Digital Commons: FSU’s Institutional Repository (IR)

Sammie L. MorrisAssociate Dean for Special Collections

Florida State UniversityMay 24, 2011

Scholarly Communications Task Force

Task force on scholarly communication established in early 2011

Part of the Faculty Senate Libraries Committee

Charged with raising FSU faculty awareness and support for open access

Co-Chairs: Matthew Goff , Associate Professor, Department of Religion Jordon Andrade, e-Science Librarian, Dirac Science Library

Scholarly Communications Task Force

Membership of Task Force (18 faculty and staff members):

College of BusinessChemistry and Biochemistry Communication and InformationCollege of EducationEnglish Department Interdisciplinary Computing College of LawCollege of MedicineDepartment of Physics Scientific Computing University Libraries

Defining Open Access

“By open access, we mean its immediate, free availability on the public

internet, permitting any users to read, download, copy, distribute, print, search or link to the full text of these articles, crawl them for indexing, pass them as data to software or use them for any

other lawful purpose…” The Budapest Open Access Initiative

www.soros.org/openaccess

Institutional Repository (IR)“A university-based institutional repository is a set of services that a university offers…for the management and dissemination of digital materials created by the institution and its community members. It is most essentially an organizational commitment to the stewardship of these digital materials, including long-term preservation where appropriate, as well as organization and access or distribution….An effective institutional repository of necessity represents a collaboration among librarians, information technologists, archives and records managers, faculty, and university administrators and policymakers.”

--Lynch, Clifford A. "Institutional Repositories: Essential Infrastructure for Scholarship in the Digital Age" ARL, no. 226 (February 2003): 1-7. http://www.arl.org/resources/pubs/br/br226/br226ir.shtml.

Rationale for Institutional Repository

Publicly funded university research should be: Widely disseminated Online Free

Universities that support the research of their faculty should not have to pay enormous fees for accessing that same research from publishers

Several grant funding agencies now require that federally funded research be open access

Open access articles have much higher citation rates than traditionally published articles

About the Institutional Repository

• Set of services to manage and share digital scholarship & intellectual output

• Tool for supporting open access• One online portal for FSU faculty

and student research• Based on Digital Commons

Software (BePress)

About the Institutional Repository

• Benefits the entire FSU community by:– Promoting the research and scholarship of

faculty and students to a broader audience. – Saving resources by allowing the university

to manage its own scholarly content rather than paying for it from for-profit publishers.

– Saving paper and printing costs by providing colleges and departments with the ability to publish electronic newsletters, bulletins, and other publications online.

Goals for the Repository• Collect and showcase FSU’s intellectual

output in one portal• Preserve the scholarly output of FSU• Increase visibility and status of FSU by

demonstrating the quality of its research to a wider audience

• Provide evidence of the value of FSU’s research to resource allocators

• Save costs in printing university publications• Provide a new outlet for faculty research and

scholarship

Goals for the Repository

• Attract a wider pool of high quality faculty and student applicants

• Provide a robust electronic publishing platform for FSU faculty, staff, and students

• Increase opportunities for collaborative and interdisciplinary study online

• Support teaching and learning at FSU• Preserve FSU history by capturing electronic

information on websites that is currently difficult to access and at risk for loss (meeting minutes, course descriptions, newsletters, etc.)

Content for the Repository

• Faculty scholarship (journal articles, books, grey literature)

• Teaching materials (lectures, notes, course recordings)

• Conference posters and presentations• Theses and dissertations• Undergraduate research journals and

posters

Content for the Repository

• Images and audio-visual collections• Research data sets (static)• Departmental newsletters, bulletins,

publications• Important FSU administrative

documents such as meeting minutes and policies, course descriptions, annual reports

About Digital Commons

• Hosted institutional repository (no additional costs to manage, store, archive content)

• An electronic publishing tool originally designed for supporting e-journal production

• The most widely implemented hosted IR product available (used by many of our peers)

