Digital Commons Digital Institutional Repository Service CLIC

Digital Commons Sites Amherst College Atlanta University Center Auckland University of Technology Biblioteca Pública Virtual: Gobierno del Estado Chiapas Bond University Boston College Bryant University (also part of HELIN Digital Commons) Carleton College Columbia University Connecticut College Cornell University Fayetteville State University Florida Atlantic University Libraries Florida International University HELIN Consortium Houston Academy of Medicine-Texas Medical Center Johnson & Wales University (also part of HELIN Digital Commons) Macalester College Massey University Middlebury College The National Oceanic and Atmospheric Administration Okayama University Oklahoma State University Pace University Providence College (also part of HELIN Digital Commons) Purdue University Roger Williams University (also part of HELIN Digital Commons) Salve Regina University (also part of HELIN Digital Commons) Simmons College Southern Cross University Stevens Institute of Techology Tennessee State University Texas State University Texas Tech University Thomas Jefferson University University of Auckland University of Connecticut University of Georgia School of Law University of Massachusetts Medical School University of Maryland School of Law University of Nebraska – Lincoln University of Pennsylvania University of Rhode Island (also part of HELIN Digital Commons) University of Surrey University of Texas at Dallas University of Texas at El Paso University of Wollongong Victoria University Wellington Wayne State University Wheaton College (also part of HELIN Digital Commons)

Digital Commons Today Variety of institutions Partner with bepress Digital Commons third most-used platform for IRs Source: Registry of Open Access Repositories (ROAR); June 2006 Diverse sites and content

Agenda Goals of an Institutional Repository Digital Commons Overview Digital Commons Demonstration Promoting Your IR Subscriptions, Training & Support

The Role of an Institutional Repository …an institutional repository is a digital archive of the intellectual product created by the faculty, research staff, and students of an institution and accessible to end users both within and outside of the institution, with few if any barriers to access. The Case for Institutional Repositories: A SPARC Position Paper, Prepared by Raym Crow, SPARC Senior Consultant © SPARC 2002

Digital Commons Overview

Digital Commons: The Gateway to Your Institution A turnkey IR solution for fast implementation Hosted resource Feature-rich and fully-customizable Cost-effective Licenses include setup, training, support, documentation, upgrades, and hosting Indexed by major aggregators and search engines so content is easily accessed

Why Create an IR? To showcase your institution ► Raises the profile of the institution and its researchers ► Helps to recruit faculty and students To create a central publishing vehicle for students, faculty, and staff To maximize research impact To manage and preserve your research heritage and digital collections

Showcase Your Institution – Digital Commons Helps: Get your IR started immediately Set your institution apart Make your IR content easy to discover

Get Your IR Started Immediately Quick start-up time saves money Add technical expertise without increasing staffing levels “Is your Tech Department underworked?” (Jonathan Nabe, U Conn; “Pay to Play: Training & support included Lets you focus on site content & outreach Get going right now “The UConn experience with DigitalCommons was very favorable. Setup was nearly instantaneous, and the system was up and running the day the license was signed, and all the local IT department had to do was to point to the DigitalCommons server, which took less than five minutes! (As Nabe said, “An institutional repository in a day—and it works!”)” Monday, June 12, 2006 InfoToday Inc. SLA 2006 Conference Blog

Set Your Institution Apart URLs in your domain name e.g. Flexible design built to your specifications Accommodates consortia to communities

Examples of different site designs

Accommodates Consortia to Communities

Typical Digital Commons Site Structure Institutional Repository Publication Series Volume/Issue Objects Consortium Repository Can bundle multiple repositories together as a consortium The “site,” containing all series and objects Collection of Objects - designed either as an open (unstructured) series or a journal (structured) series. Structural elements added to a series defined as a journal The fundamental “document” that an end user retrieves and uses – can be papers, images, music, video, etc. The department sponsoring the series (e.g. School of Business) Community Metadata Document Supplemental Files

