THE ESTABLISHMENT OF INSTITUTIONAL REPOSITORY : A BRIEF COMPARATIVE STUDY BETWEEN THE NATIONAL UNIVERSITY

OF MALAYSIA AND THE UNIVERSITY OF LIVERPOOL.

By

Harith Faruqi Sidek,

Azmah Ishak,

Noor Farhana Mohd Saleh,

Zanariah Zainol

Introduction

Institutional Repositories (IR) ?

Clifford Lynch (2003)...

“In my view, a university-based institutional repository is aset of services that a university offers to the members of itscommunity for the management and dissemination of digitalmaterials created by the institution and its communitymembers. It is most essentially an organizational commitmentto the stewardship of these digital materials, including long-term preservation where appropriate, as well as organizationand access or distribution. Notable in this definition is theemphasis on long-term preservation. Since preserving digitalinformation, which can be prepared in a wide variety offormats (e.g., ASCII , HTML, or PDF), is not simple and the long-term costs of doing so are basically unknown, it is no smallmatter for a university to commit to preserving all thesediverse and ever changing formats forever”.

Why University of Liverpool ?

• QS World ranking 2010 UoL (121), UKM (263)• Members of the Russell Group, an association of 20 major research-intensive

universities in UK

• University of Birmingham• University of Bristol• University of Cambridge• Cardiff University• University of Edinburgh• University of Glasgow• Imperial College London• King's College London• University of Leeds• University of Liverpool

• Using different Platform• Interview with UoL IR Librarian, Shirley Yearwood- Jackman

•London School of Economics & Political Science•University of Manchester•Newcastle University•University of Nottingham•University of Oxford•Queen's University Belfast•University of Sheffield•University of Southampton•University College London•University of Warwick

The Establishment

eRep

• Started in 2006 while preparing Research Reports for Research University.

• Problems encountered while preparing the Reports :

o Need to access various sources for UKM Publications

o Some sources are not reliable

o Duplication of Records

o Untraceable records – even the library does not have it.

• A Special Committee was formed to set-up a “One Stop Centre” IR for academic publications, The Library as core member.

• Start with 2006 data, a migration from other system (SPPU).

http://www.ukm.my/erep

Research Archive

• Recommendation was made to the Information Services Committee and Research committee by the University Librarian

• Approval and funding for the IR project was given by the University on the same year after the Executive Management was convinced by the clarification on the benefits of an IR by University Librarian, Phil Sykes.

• The projects also successfully gained support from select group of senior academicians. Vision needed to be shared with majority of academics.

• Integrated the IR into the research management systems

• Developing from scratch, no data migration.

http://research-archive.liv.ac.uk/

Where can we find the link?

eRep

Research Archive

Getting Started

eRep

• The Committee recognized “KDUKM” a library information management system to adopted as university IR. The library however against the idea due to technical issues.

• The Library and Centre for Information and Technology (PTM) was given the task to develop a totally new system based on requirement at university level.

• PTM took approximately 3 months to come up with a prototype , which successfully approved by the committee, the system later known as e-Penerbitan.

• e-Penerbitan went its pilot phase for 3 months , all university academic members bounded to a mandate at the university level for academic publications submission into the system. The system later become compulsory.

• In 2009, the system was renamed as eRep.

Research Archive

• Started the pilot phase with pre-identified 9 academic departments with difference academic disciplines.

1) Faculty of Arts2) Faculty of Engineering3) Faculty of Medicine4) Faculty of Science5) Faculty of Social and Environmental Studies6) Faculty of Veterinary Medicine7) Institutes

- Inst. of Cancer Studies- Inst. of Irish Studies

8) Liverpool School of Tropical Medicine9) Research Centre

- Centre for Archive Studies- Cancer Tissue Bank- Centre for Cell Imaging- Centre for Medical Statistics and Health Evaluation

• Those adopted department freely decided on their content submission.

• During the pilot phase, advocacy strategy was in place to gained full support from the rest.

• Collaboration with the CSD (Computer Service Department) on technical

Technical Aspect

eRep

• Develop using programming software ColdFusion MX7 and its database was supported by Informix and MySQL.

• Using Dell PowerEdge 2850 which operated by Intel Xeon 2.8GHz as its Central Processing Unit (CPU). The server supplies 2GB memory and has the capacity of 68.24 GB on its Hard Disc. The server for storage and database also using the server from the same series, however its Central Processing Unit (CPU) is 2X Intel Xeon 38.GHZ with 4GB memory and bigger Hard Disc capacity at 270GB.

Research Archive

• Open Source initiatives software, “Eprints”.Five criteria identified for assessing e-prints

1– E-prints provides wider and /or more convenient access

than alternatives such as published journal papers

2– E-prints is cited by more scholars

3– E-prints contains unique information, not recorded elsewhere

4– Eprints forms a significant part of the research record ( for example, early drafts of important research

5– E-prints is part of a wider collection deemed worthy of

preservation

• Well use among the community

• well supported

• Customized package by Eprints

• CSD initially involved in the project for technical support.

The Role of The Librarian

eRep / Research Archive

• Involved in the pre-establishment stage

• Core member of the establishment Committee

• The Administrator / Owner of the IR

• Managing Quality Assurance – Tracking and resolving issues.

• Developing IR policies and procedure

• Promotional and Advocacy – share the value of IR with academics

• “Technology watch” to ensure sustainability

Content Policy

eRep

• Compulsory submission for academics

- Assesment

- Promotion

- Publication Incentive scheme

Research Archive

• Voluntarily Environment ,

Would you like to… You must to…

eRep

1. Books2. Chapter in Books3. Monographs4. Journal Articles5. Proceedings6. Technical reports7. Seminar Papers8. Book Review9. Translated Articles10. Occasional Publications11. Popular writings12. Translated Books13. Teaching Package14. Films / Videos/ Slides/ Multimedia15. Others

Overall data on 1st July 2011

23,954.

Research Archive

1. Article2. Book Section3. Monograph4. Conference or Workshop Item5. Book6. Thesis7. Patent8. Other9. Review10. Software11. Map12. Report13. Discussion14. Pre-submitted Thesis

Overall data on 1st July 2011

699

Content Format

eRep

• PDF only

Research Archive

• HTML• PDF• Postscript• Plain Text• Rich Text (RTF)• Microsoft PowerPoint• Microsoft Excel• Microsoft Word• Image (JPEG)• Image (PNG)• Image (GIF)• Image (BMP)• Image (TIFF)• Video (MPEG)• Video (QuickTime)• Video (AVI)

•Video (WMV)•Video (MP4)•Video (MP4)•Video (Flash)•Video (AVCHD)•XML•N3•RDF/XML•Archive (BZ2)•Archive (TGZ)•Archive (ZIP)•Audio (WAV)•Audio (MP3)•Audio (OGG)•Audio (FLAC)•Audio (WMA)•Other

IR Team

eRep

Managing Collections:1. Archives2. Special Collection

Research Archive

Managing Collections:

0

Our Advantages

• Enjoys full support from stakeholders

• Sustainability is guaranteed due to ongoing development

• Ultimately main source for UKM academic heritage.

• Multiple reports customization

• Accessible thru handheld devices for all purposes. (Web 2.0 = Librarian 2.0)

• Single Deposit, Multiple Use.

eRep Reports

What can we learn from UoL ?

• Partnership Approach- Catered to the needs of different disciplines

- Gave academics a stake in the IR

- Improved the ability of the Academic Unit to manage IR

- Made them more aware of any changes via effective communication.

• Academic Representatives usually a senior academic with connection to Research Committee.

• Utilize Subject Librarian / Library Reps

• Google indexed

Thank You