j. willard marriott library from u-skis to uspace: creating and using an ir workflow tool anne...
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J. WILLARD MARRIOTT LIBRARY
From U-SKIS to USpace:
Creating and Using
an IR Workflow Tool
http://uspace.utah.edu
Anne Morrow and Lisa Chaufty
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In 2005…
University Libraries resolve to actively:
“support and promote Open Access publication, utilization, and archiving of scholarly research and resources”
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University Libraries Collaborate
• Educate faculty and librarians– Open Access– Scholarly Communications
• Launch an Institutional Repository (USpace)– Capture, preserve, and disseminate intellectual
capital – Support and promote Open Access
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USpace Launch: Outreach Plan
• Presentations– Bridging the Gap: Helping Authors Make the Leap to Open Access,
Ownership and Archiving
• To librarians and staff
• To faculty and departments
• Distributing brochures – “Assuring Access, Preserving Over Time” – USpace
– “Know Your Copy Rights – What You Can Do” - ACRL
– “Author Rights” – Scholarly Publishing and Academic Resources Coalition, aka SPARC
• Recruit faculty– Curriculum Vitas (CV’s)
– Libraries conduct article-level copyright research
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USpace Launch: Workflow Plan • 2 FTEs
– Article-level copyright research• SHERPA/RoMEO (Publisher copyright policies & self-archiving)
– Self-archiving
• Publisher website
• Share results of copyright to eliminate redundant research
– Metadata application • In compliance with best practices
– Upload to USpace• CONTENTdm Digital Collection Management software (OCLC)
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As content recruitment increased, the inadequacies of the original workflow model began to emerge
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Difficulties associated with original workflow plan
• Limited staff with many responsibilities– Copyright research, article acquisition, metadata application
and upload to collection
• Growing lag-time between article deposit and availability in USpace
– 2500+ article bottleneck at point of copyright developed
• Sharing results of copyright research was inefficient– Methods of copyright capture and storage varied
• Didn’t allow for involving additional staff
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Elements of an ideal workflow• Accommodate multiple users • Clearly-defined content queues • Accountability
– Accessibility
• Archival features– Record of the work on behalf of USpace– Publisher policies archive– Communications storage
• Bridge to CONTENTdm– Seamless transfer of records into the repository from the
workflow
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University Scholarly Knowledge Inventory System – aka ‘U-SKIS’
• My SQL database• Authenticated log on• ftp upload bridge to USpace• Multiple users can work simultaneously• Content for repository organized based on OA policy of
publisher• Stores publisher communications & policies
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http://libtools.library.utah.edu/irwf/
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What’s next?
I. U-SKIS in use by an IR Department
II. How we use U-SKIS
III. Challenges
IV. Future goals for USpace
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U-SKIS in Use by an IR Department• 2 FTEs appointed to work on repository in 2005
reorganized into separate department at J. Willard Marriott Library
• Institutional Repository Department formed (February 2008)– Currently 4.5 FTE: coordinator, workflow supervisor,
two workflow specialists, metadata cataloger)– All employees use U-SKIS for most of each workday:
it’s our bridge to CONTENTdm and our lifeline to the UScholar Works collection
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How We Use U-SKIS, 1• Shared workspace
• Delineates and clarifies departmental workflow• Log of 5900 citations, growing daily
• Repository• Publisher policies• Faculty Vitas and their permissions to archive• Backup of PDFs uploaded to UScholar Works
– Great benefit for scanned items
• Permissions received from publisher
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How We Use U-SKIS, 2• Accountability aid
• External: each scholarly work is tracked and can be reported on at any moment
– Why is this article not archived as my others are?
• Internal: view transactions by staff member– How much work is getting done?– How much work is possible?
