Minding your P's and Q's:Enrich-ing Enlighten at the University of Glasgow

William J NixonUniversity of Glasgow

Kultur Meeting8th September 2010, London

With Thanks to Valerie McCutcheon and the Enlighten Team

Repository needs: A Glasgow perspective

• Fulfilling our Open access agenda and obligations

• Increasing the visibility of University research• Implementing a university wide publications

database• Mandating electronic theses deposit• Preparing for assessment exercises (REF)

Key Drivers for Open Access in the University

• Increased impact for research made openly available

• Public presentation of the University’s research profile

• Compliance with funding body policies on Open Access– Wellcome Trust– Research Councils UK

• Effectively managing our research publications

Evolution of Enlighten

Enlighten: Hybrid Institutional Repository

- Mandatory Deposit

- Wide Range of Item Types

- Mostly Metadata

Enlighten: Institutional Repository

- Voluntary Deposit

- Limited Item Types

- Mostly Full Text

JUNE 2008 – Publications

Policy

2001- 2010- JISC Projects: DAEDALUS to Enrich and Enquire

The Enrich Project (April 2009 – March 2010)

• Repository and Research System Integration• Key Objectives

– Establish Enlighten as a comprehensive University-wide repository and central publications database

– Create staff profiles using data from core institutional systems including the repository and the Research System

– Ensure compliance with funders’ open access grant and award policies using the Research System

– Improve publicity for research activity and outputs

• Funded by JISC as part of the Inf11 Programme

Enlighten [Screenshot]

State of Enlighten - August 2010

• 12,500 User records• 29,500+ Publication records• 2,800+ Full text papers• 500% increase in records in last year

Google Analytics

An Institutional Exemplar – 3 P’s

People PoliciesProcesses

People: Partnerships

• Academic staff• Departmental administrators• University Library• IT Services• Corporate Communications• Research and Enterprise• Human Resources

“No Repository is an island.”

People: Advocacy

• Wide range of activities: presentations, events, e-mail list, newsletter articles, publicity material, targeted approaches

• Top-down and bottom-up• Can be resource intensive• Involved repetition and reinforcement – iterative

process• Ensure repository is aligned with academic and

institutional needs

Four Concerns given by Staff

• Content– What should be provided? How? When?

• Copyright– Will you ask me to break © agreements? What

support is available?

• Context– How will this data and the full text be seen and

accessed?

• Citations– Will the open access versions be cited rather than

the publisher version? Impact on citations

Delivering Value

• Publications Policy (Mandate)• Value Adds

– Usage statistics – Citations– Visibility in Google (>80% of access)

• Re-use:– Staff web pages– REF Preparation– P&DR

Top 100 [Screenshot]

Staff A to Z with Publications [Screenshot]

Maintaining the Repository’s profile

• Publicising developments• E-mail alerts for depositors• In-house overviews• Library on demand videos• Twitter and VisibleTweets

Enlighten: Approve with Notification

For the Audience

• How joined up is your repository?• Who are your partners?• How successful is your advocacy?• Do you have an “institutional repository” or a

repository at your institution?

Processes: Institutional System integration

• Increasing deposits with our institutional login with (GUID)

• Providing a new Glasgow Author browse view

• Surfacing Funder data (from our Research System)

• Identifying and implementing workflows with colleges and schools

Increasing Deposit: Institutional Login

• 12,500 user records in Enlighten• Staff now automatically have an account• Includes Honorary and Associate members• Authentication using GUID• Password’s reset from central service• Increased take-up of staff self-deposit

Browsing by Glasgow Author

• New Glasgow Author view• Replaced “All author view”• Uses staff names in the Staff A to Z• Independent of name cited in the publication• Publications linked to author with GUID• Glasgow author autocomplete field now

available which includes e-mail and GUID• No need to add or use Staff Number

Browse by Glasgow Author [Screenshot]

Surfacing Funder Data

• New Funding option in the deposit workflow

• Use project data from the Research System but only includes projects marked as "publicity yes“ – Enlighten staff will check.

• New Research Funder browse view• Funder data can be added with a new

autocomplete field

Browse by Research Name [Screenshot]

Browse by Project Code [Screenshot]

Record with Funder Data [Screenshot]

Different Deposit Models at Glasgow

– Mediated deposit:departments continue to maintain a local publications database and send regular imports. Full text will be sent directly by academic staff to a dedicated e-mail address

– Proxy deposit: a member of administrative staff will carry out deposit of bibliographic details and full text directly into Enlighten on behalf of academic staff (academics will need to send full text to the nominated member of admin staff)

– Self-deposit: individual members of academic staff will deposit data and full text directly into Enlighten

Policies: Publications

• Introduced in June 2008• Effective from September 2008• Focus on:

– Full text (where © permits) for peer-reviewed journal articles and conference papers

– Bibliographic details of publications– University of Glasgow in Address– Encourage other content types

Our Publications Policy

For the Audience

• Who has a policy/mandate?• When was it implemented?• Who initiated it? Is it working?• What are your challenges

Key Challenges – 2 Q’s

Quality QuantityPhoto by austinevan on Flickr - used under a Creative Commons licence

Quantity

• Main sources: – Departmental databases– REF Pilot Data– Staff publication lists

• Data entry:– By hand– Bulk uploads

Quality

• Variable sources and record quality• No LCSH subject headings for bulk imports• Spot checks on data• Opportunities for staff to request corrections• EPrints Issues plug-in incl duplicate checking• Author disambiguation (!)• Extending range of metadata and content

types• Copyright clearance done by Library staff

Library Support

• Reviewing submitted data• Checking Copyright • Enhancing the data

– ISSN and iSBNs (ISMNs)– Glasgow Unique ID– Subject classification– DOI– Project and Funder

• PDF coversheet

Metadata: Extending our range of content types

EPrints Metadata Field

For the Audience

• Backfilling work?• Quality control procedures?• Metadata challenges for Arts?• Digital object challenges?

Ongoing Work: Repository and Research System

• Comprehensive coverage of publications • Full text download statistics and reports• E-mail to depositor and author when the

records is made public• Additional project data• “Find More” full text search• Publications embedded in the Staff Research

Profiles• The REF…

Find out more

Project Web and Blogs• http://www.gla.ac.uk/enrich• http://enlightenrepository.wordpress.com/• http://researchoutcomes.wordpress.com/

Contact us• William Nixon

William.Nixon@glasgow.ac.uk@williamjnixon