Make Your IR Content Easy to Discover OAI Compliant Definition - Open Archive Initiative (OAI) OAI is an initiative to develop and promote interoperability standards that aim to facilitate the efficient dissemination of content. ► Copyright © 2003 University of Bath. All rights reserved. Author: Leona Carpenter (co-ordinating author) for OA-Forum and UKOLN

Find Research with Google

OAI Compliant Indexed by OAI aggregators (such as OAIster or bepress’ ResearchNow ) Blackboard™ integration with the ResearchNow Building Block™ Allows faculty to incorporate links from Digital Commons sites into their course sites. Make Your IR Content Easy to Discover

Showcase Your Institution – Digital Commons Helps: Get your IR started Set your institution apart Make your IR content easy to discover

Why Create an IR? To create a central publishing vehicle for students, faculty, and staff

Provide a Central Publishing Vehicle Digital Commons Helps: Enable peer-review publishing Make it easy to participate

Peer-review Publishing Complete peer-review module included with all Digital Commons subscriptions – use for any publishing projects Publish peer-reviewed journals Gives your researchers a voice and keeps visitors coming to your IR

Examples of Journals Designed and implemented by ProQuest using your specifications

Make it Easy to Participate Straightforward uploading process Wide variety of file formats accepted (sound and video files, data sets, and executables) Automatic conversion of documents to PDF System-generated cover pages for consistency Customized controlled-vocabulary picklists for data entry

Typical Publication Process Metadata File(s) Web Form Editorial System Public Repository Author/Editor Series Editor(s) Users Submission is a simple web form – no custom application to download Authors, Administrative staff, or Library staff could upload material Submission is a simple web form – no custom application to download Authors, Administrative staff, or Library staff could upload material Document is reviewed /revised in the administrative interface Editor(s) get an announcing receipt of new submissions Peer review can be integrated Document is reviewed /revised in the administrative interface Editor(s) get an announcing receipt of new submissions Peer review can be integrated Documents are published immediately on the site with editor approval

Keep Content Fresh and Growing Immediate upload of ProQuest/UMI- published dissertations and master’s theses for qualifying institutions Citations and abstracts will be loaded in Digital Commons Full Text will be free on campus, purchase outside of campus (Current model) PQDT subscribers from other institutions will be able to download full-text dissertations Newly published titles will be loaded automatically on a monthly basis

Teach Researchers about Your IR Content Top repository downloads page Randomly generated featured article of the day Easy searching and browsing – Context sensitive searches (e.g. search this series vs. search the entire collection) Full-text searching

Keep Researchers Coming Back to Your Site RSS Feeds “Notify me” option for automatic reports of newly published content “Tell a colleague” Easy to use interface Generate bibliographies via export to EndNote

Manage and Preserve Your Research and Collections – Digital Commons Helps: Make your IR easy to manage Preserve your scholarship Promote your IR to drive usage

Make Your IR Easy to Manage Usage statistics at the publication and paper level Automatic enhancement installation No worries about software upgrades LDAP integration for single sign-on Training & Tech support

Preserve Your Scholarship Quarterly delivery of content for dark archive available Stable and portable Sites hosted at secure, redundant ISPs Permanent URLs in your institution’s domain You own & keep your content ProQuest retains no copyright/ownership interest

Promote Your IR to Drive Usage s to authors When work is posted - includes URL for distribution Monthly to authors - provides usage, link to paper, and link/ to series to submit additional work Ideas and more from the Digital Commons Users Forum Outreach tips included in training process

Responding to Faculty Concerns

Getting published/tenure Journals do not consider IR preprints “prior submissions” - Elsevier as example Most journals (92%+) will allow preprints to stay up after publication See SHERPA/RoMeo site ( for publisher’s copyright listings/permissions Don’t want others to “steal” an idea from the repository Publishing in IR establishes precedence of the idea Like-minded others may become supporters or collaborators With Digital Commons, when needed, you can opt to restrict access Too busy to participate Digital Commons posting is easy, and takes less than 2 minutes Adjust your workflow to use administrative staff as needed

