Md. Zahid Hossain Shoeb

31 December 2009

Institutional digital repository in Bangladesh - a proposal and content submission workflow

International Seminar on

Digital Library & Information Support for Nation BuildingRC Majumder Arts Auditorium

University of Dhaka

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Outline Abstract

Institutional Repository (IR): a Brief Outlook

IR: Bangladesh Context

Planning and Setting up the Repository

IR: Choosing the Platform

ICT Condition in the Universities in Bangladesh

IR:Proposal

Content Submission

Discussion and Conclusion

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Abstract Purpose

to describe the procedure of setting up an institutional repository (IR) with policy formulation and proposal

submission workflow of the contents for any university in Bangladesh using open source software

Design/Methodology/Approach A number of popular IR software packages have been compared

System requirements along with the steps involved in uploading and submitting contents in the IR were also examined

Findings DSpace preferred most as IR software locally and globally Systematic storing and access to the research output of a university

will be provided

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Institutional Repository (IR) (contd.)

Digital Repository a mechanism for managing and storing reliable digital contents

Types of Digital Repositories institutional, discipline based, consortia, learning objects an institutional repository (IR) is a digital archive of the

intellectual product created by the faculty, research staff, and students of an institution and accessible for end users both within and outside of the institution with few if any barriers to access.

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Institutional Repository (IR) (contd.)

Special Characteristic of Digital Repository content is deposited whether by the content creator, owner or third

party the repository architecture manages content as well as metadata minimum set of basic services e.g. put, get, search, access control the repository must be sustainable and trusted, well-supported and

well-managed Why Institutional Digital Repository?

to make visible institution’s scholarly research globally to gather and collect versatile contents in a single location to provide open access to institutional research output by self-

archiving or mediated deposit scholarly communication and sharing management of digital assets and preservation

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Institutional Repository (IR)

Open Access (OA) Open access digital repositories are web sites where authors or

their designated intermediates deposit scholarly publications for anyone to read freely

Should no subscription or registration required to read papers within them

The repository must provide open access to its content (unless there are legal constraints); and

The repository must provide open access to its metadata for harvesting.

Who benefits from Open Access? Researchers, institutions, global community.

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IR: Bangladesh Context (contd.)

Three types of Universities in Bangladesh The University Grants Commission of Bangladesh (UGC)

can play vital role for formulating policies and implementing IR

The Directory of Open Access Repositories listed only two IRs in Bangladesh (>1400 registered worldwide)

IR concept is well-known to library and Information Science (LIS) Professionals here but technology is not as well

Most of the university library personnel articulate and recognise the need of institutional repository for their universities in Bangladesh

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Planning and Setting the IR Requirement of Repository

Repository which is to be established should have a purpose Repositories are also changed as per environment which to be

considered Way to success: setting up criteria

Intuitional and local conditions and expectations will need to be considered and accommodated

quantitative/strategic Costs

Typical Hardware/Software cost, Startup cost Staff cost/maintenance cost

Benefits of the University Costs vs Strategic benefits

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IR: Choosing the Platform IR: Choosing the Platform

Accumulate a team Strength, features

Required IR software Fundamental technical building blocks of an IR Model, technical aspects when running Implementation steps

Features of the Product File formats, metadata standards, interoperability,

search/browse of metadata, full-text search, workflow, submission for content approval, user authentication and authorization (back end/front end), customization, Software Developer/Distributor, Technical support.

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Functional Overview of DSpace

DSpace: the Open Source Digital Repository Software Free, open source software All content types accepted, Dublin Core metadata standard.

Full text search Customizable web interface. OAI compliant Workflow process for content submission Import/export capabilities. Decentralized submission Extensible through Java API. Built in Java and server-side

Java technologies, including Java Servlets, JSP, Taglets, Filters, Java Bean Activation Framework, and Java Mail.

