dspace training presentation

Building an Institutional Repository

Patricia LiebetrauOctober 2012University of Namibia

What we will cover

Repository Structure Intro to metadata Users and groupsItem submissions WorkflowsCopyright issues and embargos RSS, Statistics Information Management (eg controlled vocabularies)Building UNAM context ie how to structure the IR for your own purposes, your users and groups

Doing things differently….

What is an Institutional Repository (IR)?

An IR is a digital collection capturing,preserving and disseminating theintellectual output of a singleuniversity community

Institutional repository

“A university-based institutional repository is a set of services that a university offers to the members of its community for the management and dissemination of digital materials created by the institution and its community members.

It is most essentially an organisational commitment to the stewardship of these digital materials, including long-term preservation where appropriate, as well as organisation and access or distribution.”

Clifford A. Lynch. Institutional Repositories: Essential Infrastructure for Scholarship in the Digital Age ARL, no. 226 (February 2003): 1-7.

What content?

Research output from academic staff

Research output from students

Research output from University staff

Academic research papers

Journal articles

Research data sets

Conference papers

Research output from University students

Theses and dissertations

Research data

Repository structure

What is a repository?

What is it used for?

What goes into the repository?

Software required?

Skills required?

Easy to find resources

(1) “Beasts of Berlin” paper

(2) “Communal land and tenure security” thesis

IRs require…..

Defined needs

Defined purposes

Defined users

What is it for?

Make University’s intellectual (research) output visible

Facilitate global access Especially in geographically remote environments

Why based in the Library? Skills in information management, dissemination and access

University rankings

IRs in Africa

World University RankingsTimes Higher Education (THE)

Important elements of IRs

Institutionally defined

Scholarly and research purposes

Cumulative and perpetual

Open and interoperable

Many levels of repositories

Institutional repository Research output from an individual institutions

• UKZN, DUT, Rhodes, Wits, Stellenbosch, Pretoria

National repository Research output from several individual institutions

• NRF NETD project (SA)• ETHOS (UK)

International repository Research output from several national repositories

• DRIVER

Implementation

STRUCTURED APPROACH – not ad hoc

Develop policiesMetadata for storage/presentationDigital document identifiers (DOI’s) = handlesAuthor permissions and license agreementsSubmission guidelines (staff and students)Submission software trainingMarketing concept to depositors – advocacy efforts

Software required

Pre-packaged open source software

E-Prints

D-Space – most commonly used in Africa

Repository software

D-Space diagram

D-Space http://www.dspace.org

DSpace technical guides

DSpace layout

UNAM DSpace

http://repository.unam.na

http://digital.unam.na

How is it organised?

Communities

Collections

Items

Example Structures

Structures may be based around organisational units:

Source: The DSpace course

Community Collections Items

Department Research Groups Items

Department Item Type Items

Faculty Schools Items

Communities

Highest level Submitters Users

Represents institutional structure Colleges Schools Departments

MetadataPermissionsWorkflows

Collections

Hierachical structure Represents a collection within a community

One community may have many collections

Items

Each item has several parts Metadata Items for upload

UNAM repository structure

DISCUSSION

What will your repository structure look like?

Who will create Communities and Collections? Requires administrative rights

Who will have rights to submit items to Collections?

Who will quality assure submissions?

Roles, skills required?

Repository Manager Policy development, advocacy, liaison with stakeholders,

team leadership

Repository Administrator Managing metadata fields and quality, reports, statistics,

training clients

Technical services Customisation, software upgrades

General support Data entry and general tasks

Metadata

Dublin Core Metadata

Title CreatorSubject PublisherDescription ContributorLanguage RightsSource DateRelation FormatCoverage Identifier

Type

DC-qualified for ThesesMetadata Tag DefinitionTitle dc.title Name given to the resource

Subject dc.subject.LCSH Topic of the content of the resource

Description dc.description.abstract Abstract

Coverage dc.coverage Not used

Source dc.source Not used

Relation dc.relation Not used

Format dc.format MIME types (eg application/pdf)

Date dc.date.issueddc.date.available

Date on the title pageDate available for embargoed theses

Resource type dc.typedc.type.qualificationlevel

Thesis Honours, Masters, Doctoral

Language dc.language Language of the intellectual content of the resource

Identifier dc.identifier Unambiguous reference to the resource within a given context: this is the object identifier or OID

Creator dc.creator Entity primarily responsible for making the content ofthe resource

Contributor dc.contributor.advisor Supervisors

Publisher dc.publisher.institutiondc.publisher.department

Entity responsible for publishing the content of the resource

Rights management dc.rights Information about rights held in and over the resource

Elements

Mandatory?

Optional?

Repeated?

Controlled vocabulary?

