DUO - the institutional repository for the University of Oslo Arne Jakobsson University of Oslo Library Library of Medicine and Health Sciences

Definition of institutional repository An institutional repository: is a web-based database (repository) of scholarly material; is institutionally defined (as opposed to a subject- based repository), is cumulative and perpetual (a collection of record), is open and interoperable (e.g. using OAI- compliant software), and thus collects, stores and disseminates (is part of the process of scholarly communication).

Subject-based repository arXiv in physics ( CogPrints cognitive sciences (

Strategic importance of institutional an repository IR enables the institution to enhance its prestige by making visible the fruits of its faculty’s academic and research labours and will thereby Increase the visibility of the intellectual wealth of the institution Strengthen the scholarly communication IR is also a part of the digital infrastructure of the modern university, offering a set of services for the management and dissemination of digital materials created by the institution and its community members

Strategic importance of institutional of an repository IR is a stable location where scientific information produced by the institute can be preserved and disseminated IR is a remedy to the weaknesses in a personal or departmental repository which Is a waste of academics’ time and lack of essential skills Is difficult to discover and use Is difficult to keep track of Jeopardize the long-term preservation

Software The two leading software packages: DSpace ( (MIT) EPrints ( (University of Southampton) free under open source licences, and there are at least half a dozen other possible packages

Interoperability The institutional repository must be OAI-compliant OAI-PMH (Open Archives Initiative - Protocol for Metadata Harvesting) ( ml) defines a mechanism for data providers to expose their metadatahttp:// ml Service Providers use metadata harvested via the OAI-PMH as a basis for building value-added services Both DSpace and EPrints are OAI-compliant DUO is also OAI compliant

OAIster The biggest service provider ( Developed by University of Michigan Digital Library records from 347 institutions including the University of Oslo the number of international visitors has increased significantly

Usage of DUO searches per month documents downloaded per month 1300 fulltext documents

DUO project management Library project management team Project manager One representative from each of the four departmental libraries Two from the central library administration Library team + IT-department group User forum

Setting up an institutional repository - issues Not a technology issue It is a managerial, organizational and cultural issues

Strategic plan The plan was 8th May 2003 circulated for consideration to all the parties concerned The deadline for comments was 16th June 2003 Everyone was very enthusiastic and only hade minor comments The strategic plan was decided 19th September 2003

Administration Electronic publishing and the development of an institutional repository will effect everyone students scientific staff members departmental faculty administration library staff members It is important to have simple administrative routines and it must be clear to everyone who is responsible for what

Information Specific information was produced for: Students Scientific staff members DUO administrators at the faculty departments DUO administrators at the library General information FAQ News About the project including all minutes

Marketing Every faculty department will have one contact- librarian for DUO The librarian will visit the faculty department during spring 2004 to market DUO and to get feed-back on DUO Checklist for the visits Visits will be reported back the project management team All faculty departments will develop their own local DUO-webpage with local information We have developed a template for their local webpage

Training users Information about DUO is included in all library teaching for all students preparing to write theses for all scientific staff members attending information skills programmes Special teaching package for teaching students and one for teaching scientific staff members

Allowed users Only students and staff members of the University of Oslo are allowed to deposit documents in DUO To be able to deposit a document you must log in using our secure User id and password for the university network

Submissions approval processes The DUO-administrator at the Faculty Department reviews the metadata and approves the document prior to final deposit into DUO Then the DUO-administrator at University of Oslo Library makes the final check of metadata and also copies the metadata to the national library system BIBSYS

Types of Documents Types of documents: Theses and dissertations Working papers Technical reports Articles (pre-print and post-print) Multimedia

Formats The user must submit their document in PDF and in a text format (Word, Latex) Word template developed to ensure easy conversion to PDF The user is responsible for converting the document to PDF Campus license for Acrobat distiller

Electronic and/or print The electronic version will be the original Printed versions must be produced from the electronic original The library will only handle the electronic original not the printed version

Copyright Authors retain the copyright Authors grant to DUO the non-exclusive right to make the document available in DUO throughout the world for educational, research and scientific non-profit uses The author also confirms that the author has the copyright to make this grant to DUO

Removal of papers Authors are not allowed to remove a paper once deposited except in exceptional circumstances New versions of a paper can be submitted All versions will be available

Students theses From 2006 it will be compulsory for all postgraduate students to submit their thesis and dissertations electronically

Scientific staff members It is a great challenge to persuade scientific staff members to deposit documents to the institutional repositories DUO is trying to persuade the University of Oslo to introduce a policy whereby research output is expected to be deposited in the DUO repository We have proposed that a part of the departmental budget should be allocated according to the number of deposited papers in DUO

Self-archiving Today authors traditionally give exclusive copyright to the publisher, which means that the author can not self-archive a copy of their article in the institutional repository This is not necessary as the majority of publishers support the right of academic authors to mount their own work online

The Romeo project 66% of publishers on the Romeo list formally allow some form of self-archiving: 44% allows archiving of both pre-print and post- print 17% allows archiving of post-print 6% allows archiving of pre-print Many of the 34% balance would permit self- archiving if asked An updated list of publishers’ policy on copyright and self-archiving is available on SHERPA

Conclusion Setting up an institutional repository is hard work but it is part of the digital infrastructure of the modern university Excellent reading: Pathfinder Research on Web-based Repositories: final report. Bristol: PALS, pages. Thank you for your attention!