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How We Use U-SKIS, 3• Outreach aid
– Stats on departmental and college participation
• Selective outreach to those departments and colleges with little or no participation
– Targeted Biology recently: now 52% (n=23) participating in UScholar Works
– Over 1200 citations in U-SKIS
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A+P
Education
Engineering
Health
Humanities
Law
Medicine
Mines & Earth
Nursing
Pharmacy
Science
Soc & Behav Sci
Colleges with 0% or <1% : Business, Fine Arts, Social Work
UScholar Works: Participation by College
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Challenges, 1• Keeping publisher information current,
relevant, and accurate• Worked it into our regular workflow
– As permission requests are granted by publishers» If publisher is non-researched (listed as “Initiate
Contact” in U-SKIS), updated at that time– As we process a CV
» While adding citations, if item is “Get PDF”» Refer to SHERPA/RoMEO’s list of pub-pdf allowed» Double-check against U-SKIS information
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100+
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Challenges, 2• CV gap
– Search publisher databases or databases such as SCOPUS by affiliation
• Workflow considerations
• Time spent on permissions– Balance permission-seeking with content-
grabbing• Resource allocation considerations
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U-SKIS provides a stableenvironment for the UScholar Works collection of USpace
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Increase content• Automatic faculty notifications of usage
– An IR’s ability to show the viewing and downloading frequency of materials is documented as a top reason for faculty IR contribution. (Kim, 2007).
• Incorporate USpace curation into liaison outreach– A library’s most visible representatives; essential to
IR’s success. (Bailey, 2005).• University archiving policy
– A proven tool for capturing a large percentage of an institution’s scholarly output. (Harnad, 2009).
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Increase visibility• Web visibility
– Scholars want greater visibility to their research.
• Push out new content– Scholars will use archives that have significant input
activity and will deposit their work to those archives that show high use. (Shearer, 2003)
• Tailored marketing– Different constituencies require different messages.
Craft marketing plan that recognizes this. (Mower & Chaufty, 2009)
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What we learned:
The University Libraries, 4 years into the resolution to actively support and promote OA, are afforded new opportunities for examining faculty publishing habits and trends.
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University Libraries & Scholarly Communications
• Original goals were to– Capture, preserve and disseminate intellectual capital– Support OA
• Current opportunity to– Analyze data gathered and study OA participation &
trends at the U.
• Future potential to– Remove silos and build consortia relationships– Continue to increase OA participation on campus
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Questions?Anne Morrow, Digital Initiatives LibrarianDigital [email protected]
Lisa Chaufty, USpace CoordinatorInstitutional Repository [email protected]
Scott Cowley, Senior ProgrammerApplication [email protected]
http://uspace.utah.edu
http://sourceforge.net/projects/u-skis/
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ReferencesAssociation of Research Libraries. (2007). Know Your Copy Rights. [brochure].
Bailey, C. The Role of Reference Librarians in Institutional Repositories. Preprint 04/06/05. Retrieved August 21, 2009 from http://www.digital-scholarship.org/cwb/reflibir.pdf
Harnad, S. Institutional Repositories: The Great Debate, Institutional Repository Success is Dependent Upon Mandates, Affirmative Argument. (2009). Bulletin of the American Society for Information Science and Technology, 35:4. Retrieved August 21, 2009 fromhttp://www.asis.org/Bulletin/Apr-09/AprMay09_Harnad-McGovern.html
Kim, J. (2007). Motivating and Impeding Factors Affecting Faculty Contribution to Institutional Repositories. Journal of Digital Information, 8:2. Retrieved August 21, 2009 from http://journals.tdl.org/jodi/article/viewArticle/193/177
Morrow, A. & Mower, A. (2009). University Scholarly Knowledge Inventory System: a Workflow System for Institutional Repositories. Cataloging & Classification Quarterly, 47, 286-96. Retrieved August 25, 2009 from http://content.lib.utah.edu/u?/ir-main,23718
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References, continuedMower, A. & Chaufty, L. (2009). Do Something No One Has Imagined: The 2008 SPARC
Digital Repositories Meeting. College & Research Libraries News, 70:3, 158-160.
Scholarly Publishing & Academic Resources Coalition (SPARC). (2006). Author Rights: Using the SPARC Author Addendum to Secure Your Rights as the Author of a Journal Article. (Vers.1.1) [brochure]. Washington, DC: SPARC.
Shearer, K. (2003). Institutional Repositories: Towards the Identification of Critical Success Factors. Canadian Journal of Information and Library Science, 27:3. Retrieved August 21, 2009 from http://hdl.handle.net/1880/43357
University of Utah. (2005). Assuring Access, Preserving Over Time. [brochure].
Youngkin, M., et. al. (2005). Bridging the Gap: Helping Authors Make the Leap to Open Access, Ownership & Archiving. [presentation] http://www.mcmla.org/meetings/2005/helping_authors_with_OA_Youngkin.pdf
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