etd@IISc: A DSpace-based ETD-MS and OAI Compliant

Theses Repository Service of Indian Institute of Science

Filbert Minj

National Centre for Science Information (NCSI)

Indian Institute of Science (IISc)

Bangalore – 560 012, India

(E-Mail: filbert@ncsi.iisc.ernet.in)

ETD2005: evolution through discovery8th International Symposium on Electronic Theses & Dissertations

AcknowledgmentLate Dr. T.B Rajashekar (Initiated)Dr. S. VenkadesanMr. Francis JakakanthMr. Aneesh JoyMr. P. JobishMr. Hemanta kumar Biswal

Outline of the presentationAbout the Indian Institute of Science (IISc) and National Centre for Science Information (NCSI)Formulation of key requirements using prototype repositoryRepository implementationValue addition to etd@IIScConclusion and future work

About IIScAcademic and research Institution

2500+ active researchers including 500+ faculty

2000+ research publications per year

200+ M.Sc Engineering and Ph.D thesis per year

About NCSIProvides electronic information services to the IISc communityGateway services for electronic journalsUndertakes sponsored research and consultancy projectsConducts 18 months training programme in Information and Knowledge management

About NCSI…Institutional Repository to archive research publication of Institute

Pioneering efforts towards the cause of Open Access Initiative in Indiahttp://eprints.ncsi.iisc.ernet.in/Started in 2002 and has 2318+ publicationsOAI complaint harvested by service providers like OAISter (http://www.oaister.org/o/oaister/), indexed by GoogleProposed to archive all Institute’s publications since it’s inception (1909) in the repository

About NCSI…etd@IISc (Electronic Thesis & dissertation) repository service

http://etd.ncsi.iisc.ernet.in/Was started in 2004Thesis Repository in initial stages with 95 thesis and growing slowlyIISc library has taken the initiative to archive old theses of the InstituteWith formulation of Institute’s policy, submissions are expected to grow steadily

Need for etd@IIScA centralized system for managing and presenting the research output of the Institute in an organized fashionA system for providing open access to the intellectual output of the InstitutePreservation and long-term access to the scholars' research outputOAI and the "Google"-ing of thesis in etd@IISc can be immediately found in global indexing and search services

Prototype RepositoryInitially prototype repository was setup to

Understand the system

Workflow

Local requirements

Compliance with standards

Value addition to be done

Key requirementsThe prototype setup helped us to arrive at the following key requirements

System should support only post-approval (accepted) online submission of thesesReflection of IISc divisions and departments as communities and collectionsCompliance with ETD-MS metadata standardValidation of student registration using students’ record databaseAutomatic community and collection assignment to students upon registration

Key requirements…Automatic metadata assignment and validation during online submission

e.g. Author’s name (extracted form students’ database)

Support for assigning subject categoriesMetadata and full text quality assessment by library staffE-mail notifications to concerned parties during submission, approval and archiving processes

Registrationrequest

Local copy ofStudents’ Database

Reviewer (Library staff)

Archive

Student Workspace

Reque-stValid?

Submi-ssion Ok?

AcademicSection

Advisors (Thesis Guide)

Registrationcompleted

etd@IISc workflow

Yes

No

SRNoEmail

Check

Request

To Admin

Login

YesApprove

RejectNo

Repository implementationThe key requirements identified from the prototype setup were implemented in the production repository server

Registration to RepositoryIntegrated with the locally hosted Institute’s Students’ DatabaseStudents Registration Number (SRNo) must be providedOnly students whose theses have been accepted can register

Student Registration Number (SRNO)

Locally Hosted

Students Database

Request Valid?

Send a token toStudent

Send an email tostudent asking toContact Academic Section

No

Yes

Check

etd@IISc Registration

Repository implementation…On completion of registration, it sends an e-mail notification to the submitter and the administrator

Automatically associates the submitter to the appropriate collection

Repository implementation…Compliance with ETD-MS metadata

thesis.degree.name Name of the thesis (Ph.D, MSc Engg. etc.)

thesis.degree.level Level of the degree (Master, Doctorate)

thesis.degree.discipline Discipline of the degree (Science, Engineering)

thesis.degree.grantor Grantor of thesis (IISc)

Value addition in etd@IIScPatch was developed for displaying of Communities and Collections Strengths

Above patch is now part of Dspace code base (v-1.2.2)

Displaying of total number of these in etd@IISc.

Community Strengths

Collection Strengths

Value addition in etd@IISc…Automatic E-mail Notifications

An e-mail notification is sent to the submitter upon online submission of thesis about the status of the thesis

Upon archiving, an e-mail notification is sent to the submitter, guide, academic section and repository administrator

By default only the submitter is notified

Value addition in etd@IISc…The e-mail contains

Student name

Thesis guide name

Thesis title

The collection to which the thesis belong

The persistence URL of the thesis (e.g http://hdl.handle.net/2005/94)

Value addition in etd@IISc…Pre-filled submission text box

e.gAuthor text box

Identifier (SRNo of a student)

Thesis degree name (MSc. Engg, Ph.D)

Thesis degree level (Master, Doctoral)

Value addition in etd@IISc…Browse by Subject and Guide (Thesis guide)

Alphabetical listing of subjects

Alphabetical listing of guide’s name

Value addition in etd@IISc…Subject classification

To enable the submitters to include their thesis under the most appropriate subject headings, etd@IISc provides a classification scheme based on Dissertation Abstracts International (DAI).

Handle Server Configuration / OAI complaint

etd@IISc creates persistent identifier for every submitted thesis

The handle prefix provided by CNRI is ‘2005’

e.g http://hdl.handle.net/2005/140 is a URL of a thesis abstract page

OAI compliance and the base URL is :http://etd.ncsi.iisc.ernet.in/dspace-oai/request

Conclusionetd@IISc is a digital repository of theses and dissertations of IIScFacilitates better means to capture, store, process, and disseminate the intellectual output of IISc Customized to meet our requirementsWe are observing the various operational implications of the repository and are very keen to incorporate further improvements

Future workHandling special characters during metadata submission Provision for duplicate checking or duplicate alert mechanismSupporting deferred access to full text thesis based on student/guide request - e.g. initial 6 months or 1 year.Development of standard theses template for use by research studentsGenerate access statistics

deferred access

Thanks for listeningAny questions?