publications data on a regular and ongoing basis To encourage all
staff to comply with the Publications Policy and to deposit full
text To join up systems and processes so that deposit is easy and
data can be re-used for many purposes Slide 4 Initial visits to
departments Initial meetings with Heads of departments/research
champions Establish current procedures for collecting publications
data Establish how best the department can engage with Enlighten
Slide 5 Multiple sources of publications data and update schedules
Reference Manager EndNote Word files Access In-house databases Web
pages Monthly Bi-annually Rarely! Slide 6 Deposit options
Self-deposit (two departments) Mediated some large faculties Proxy
most small to medium sized departments Slide 7 Training for
administrative staff Slide 8 Enlighten deposit manual Slide 9
Further visits to departments Presentations at departmental
meetings, including demonstrations and time for questions
addressing issues, e.g. versions, permissions etc. Presentations at
Faculty level research meetings Presentations are ongoing Slide 10
Data back filling Data being added for publications back to 2001
Some data being entered manually (extra staff trained to do this)
Bulk of data being imported from REF databases (records will
require some details to be added) Staff numbers being added
retrospectively to older records in Enlighten Slide 11 Repository
enhancements HR database staff numbers (in place) Single sign-on
(institutional integration) Statistics Reporting Automated
publications lists (institutional integration with content
management system) Two way link-ups with the research system
(institutional integration) Deposit alerts More granular editorial
roles etc. Slide 12 Automated publications lists Slide 13
Integration with research systems Two way links between Enlighten
and the Research System (auto-complete and look- up features)
Automated alerts from the Research System which highlight to
researchers that they must deposit their papers in an appropriate
repository, in line with their grant conditions Reports showing
Projects/Funders and associated publications Slide 14 Key elements
for success Relationships Strong relationships between repository
managers and staff at all levels are vital in supporting the
deposit of content. Systems and Processes Technical and
administrative processes needed to join-up the existing elements of
the research lifecycle which will facilitate the ease of deposit.
Policies Management and monitoring of both the Universitys
Publication Policy and those of our funders to ensure
compliance.
