How to start: Setting up the repositories Iryna Kuchma, eIFL Open Access program manager, eIFL.net Presented at Open Access: Maximising Research Quality and Impact, October 29 – 30, 2009 University of Malawi, Kamuzu College of Nursing, Lilongwe

How to start Making a Case: Explaining the need for a repository and the expected benefits Strategic Planning and Business Cases Defining Scope and Planning Checklists

How to start A repository Steering Group (or Project Board, Management Committee, Working Group, etc.) undertakes the high level management of a repository on behalf of a Higher Education Institution

How to start 2 Involve key stakeholders: University administrators, senior management and policy makers; academic staff, library staff, technical support staff, other support staff

Assumptions 1 Proposed checklist for the implementation of an Institutional Repository (IR) Developed by the Department of Library Services in the University of Pretoria, South Africa 1.Management has approved the implementation of an institutional repository (IR) (Proposal)

Assumptions 2 2. A server is in place to host the IR 3. An IR Manager (project leader) has been identified to manage the project – and will have to do most of the work initially

Hardware Repositories can sit on dedicated servers, shared services or as virtual machines on larger servers. In the first few years a basic or moderately specified server will perform sufficiently. (Repositories Support Project)

Activity 1 1.Assign a project leader (IR Manager), and identify members to form part of the implementation team (e.g. external consultant, copyright officer, metadata specialist/ head cataloguer, digitization specialist, 2-3 subject librarians, IT etc.)

Activity 2 2. Identify 1 to 4 champions to work with initially. Involve them in your meetings and make them part of the implementation team

Activity 3 3. Conduct a needs analysis & compile a needs analysis report

Activity 4 4. Evaluate available software and decide on which software to use 5. Join existing mailing lists

Activity 5 6. Start thinking of a name for the IR

The planning checklists 1 (adaptation from the Repository Support Project, the UK: Here are the questions to ask yourself: 1.What is an institutional repository and what does it mean to you? 2. Have you outlined and documented the purpose and drivers for institutional repository establishment in your institution? 3. Have you defined your vision and initial goals?

The planning checklists 2 4. Have you decided how to position your institutional repository within your wider information environment? 5. What is the target content of the repository? 6. Do you have an institution wide intellectual property rights policy?

The planning checklists 3 7. Do any of your Departments already have other digital stores of publications? How will you manage duplication, transfer of resources and metadata, etc.? 8. Does your institution have an information management strategy?

The planning checklists 4 9. Have you defined roles and responsibilities for your institutional repository development? 10. What sort of statistics and management reports will you want from your institutional repository?

Activity 6 7. Decide on how communities and collections will be structured within the IR 8. Define the workflows 9. Discuss licensing & copyright issues with the legal department

Activity Compile a business plan & present to management 11. Register project with IT & establish a service level agreement

Activity Incorporate IR as part of role description for cataloguers & subject librarians 13. Start working on IR policy, and continue to document all important decisions taken. Also address service definition, open access, copyright, preservation, metadata standards, digitization, selection criteria etc

The planning checklists Have you decided if and how you will collect usage and item download statistics for your repository? Will you use a tool built into your chosen repository, or an external tool or repository add-on?

The planning checklists Have you decided how your institutional repository users will be authenticated? 13. Have you defined your metadata requirements and set up an appropriate schema?

The planning checklists Have you checked your metadata meets the required standards for interoperability? 15. Have you considered the workflows within your institutional repository and set up appropriate mechanisms to deal with incoming content?

Activity Identify members which will participate in the evaluation, and present a training session on how to use the software 15. IT deploys software on developmental server, implementation team and other role players evaluate, and IR manager forward evaluation report containing requests for changes (e.g. to submission form) to IT Unit

Activity IT deploys software on developmental server for the second time, implementation team and other role players evaluate, and IR manager forward evaluation report containing requests for changes to IT Unit. It could be necessary that the deployment on the developmental server has to be tested for a third time.

Activity IT deploys software on quality assurance server, implementation team and other role players evaluate, and IR manager forward evaluation report containing requests for changes to IT Unit. It could be necessary that the deployment on the quality assurance server has to be tested for a second time.

Activity IT deploys software on production server, implementation team and other role players evaluate, and IR manager forward evaluation report containing requests for changes to IT Unit. Keep on testing until software is flawless. 19. Create Communities & Collections for champions, and populate in order to demonstrate to library staff and community

Activity Register IR with international harvesters, search engines, have it listed on web pages etc 21. Start developing a marketing presentation (which can be customized for specific subject areas), marketing leaflets, training material, online help e.g. copyright clearance process

Activity Introduce IR to library management 23. Introduce IR to library Steering Committee 26. Introduce IR to library staff

Activity Provide training to subject librarians (Collection Administrators) 28. Provide training to Submitters (appoint students etc) 29. Provide training to cataloguers (Metadata Editors)

Activity Establish the following (will replace initial implementation team): IR Steering Committee IR Policy Advisory Group IR User Group

Activity Introduce IR to rest of community e.g. departments, individuals, etc. Also host open sessions over lunch hour, use organisational newsletters, present at meetings & conferences. Negotiate for submitters.

Activity Invite all to register new collections. Communicate procedure on e.g. IR home page. 33. Frequently communicate e.g. via , monthly newsletter, etc. Frequently communicate statistics. 34. Launch IR when ready … Invite principal, vice-principals, heads of faculties & departments, other major role players, etc.

Activity Budget each year and plan for the following year. Keep monitoring server capacity, stay updated through mailing lists & reading articles, attending conferences etc.

Sustainability This planning checklist covers resourcing repositories for sustainability. (adaptation from the Repository Support Project, the UK: Here are the questions to ask yourself: 1.Have you properly and fully specified the requirements of your repository? 2.What is the anticipated growth of your repository? 3.Are you running a pilot project or a production service? If the former, who, when, if and how will it transfer to a production service?

Sustainability 2 4. Who will answer support/help desk queries relating to the repository? 5. Have you considered how your repository may grow over the next year, 3 years, 5 years, 10 years? 6. Which digital formats can the repository commit to preserve in the longer-term? Is the repository collecting author source formats? Is there a viable action plan for monitoring the formats stored in the repository and the preservation risks associated with those formats? Do you know which tools are available to do this?

Thank you! Questions? Iryna Kuchma iryna.kuchma[at]eifl.net; The presentation is licensed with Creative Commons Attribution 3.0 License