• Similar to DSpace, Fedora, Greenstone, but requires no in-house programming expertise because it is not open source

About Digital Commons (BePress)

• Annual license includes unlimited content hosted by BePress at no additional cost

• No need to purchase hardware/software or hire programmers

• Easily customizable for us with FSU branding

• All maintenance and ongoing support provided by BePress

• Content is full-text searchable

About Digital Commons (BePress)

• Content is search engine optimized (easily discovered with search engines like Google)

• Content is easily harvested by other repositories and portals (OAI compliant for sharing metadata with other libraries)

• Provides monthly usage and download reports to each author via email (use statistics)

• Supports peer reviewed journal publishing process through entire life cycle (manuscripts submissions, reviews, editing, approvals, publishing)

About Digital Commons (BePress)

• Can be used for various workflows, to support the grants review process, the dissertation submission and review process, and the promotion and tenure case files review process

• Provides a persistent URL for citations and long-term accessibility of the content over time

• Preserves content through onsite and offsite backup and redundancy, at no additional cost

• All content put in the repository belongs to FSU and can be placed in other portals at our discretion

• If we terminate our agreement with BePress we are free to put the content into any other system we choose

IR Implementation Team

• Head of Special Collections, Head of Digital Library Center, e-Science Librarian, Marketing Associate, Head of Systems, Web Designer

• Name for IR– Solicited input from President, Provost, and Dean of Libraries (DigiNole Commons)

• Quiet Launch Phase: June 2011 • Publicity Launch Date: October 2011 (during

Open Access Week)• Big Goal: Faculty Senate Mandate for Open

Access

Design/Layout Info Needed for Setup

• Name of IR• URL for IR• IP Range • Logos/Branding Images• Banner Images• Site Colors• Layout • Navigation Tabs • Fonts

Examples of Digital Commons Repositories: Purdue

Examples of Digital Commons Repositories: U of CA

Examples of Digital Commons Repositories: U of Iowa

Examples of Digital Commons Repositories: U of Kentucky

Examples of Digital Commons Repositories: Utah State

Roles for Library Liaisons

• Promote the Repository to Faculty and Students• Give Presentations to Departments About the IR• Let Faculty/Students Know How the IR Benefits

Them:– Use Stats Show Impact of Their Research (P&T)– Their Works Will Be More Widely Available to a

Broader Audience– Others Doing Similar Research Can Find Them Easier– Having Each Dept’s ETDs in IR Shows Value of Dept

Roles for Library Liaisons

• Talk with Faculty/Students About Their Research–What Content Do They Create? (Articles,

White Papers, Posters, Audio-Visual Material, etc.)

– Do They Have a Professional Website Linking to Their Research?

–What Publications Do Their Departments Create? (Newsletters, Bulletins, Annual Reports, Journals/Magazines)

Roles for Library Liaisons• Offer Guidance on Author Rights to Faculty and

Students– See CIC Author Rights Publication Agreement Addendum

www.cic.net/Libraries/Library/authorsrights.sflb

• Ask Faculty for Copies of Their CVs • See Which of Their Publications May Already be Online

for Putting in IR• See Which Publishers Allow Content to Be Posted in IRs

(SHERPA/RoMEO)http://www.sherpa.ac.uk/romeo/PDFandIR.php?la=en

• Identify Content for Collecting in the Repository• Offer Guidance to Faculty/Students in Transferring

Content (work with Plato Smith, DLC)

Additional Resources• Digital Commons digitalcommons.bepress.com• Institutional Repositories (SPARC)

www.arl.org/sparc/repositories/ • Scholarly Communication (ACRL)

www.ala.org/ala/mgrps/divs/acrl/issues/scholcomm/scholarlycommunication.cfm

• Open Access (SPARC) www.arl.org/sparc/openaccess/

• Author Rights and Copyright (SPARC) www.arl.org/sparc/author/addendum.shtml

• Publishers and Copyright Policies (SHERPA RoMEO) www.sherpa.ac.uk/romeo/