Reusing and repurposing metadata in a Current Research Information System and Institutional Repository 3 June 2010 Robin Armstrong Viner Cataloguing Manager, Library & Historic Collections University of Aberdeen

An opportunity? 2008-09 – Review of the University’s existing publications database: Lessons learned from the Research Assessment Exercise 2008 (RAE 2008) Likely requirements of the Research Excellence Framework (REF) Data quality issues Technical support issues Usability issues

Championing the user Existing publications database: Time consuming: All publications entered manually Separate workflow for adding publications to our full text institutional repository – the Aberdeen University Research Archive (AURA) Inconsistent: Only publications selected for RAE 2008 checked Changes made outside the database Incomplete: Between 90% (2005) to 60% (2008) of publications recorded Less than 3% of publications added to AURA Isolated No web interface No integration with the University web pages for individual members of staff

Pure Spring 2009 – Pure from Atira selected as the University’s Current Research Information System (CRIS): Offered synchronisation with the University’s existing data sources (HR, research grants) Offered integration with external data sources (ArXiv, PubMed, Web of Science) Offered integration with Institutional Repository Offered portal and CV modules Improved usability

Synchronisation

Integration with external data sources

Portal

Partnerships Pure – joint procurement with the University of St Andrews: Separate installations of a single data model DSpace – externally hosted solution supported by the Scottish Digital Library Consortium (SDLC): AURA is one of five Scottish repositories hosted by SDLC, including St Andrews’ Digital Research Repository (DRR) Separate installations of the same integration model Web of Science, Scopus, etc – joint negotiations with Atira, St Andrews (and now other members of the Pure UK User Group)

Improving the user experience Individual members of staff (or their designated administrators) can: Import bibliographic data via: ArXiv, PubMed and Web of Science Application Programming Interfaces (APIs) – access to the Scopus API is currently under negotiation BibTex and RefMan Link research outputs to: Current, former and honorary members of staff – synchronised with the University’s HR system Projects – synchronised with the University’s research grants database Events, impact cases and professional activities created by themselves and other members of staff – linking to other research outputs is currently being developed Journals and publishers – from authority lists maintained in Pure by the AURA team

Improving the user experience

Improving the user experience Individual members of staff (or their designated administrators) can: Add the full text for inclusion in AURA Display their research outputs through the portal: Browsable by department, professional activities, publications and staff Searchable by keyword Includes links to the full text in AURA Select their research outputs to be included in on their University web pages – currently being developed as part of the CV module Export the bibliographic data for their research outputs to: BibTex, HTML, Microsoft Office (Excel and Word), PDF and RefMan – an export to Endnote is currently being developed

Improving the user experience

Preparing the ground Spring 2009 onwards – Research Information System Project Board: Vice Principal for Research & Commercialisation Heads of research of the College of Arts & Social Sciences, the College of Life Sciences & Medicine and the College of Physical Sciences Commercialisation Officer Directorate of Information Technology and Library & Historic Collections Autumn 2009–Spring 2010 – Communication with research staff: Strong support from the incoming Principal & Vice-Chancellor Letters from the Vice Principal for Research & Commercialisation Regular email updates from the Project Director Demonstrations and presentations to departments by the Project Director Support website, documentation and webinars from prepared by the Documentation team

Laying the groundwork Summer 2009 – Agreed to pre-populate Pure with data from Web of Science Existing data passed to Thomson Reuters who returned three data sets: Existing data enhanced with Web of Science data – loaded as ‘Validated’ Existing data which could not be matched to Web of Science data – loaded as ‘For Validation’ Web of Science data linked to the University by Thomson Reuters which could not be matched to the existing data – loaded as ‘For Validation’

Building the repository March 2010 Mid-term research review announced 5 April 2010 Pure launched AURA re-launched 5-30 April 2010 Number of research outputs increases by 20% Potential 35% increase to the content of AURA

User workflow There is a single user workflow in Pure which allows individual members of staff to: Add their research outputs – including the full text: The bibliographic data displays immediately in the portal (and in future on their University web pages) unless: The research output has not been published They choose not to make the bibliographic data publically available Either they are notified that the research output has been validated and the full text made available in AURA if it was attached Or the research output is returned to them with a request for more information or the appropriate version of the full text Update their research outputs – including adding the full text: The bibliographic data will be updated immediately on the portal (and in future on their University web pages) if it has been changed The full text will be temporarily removed from AURA if it had previously been made available Either they are notified that the research output has been re-validated and the full text made available in AURA if it was attached

User workflow

Repository workflow There is a single repository workflow in Pure which allows the AURA team to: Validate published research outputs: Checking the bibliographic data Checking the full text against Sherpa Romeo Either triggering the transfer of the full text to AURA, setting the embargo if appropriate Or returning the research output to the individual member of staff requesting more information or the appropriate version of the full text Re-validate published research outputs updated by individual members of staff: The full text is transferred to the appropriate collection in AURA once any embargo has passed AURA returns the handle to Pure which is then passed through to the portal and the individual member of staff’s web page

Repository workflow

Next steps Improve the workflow: Ability to merge research outputs Additional bibliographic data transferred to AURA Better handling of research outputs linked to multiple departments in AURA Enhance the management information available: Bibliometrics from InCites REF module to manage future submissions and exchange data through Common European Research Project Information Format (CERIF) Increase the sources of bibliographic data and options to reuse it: CV module , export to Endnote, Scopus API, updating service from Web of Science Encourage individual members of staff to include the full text Improve the visibility of the ‘Add document’ section Integrate SHERPA RoMEO and future JULIET APIs