23 rd Mar 2012 National Seminar on Managing ETDs Creation and Management of ETD Archive at IISc Bangalore using Open Source Software By Filbert Minj National Centre for Science Information Indian Institute of Science Bangalore –

23 rd Mar 2012 National Seminar on Managing ETDs Outline of the presentation Introduction to Indian Institute of Science (IISc) and Software selection for Repository implementation steps Thesis submission and Archival Handle Server Configuration / OAI complaint Challenges encountered in implementation Back up and restore mechanism Access Policies Conclusion

23 rd Mar 2012 National Seminar on Managing ETDs About IISc

23 rd Mar 2012 National Seminar on Managing ETDs About IISc cont… Academic and research Institution active researchers including 500+ faculty research publications per year 200+ M.Sc Engineering and Ph.D thesis per year

23 rd Mar 2012 National Seminar on Managing ETDs About Research publications repository of IISc ( Pioneering efforts towards the cause of Open Access Initiative in India Started in 2002 and has publications as of now and growing steadily Accessed significantly from around the world

23 rd Mar 2012 National Seminar on Managing ETDs

23 rd Mar 2012 National Seminar on Managing ETDs About Digital repository of theses and dissertations of Indian Institute of Science Was started in June 2004 as a student project and launched the service towards the end of the month February 2005 Accessible at Thesis Repository has 1567 thesis as of now and growing slowly IISc library has taken the initiative to archive old theses of the Institute With formulation of Institutes policy, submissions are expected to grow steadily

23 rd Mar 2012 National Seminar on Managing ETDs

23 rd Mar 2012 National Seminar on Managing ETDs Need for A centralized system for managing and presenting the research output of the Institute in an organized fashion Could facilitate easy, fast, and open access to the intellectual output of the Institute Preservation and long-term access to the scholars' research output OAI and the "Google"-ing of thesis in can be immediately found in global indexing and search services

23 rd Mar 2012 National Seminar on Managing ETDs Why DSpace? Largest community of users and developers worldwide Free open source software Completely customizable to fit your needs Used by educational, government, private and commercial institutions Can be installed out of the box Quickly install DSpace on your computer- DSpace Live CD. ( Can manage and preserve all types of digital content

23 rd Mar 2012 National Seminar on Managing ETDs What is DSpace? DSpace is a platform that allows you to capture items in any format – in text, video, audio, and data. It distributes it over the web. It indexes your work, so users can search and retrieve your items. It preserves your digital work over the long term.

23 rd Mar 2012 National Seminar on Managing ETDs Repository structure Repository is organized as communities and collections

23 rd Mar 2012 National Seminar on Managing ETDs Prerequisite Software (latest) Latest release of DSpace, version UNIX-like OS or Microsoft Windows Linux (recommended) Oracle Java JDK 6 (standard SDK is fine, you don't need J2EE) Apache Maven 2.2.x or higher (Java build tool) Apache Ant 1.8 or later (Java build tool) Relational Database: (PostgreSQL or Oracle). 2.6 Servlet Engine: (Apache Tomcat 5.5 or 6, Jetty, Caucho Resin or equivalent).

23 rd Mar 2012 National Seminar on Managing ETDs Repository implementation steps Prototype Repository Formulate key requirements Metadata addition for Compliance with ETD- MS Customization to meet the requirements Creation of community and collections Thesis submission and Archival Back up and restore mechanism

23 rd Mar 2012 National Seminar on Managing ETDs Prototype Repository Prototype repository for ETD using DSpace 1.2 was setup to Understand the system Workflow Local requirements Compliance with standards Value addition to be done

23 rd Mar 2012 National Seminar on Managing ETDs Key requirements The prototype setup helped us to arrive at the following key requirements System should support only post-approval (accepted) online submission of theses Reflection of IISc divisions and departments as communities and collections Compliance with ETD-MS metadata standard Validation of student registration using students record database Automatic community and collection assignment to students upon registration

23 rd Mar 2012 National Seminar on Managing ETDs Key requirements cont.. Automatic metadata assignment and validation during online submission e.g. Authors details (extracted form students database) Support for assigning subject categories Metadata and full text quality assessment by library staff notifications to concerned parties during submission, approval and archiving processes

23 rd Mar 2012 National Seminar on Managing ETDs Registration request Local copy of Students Database Reviewer (Library staff) Archive Student Workspace Reque -st Valid? Submi -ssion Ok? Academic Section Advisors (Thesis Guide) Registration completed workflow Yes No SRNo Check Request To Admin Login Yes Approve Reject No

23 rd Mar 2012 National Seminar on Managing ETDs Compliance with ETD-MS metadata thesis.degree.name Name of the thesis (Ph.D, MSc Engg. etc.) thesis.degree.level Level of the degree (Master, Doctorate) thesis.degree.discipline Discipline of the degree (Science, Engineering) thesis.degree.grantor Grantor of thesis (IISc)