Engaging the Faculty Improve your scholarly profile Up to double the citation rate Make research more discoverable with Digital Commons Papers are indexed in Google, OAIster and other library resources Integration with Blackboard through the ResearchNow Building Block Increased dissemination fosters collaboration Preserve your legacy permanently Durable URLs Share your research There are 10,000 – 20,000 scholarly journals. Open Access journals account for 5-10% percent All universities do not subscribe to all journals. Scholars in developing nations get even less Provide an electronic bibliography with full text Using the Digital Commons Selected Works page

Personal Researcher/ Selected Works page

Digital Commons Demonstration

Promoting Your IR

Link to Digital Commons from library home page

Article in UConn’s weekly newspaper for faculty & staff

Subscriptions, Training, and Support

Digital Commons Subscription Annual Flat Fee: Allows unlimited posting/uploads Subscription includes: Disk Usage ► 50 GB hard drive space included. $100 per GB monthly charge thereafter Bandwidth ► 15 GB per month baseline. $20 per GB monthly charge thereafter Dynamic Content (CGI) Hits ► 150,000 per month included. $1 per 1,000 hits thereafter No Digital Commons site has reached these levels yet

Training Subscription includes one day of on-site training with different sessions Introductory/Informational Session Basic Training Advanced Training Workflow & Marketing Faculty Introduction On-going support through telephone and Digital Commons Users Forum for sharing ideas with peers at other institutions

Consider the Cost of Open Source Open Source requires: Equipment ► Servers (for development and for live site) ► Backup and security Staff ► Programmers ► Technical management / project leaders

Ask Yourself… “Is my institution’s IT staff underworked?”

Consider the Cost of Open Source Some experiences: University of Rochester: ► Start up: $42K in equipment; full-time Java Programmer; Graphic Designer; Systems Admin “several weeks” ► Ongoing: Java programmer (75%); Sytems Admin (10%) ► Plus Project Management ► Source: SLA 2006 “Institutional Repositories: Make or Buy” MIT: ► Ongoing: $285K ($225K staff; $25K operating costs; $35K equipment) ► Start up: $2.4 million included DSpace development & was assisted by a grant ► Source: June 2006 JISC report; “Linking UK Repositories”

Digital Commons Institution Requirements No investment in servers/hardware/software No implementation staff/systems manager/support manager Need a project leader A main contact for ProQuest Guides the initial construction Responsible for the direction of the project Manages the future of the IR

Digital Commons Specifications  Hosting  OAI compliant  Supports Dublin Core  Automatic Word, WordPerfect, and RTF conversion to PDF  Publish a variety of file formats  Controlled vocabulary picklists  Automatic loading of UMI- published dissertations and master’s theses  Automatic rollout of new features and enhancements  Full text searching  Customized alert notification  RSS feeds  Personal Researcher pages  Randomly generated Paper of the Day  Peer-review module for e- journals  Usage statistics  LDAP integration for single sign-on  Access control  Integration with BlackBoard  Different administrator levels  Technical Support and Training  Digital Commons Users Forum

Digital Commons Summary With Digital Commons, institutions have: A ready made, customizable set of tools that allows a university to publish its own material for a world-wide audience An IR that is immediately available – avoiding the potential of costly internal development A feature-rich and fully-customizable site that can be used by all research units, centers, and departments Control - your institution is in charge of content and design ProQuest-provided training and support to help your IR succeed No investment in hardware, software and staff, making DC a very good value Have a repository now Raise your institution’s profile and status Stake a claim in publishing your research Focus your energy on outreach We’ll take care of the technology

For More Information… Please visit commons/, where you’ll find: Links to all Digital Commons sites Content Upload Demo Technical white paper Link to Digital Commons User Forum Feature list FAQ

Contact Information Mike Peters, Account Executive Office: Laura Janover, Senior Product Manager Office: x