institutional repositories & the current research ...pilot groups & early adopters sept to...
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Institutional Repositories & the Current Research Information System (CRIS)
Rosarie Coughlan Scholarly Publishing Librarian
Queen’s University Library
Inbrief
TheUniversityResearchInforma4on
System&theIns4tu4onal
Repository–towardsintegra4on
Ra4onaleforanintegratedapproach
Importantlessonslearned Lookingahead
Approach Enable compliance with funder mandates on open
access through seamless submission of publications into the Institutional Repository via the University’s
Current Research Information System (CRIS).
Queen’sCV&AnnualRepor4ngTool(CRIS)
Ins4tu4onalRepository(DSpace)
Integration workflow – in brief
Faculty180 (CRIS)
STEP 1: Faculty member logs into Faculty180 via Single-sign-on
STEP 2: Update their CV with option: Upload Publication file
STEP 3: Accept QSpace Deposit License
SWORD (Simple Web Service Offering Repository Deposit) protocol
STEP 4: SWORD auto delivery mechanism - packages publications metadata in Faculty 180 in an acceptable format for
the IR (QSpace).
Both the item metadata + file are sent to QSpace (review workflow)
QSpace (IR)
STEP 5: Returns item URI (Handle) to publication entry in F180
STEP 6: Repository staff check item metadata & copyright/embargoes
STEP 7: Item is made public in QSpace
Integration may address some of the barrier to IR submission
Barriers…for faculty (1) Time-cost – duplicate data entry in several places
Barriers…for faculty (2) Administrative burden: both the perception (and the reality, perhaps) that the process of IR deposit is burdensome. Poor user experience of existing interface, deposit workflows and features of the IR
Barriers…forfaculty(3)The incentives for faculty to deposit into the IR (QSpace) may not be apparent or tangible Perceptions around OA and quality: possibilities of reputation damage if they submit their accepted manuscript to a repository.
Provide customized, timely (and regular) ‘impact stories’ Packaged in qualitative & quantitative, easily reusable ways Told to ‘others’ in an appealing, visual way, tailored to address what interests the ‘other’ most.
Bibliometrics
Networkvisualiza4on
Altmetrics
Where reward meets incentive – delivering in the incentives!
Barriers…for repository staff How do we know when new publications have been accepted by a journal? Consider: receive regular reports from URS on grant awardees; follow-up email (templates)
The ‘hard’ truth… Will this additional menu option actually increase the number of submission to the repository? • Might an ‘option’ become
an opt-in? Consider receiving both the OA compliant version (the accepted manuscript) and/or the final published version (which might be ‘hidden’ but preserved in the IR)? Positive policy incentives/opportunities?
Wherearewealongthisjourney…
URS & Library: A line-entry in the RFP for the CRIS - “include ‘connectivity’ between the CRIS and the IR”
Nov 2014
April 2015 to date
URS: selected vendor & roll-out Faculty180 to pilot groups & early adopters
Sept to Nov 2016
Library & Data180: Functioning implementation of the SWORD tool & UI wireframe
…Looking ahead Building added-value incentives…
URS: ‘University Research Services’
Nov 2016 Library: Upgraded DSpace from 1.6 to 5.5 (QSpace software)
Current Library, Data180 & URS project staff: Review & refine wireframe, supporting UI & all supporting documentation (policies, processes etc.)
Lessons learned so-far…
1. Seize the moment…and then… 1. Priorities & perspectives of all parties may differ
1. Develop a shared vision/goal(s) (Library & University)
2. Garner the support of all stakeholders at all levels 1. Define the project objectives, roles, resources (technical, staff-time etc.)
together 2. Communicate early & often.
Looking ahead: increase the value proposition
• Need to review the policy framework for the IR at Queen’s • Building fresh incentives e.g. value-added services to
increase the uptake of the IR service: – Ex: automatically generate & updating faculty web profiles
via information drawn from the IR / CRIS • Implement coordinated outreach plan
Embedalltheavailablemetricsandmakethemavailableinhighlyvisual,re-usable,transferableways
Consider:
Ways to streamline metadata capture and population across systems • Connect local faculty profiles with the
ORCID registry • Transfer information from Faculty180 & QSpace to the ORCID Registry & viceversa ORCID's mantra is “enter once, re-use often”.
The last word…
• Need robust, responsive & integrated systems that address the range of faculty needs/incentives • Nurture a consistently joined-up approach: – Currently exploring optional opportunity for subject librarians
to co-train with URS staff in giving workshops to faculty on using Faculty180 (importing pubs. From library databases) – Future opp.: include content in these session on how to maximise reach of publications via deposit to QSpace via Faculty180, the value of ORCID etc. etc. • Build it together.
Institutional Repositories & the Current Research Information System (CRIS) Thank You!
Rosarie Coughlan Scholarly Publishing Librarian
Queen’s University Library