23 rd Mar 2012 National Seminar on Managing ETDs Customization Look and feel Registration process Submission fields added e.g. Advisor, Provision for subject classification etc. notification in all stages of the submission process Displays the total number of thesis in the repository

23 rd Mar 2012 National Seminar on Managing ETDs Customization: Automatic Association to a collection upon registration Normally administrator associates an user (eperson) to a collection for submission automatically assigns a user to a collection e.g. to be registered Identifies the department mcbl (collection) using Microbiology and Cell Biology (mcbl)

23 rd Mar 2012 National Seminar on Managing ETDs Communities and Collections of A division as community which has many departments A department as collection A thesis from a department goes to respective collection No subcommunity

23 rd Mar 2012 National Seminar on Managing ETDs Create Community

23 rd Mar 2012 National Seminar on Managing ETDs Communities

23 rd Mar 2012 National Seminar on Managing ETDs Create Collection

23 rd Mar 2012 National Seminar on Managing ETDs Create Collection

23 rd Mar 2012 National Seminar on Managing ETDs

23 rd Mar 2012 National Seminar on Managing ETDs Thesis submission and Archival step …

23 rd Mar 2012 National Seminar on Managing ETDs

23 rd Mar 2012 National Seminar on Managing ETDs

23 rd Mar 2012 National Seminar on Managing ETDs

23 rd Mar 2012 National Seminar on Managing ETDs

23 rd Mar 2012 National Seminar on Managing ETDs

23 rd Mar 2012 National Seminar on Managing ETDs

23 rd Mar 2012 National Seminar on Managing ETDs

23 rd Mar 2012 National Seminar on Managing ETDs

23 rd Mar 2012 National Seminar on Managing ETDs Workflow Steps Accept/Reject/Edit Metadata Step by Library staff

23 rd Mar 2012 National Seminar on Managing ETDs Handle Server Configuration / Open Archives Initiative (OAI) complaint creates persistent identifier for every submitted thesis The handle prefix provided by CNRI is 2005 e.g is a URL of a thesis abstract page OAI compliance and the base URL is :

23 rd Mar 2012 National Seminar on Managing ETDs Challenges encountered in implementation… Communities and Collections Strengths Patch was developed by us (NCSI) for displaying of Communities and Collections Strengths This feature accepted and is now part of DSpace code base (v onwards) Displaying of total number of these in

23 rd Mar 2012 National Seminar on Managing ETDs Challenges encountered in implementation… Browse views for subject fields and Thesis Guide Code was developed at NCSI Accepted and is part of DSpace code base This feature available in configuration now

23 rd Mar 2012 National Seminar on Managing ETDs Challenges encountered in implementation Creating metadata submission field Editing JSP files and make changes in java serverlet files Pretty simple now (edit input-forms.xml)

23 rd Mar 2012 National Seminar on Managing ETDs Challenges encountered in implementation… Subject classification To enable the submitters to include their thesis under the most appropriate subject headings, provides a classification scheme based on Dissertation Abstracts International (DAI)

23 rd Mar 2012 National Seminar on Managing ETDs

23 rd Mar 2012 National Seminar on Managing ETDs Challenges encountered in implementation… Pre-filled submission text box e.g Author text box Identifier (SRNo of a student) Thesis degree name (MSc. Engg, Ph.D) Thesis degree level (Master, Doctoral) Rights Thesis grantor (IISc)

23 rd Mar 2012 National Seminar on Managing ETDs Challenges encountered in implementation… Up gradation from lower versions to higher version Reason lot of customization have to be taken care of Versions compliance of postgreSQL database Backup/Restore database

23 rd Mar 2012 National Seminar on Managing ETDs Challenges Always Self Archiving Archiving back volumes of ETD Proper metadata tagging

23 rd Mar 2012 National Seminar on Managing ETDs Back up and restore mechanism Database, assetstore, configuration files, Web pages (jspui, xmlui) Scripts written for backup (rsync tool) Scheduled the scripts (crontab utility) Restored to a mirror site in case system crash and will up in seconds

23 rd Mar 2012 National Seminar on Managing ETDs Access Policies Access by registration Abstract available for everyone Registration allowed only for Institutes users

23 rd Mar 2012 National Seminar on Managing ETDs Conclusion is a digital repository of theses and dissertations of IISc Facilitates better means to capture, store, process, and disseminate the intellectual output of IISc Prototype Repository to Formulate key requirements Implemented and customized to meet our requirements We are observing the various operational implications of the repository and are very keen to incorporate further improvements

23 rd Mar 2012 National Seminar on Managing ETDs Thanks for listening Any question?