Checklist for Theses metadata

Checklist for DC‐qualified metadata for Theses

Metadata Tag Definition Mandatory RepeatableControlled Vocab

Title dc.title Name given to the resource Yes No No

Subject dc.subject.LCSH Topic of the content of the resource

Description dc.description.abstract Abstract

Coverage dc.coverage Not used

Source dc.source Not used

Relation dc.relation Not used

Format dc.format MIME types (eg application/pdf)

Date dc.date.issued Date on the title page

dc.date.available Date available for embargoed theses

Resource type dc.type Thesis

dc.type.qualificationlevel Honours, Masters, Doctoral

Language dc.language Language of the intellectual content of the resource

Identifier dc.identifierUnambiguous reference to the resource within a given context: this is the object identifier or OID

Creator dc.creator Entity primarily responsible for making the content of

the resource

Contributor dc.contributor.advisor Supervisors

Publisher dc.publisher.institution Entity responsible for publishing the content of the resource

dc.publisher.department

Rights management dc.rights Information about rights held in and over the resource

Standards

International standards Date YYYY-MM-DD Surname, first name or First name, Surname Metadata (DC-qualifief/ETDMS) MIME types

• application/pdf• audio/mpeg• video/mp4

Quality assurance

Consistency

Adherence to standards

Guidelines

Training is consistent

DSpace users

User accounts are required in order to grant privileges to different users

If not logged in, you are considered to be an anonymous user

If you have a user account, rights and roles can be granted to you to allow you to interact with Dspace

Some users will be ‘administrators’ and have access to all functions in DSpace

Rights

New users (e-people) have no rights

They have to be granted rights and roles

DSpace groups

Combine users into logical groups Assists with the management of users Assign privileges to groups not individuals Groups can be members of other groups

For example…. Computer Science staff group Faculty staff group All staff group

Concept: Authentication and Authorization

Two important concepts:

Authentication • The process of establishing the identity of a user (eg LDAP)

Authorization • The granting of privileges to a user to perform an action on a

resource

Item submissions

A typical submission: Choose a collection to submit to Answer some initial questions Enter some metadata Upload some files Verify the submission Agree to the deposit licence

Register, login, submit

Copyrights, embargoes etc

Who owns copyright of ….

Theses (university/student)Journal articles (accepted version/publisher version)Conference Papers (published proceedings)Lecture presentations (university/lecturer)

Pending patents - embargo

Openness

Open source software where the source code is available for modification

Open standards Specifications De facto standards

Open access access to resources made available without fees or cost

Degrees of openness

Copyrighted resources (all rights reserved) which require permission

Creative Commons Licenses

Public Domain

Degrees of openess

Public domain

No rights reserved

Creative Commons

Some rights reserved

Copyright

All rights reserved

What is copyright?

“A right granted by law to an author, designer or artist to prohibit others from copying or exploiting his or

her works in various ways without permission”

Managing Digital Collections p. 8

Intellectual Property

Copyright Trade Marks Patents

Copyright protection for….

Literary works

Musical works

Artistic works

Cinematograph films

Sound recordings

Broadcasts

Programme‐carrying signals

Published editions

Computer programmes

SHERPAhttp://www.sherpa.ac.uk/

Sherpa/Romeohttp://www.sherpa.ac.uk/romeo/

Public Domain

No rights reserved

Outside the Copyright Act No 98 of 1978 (in South Africa)

Resources > 50 years (in South Africa)

Creative Commons http://creativecommons.org

Creative Commons Licences

Retain copyright Allow others to copy/distribute Attribution/Credit

License specifies Use/re-use Modify

Options: Public domain, Attribution, Share-alike, non-commercial...

Non-commercial purposes

RSS feeds

RSS feeds Site level (all new items) Community level (new items in all contained collections) Collection level (new items in that collection)

Can be read in modern web browsers

Can be subscribed to in news reader software

Alerts

Alerts Created by users Created for a collection Emails sent each day for new items Script must run daily:

• [dspace]/bin/sub-daily

Collecting DSpace statistics

Statistics available from DSpace

Set up DSpace server for daily statistics reports (daily/monthly)

Access statistics by adding ‘/statistics’ to the end of the Dspace URL

Can be made private (must be logged in) or public

What statistics do you get?

General overview metrics Numbers of items in repository; numbers of users

Archive List of how many of each type

Item views List of items and downloads of each

Actions Actions (eg browse) and numbers of each

Search terms Search terms used

Google statistics

More detailed statistics –

Geographic location of users Mobile phone access Search engine terms to find items Time spent on the site Graphic (visual) representation of usage

Requires Javascript

http://www.google.com/analytics/

Mobile users statistics

Location of users

Register on OpenDOARhttp://www.opendoar.org/

Repository Rankingshttp://repositories.webometrics.info/en

This work was carried out with the aid of a grant from the International Development Research Centre, Ottawa, Canada