How to Design and Implement Research Outputs Repositories Tomasz Miksa, TU Wien

Repository is only a part of RDM services

Understand the role of the repository Important to understand first why RDM services are needed? what is the specific challenge the repository is expected to resolve? What is the repository role in the institutional, national and international context?

Get the right people together Start with a repository Steering Group or Project Board, Management Committee, Working Group, etc. to undertake the high level management of a repository on behalf of the institution Involve key stakeholders management legal experts policy makers academic staff library staff IT staff ethical advisors other support staff

Get right people together Assign a project leader (IR Manager) Form implementation team IT staff metadata specialist external consultants copyright officer librarians Appoint an RDM team with appropriate competences to undertake actions

Get right people together Repository Manager manages the ‘human’ side of the repository content policies advocacy user training liaison institutional departments external contacts.

Get right people together Repository Administrator manages the technical implementation, customisation and management of repository software manages metadata fields and quality creates usage reports tracks preservation issues Some recommendations http://bit.ly/qP2gaQ http://bit.ly/o0zvVk

Test and Evaluate Identify existing infrastructure Evaluate repository systems Consider functionalities discussed in the previous session on ‘Research Output Repositories’ What data? Which metadata? How data will be structured? How it will be accessed? What integrations are needed? What is the effort and budget needed? What is the workflow? Discuss licensing & copyright issues

Develop documentation and plans Develop technical documentation architecture rationale for decisions taken Compile a business plan and present to management Proposal http://wiki.lib.sun.ac.za/images/3/3f/Proposal.pdf Business Plan http://wiki.lib.sun.ac.za/images/2/2c/Business_plan.pdf Implementation Timeline http://bit.ly/oysMEX

Run pilots Identify members participating in the evaluation Develop a training session on how to use the software Populate the repository in order to demonstrate how it works Collect feedback and adapt

Go live Register repository Develop marketing material international registries search engines have it listed on web pages Develop marketing material presentation leaflets training material Introduce the repository to rest of community departments, individuals, etc. Host open sessions use organizational newsletters present at meetings & conferences Communicate statistics

Continuously maintain and monitor Continuous system maintenance and improvement System Customization System Optimizations System Administration System Audit Data preservation Provide help and training Make sure the expertise is not lost What if the whole team quits?

Conclusion Understand the role of the repository Get the right people Test and Evaluate systems Develop documentation and plans Run pilots Go live Continuously maintain and monitor Everything depends on the organisational context, requirements, available skills and budget

Useful resources DCC – Developing RDM services http://www.dcc.ac.uk/resources/how-guides/how-develop-rdm-services Stellenbosch University Library – wiki http://wiki.lib.sun.ac.za/index.php?title=SUNScholar/Practical_guidelines_for_starting_an_institutional_repository_(IR) EIFL (Electronic Information for Libraries) materials https://www.slideshare.net/irynak/open-access-repository-how-to-set-it-up-in-22-steps-42937679