Database: PostgreSQL, or SQL database that supports transactions, such as Oracle, MySQL

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ICT Condition in the Universities in Bangladesh Almost all the universities have adopted updated Information

and Communication Technology (ICT) ICT is the driving force and most effective tools for

development Universities in Bangladesh are using ICT in learning, teaching

and disseminating information to increase quality, efficiency and sustainability

A common IT department is responsible for IT related tasks Most of the Universities have broadband or dial up internet

connections and equipments with relevant servers and workstations. Few have VSAT (Very Small Aperture Terminal)

So, almost all the universities have more or less ICT facilities to cope with the current local and global competition

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Proposal for Collections to be Included Content Types

The major content types may be included are:

Publications - Preprints/Postprints

Datasets

Bibliographic references (metadata only)

Learning objects

Books and chapters Multimedia and audio-visual materials

Conference and workshop papers

Software

Theses and Dissertations Patents

Unpublished reports and working papers

Special items (depends on policy)

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Proposal for Hardware As almost all the universities have minimum network facilities and equipments, so only following Hardware is suggested:

Two Servers (dedicated), 1 for production and another for backup. Server must be with high and latest configuration like dual CPU Intel Xeon Server (or with higher processor). It must have four hard disks (4 x 146 swappable) high configured primary memory high cache memory and other higher specification with dual Intel Gigabit Ethernet controller. In addition, a high-speed face-up book scanner with Optical Character Recognition software to digitize print documents and an MPEG card to convert video recorded documents

into digital form is required.

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Proposal for Software As earlier the investigation revealed that DSpace got the

highest preference as IR software, so following software will be acquired as those are freely available. DSpace (latest stable version preferred,) Java Apache Ant Apache Tomcat Maven PostgreSQL Operating Systems (Linux Server (Fedora/Debian/Ubantu)) PDF maker software (e.g. Acrobat Writer) is also needed to convert

documents or images to Adobe PDF

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Other Policies and Legal Issues (Cont.)

Following policies should be accumulated as per global, national and organizational policies:

Policy Development and Legal Issues Online materials are governed by government copyright, legal

deposit laws, and publishing contracts Intellectual Property Rights (IPR) for IR

Refer to the ownership and rights over work produced and distributed online

Copyright and Content Licensing Copyright: offers protection to content creators to control how their

material can be used and distributed Content License: legal agreements by which content can be

distributed Content Policies

Author final versions versus Publisher final versions

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Other Policies and Legal Issues Collection Policies

How the contents are organized and regulated for the service Submission Policies and Procedures

Self Archiving/Mediated Deposit Preservation Policies

Retention Period/Functional Preservation/File Preservation (backing up)/Withdrawal Policy/Withdrawn Items/Version Control/Closure Policy

Copyright Issues Journal articles/Pre-print and Post-print/Book & Book

chapters/Images Restriction

Thesis/dissertation

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Figure 1: Default DSpace Installation Page

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Figure 2: DSpace Login Screen

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Figure 3: DSpace Content Submission

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Figure 4: DSpace Administrative Tool

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Figure 5: Creating Top-level Community

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Figure 6: Community and Collection

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Figure 7: Institutional Repository Collection Home

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Figure 8: Collection Submission-Describe

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Figure 9: Collection Submission - Describe Author, Title etc.

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Figure 10: Collection Submission – Describe Keywords, Abstract etc.

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Figure 11: Collection Submission - Upload

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Figure 12: Collection Submission - Upload

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Figure 13: Collection Submission - Verify

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Figure 14: Collection Submission - License

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Figure 15: Collection Submission - Complete

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Figure 16: Repository is Ready to be searched and browsed

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Figure 17: Search Result

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Figure 18: Detailed Result

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Figure 19: Collection Home Page for More Submission

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Discussion and Conclusions Discussion and Conclusion

primary focus of this paper was to investigate to set up an institutional repository to identify suitable IR tool that best practices in the administrative, technical infrastructure, and access to repository collections

IR may be designed using DSpace An IR project should be taken and managed centrally A format-blind IR (based on probable concern university IR policy

and project committee); A centralized resource that will allow the concerned university to

represent the depth and breadth of its research and teaching to the local community, state, and world;

A means of preserving the work of researchers in a comprehensive way; if needed a resource for multidisciplinary archive of administrative outputs.

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