CAMBRIDGE UNIVERSITY LIBRARY 1 HKUST, 9-10 December 2004 an institutional repository for Cambridge University Peter Morgan Project Director Cambridge University Library

CAMBRIDGE UNIVERSITY LIBRARY 2 HKUST, 9-10 December 2004 Outline  Cambridge University and its Library  –project background –acquiring content –sample communities –what's next? –questions raised

CAMBRIDGE UNIVERSITY LIBRARY 3 HKUST, 9-10 December 2004 Cambridge University and its Library

CAMBRIDGE UNIVERSITY LIBRARY 4 HKUST, 9-10 December 2004 Cambridge University Library © Cambridge University Library

CAMBRIDGE UNIVERSITY LIBRARY 5 HKUST, 9-10 December 2004 Cambridge University Library 1934 © Cambridge University Library "Under D-construction" (acknowledgement: University of Cambridge Newsletter)

CAMBRIDGE UNIVERSITY LIBRARY 6 HKUST, 9-10 December 2004 Cambridge University - profile  800th anniversary in 2004  ~16,500 students (11,500 u/g, 5,000 p/g)  ~3,000 staff  collegiate university – 31 colleges  23 faculties in 6 schools  separate library and computing service

CAMBRIDGE UNIVERSITY LIBRARY 7 HKUST, 9-10 December 2004 Cambridge University - libraries  tripartite library system (~100 libraries) –Cambridge University Library –departmental libraries –college libraries  Cambridge University Library –legal deposit library –5 buildings (main library + law, medicine, physical sciences, biological sciences) –8 million items

CAMBRIDGE UNIVERSITY LIBRARY 8 HKUST, 9-10 December 2004 Cambridge University Library - the policy context  digital preservation research and practice –CEDARS (CURL Exemplars in Digital ARchiveS)  scholarly communication –SPARC Europe –advocacy for self-archiving of research papers  library collections (born-digital, digitized)  local archiving –e-theses –University Archives  legal deposit of UK digital publications

CAMBRIDGE UNIVERSITY LIBRARY 9 HKUST, 9-10 December 2004 "Digital information will never survive by accident" (Neil Beagrie, British Library)

CAMBRIDGE UNIVERSITY LIBRARY 10 HKUST, 9-10 December project background

CAMBRIDGE UNIVERSITY LIBRARY 11 HKUST, 9-10 December project outline  3-year project (to Dec 2005) funded by Cambridge-MIT Institute  collaboration between Cambridge (Library + Computing Service) and MIT Libraries  project vision and goals –establish institutional repository –develop functionality of DSpace platform (digital preservation, learning management systems) –create a business plan –collaborate with others

CAMBRIDGE UNIVERSITY LIBRARY 12 HKUST, 9-10 December 2004 Getting started  project plan –timetable, staffing, equipment, office overheads)  project team  technology base –hardware –software installation & customizatoin

CAMBRIDGE UNIVERSITY LIBRARY 13 HKUST, 9-10 December 2004 Policy formulation  aims and objectives  initial service definition  management structure  Library - Computing Service integration  advisory structure  communication process  operational policy

CAMBRIDGE UNIVERSITY LIBRARY 14 HKUST, 9-10 December acquiring content

CAMBRIDGE UNIVERSITY LIBRARY 15 HKUST, 9-10 December 2004 Potential material  scholarly papers (advocacy campaign)  library collections (born-digital or digitized)  learning materials (interactive, multimedia)  research materials (texts, images, films, etc.)  e-theses  datasets  administrative records  e-journals & e-books  websites

CAMBRIDGE UNIVERSITY LIBRARY 16 HKUST, 9-10 December 2004 Attracting users and content  Top-down –heads of Schools (deans), senior administrators  Bottom-up –individual creators/owners of material  Formal –letters, press releases, articles, presentations  Informal –visits, word of mouth, surveys of websites

CAMBRIDGE UNIVERSITY LIBRARY 17 HKUST, 9-10 December 2004 Acquisition of content  'early adopters' –voluntary –formal and informal recruitment –political importance –enthusiasm –variety of subjects (science, humanities, arts) –variety of file formats –variety of types (research collections, teaching material, texts, theses, records, scientific data) –safety net for materials under threat

CAMBRIDGE UNIVERSITY LIBRARY 18 HKUST, 9-10 December 2004 Assumptions  submitters provide their own metadata  University Library reserves right to validate, correct, or reject metadata  copyright remains with the original owner  repository is licensed to make copies for dissemination and preservation  default is always to "open access", but restricted /closed access may be agreed

CAMBRIDGE UNIVERSITY LIBRARY 19 HKUST, 9-10 December sample communities

CAMBRIDGE UNIVERSITY LIBRARY 20 HKUST, 9-10 December 2004 Early Adopter communities COMMUNITYITEMSTOTAL SIZE  Applied Economics162 items (papers) 94 MB  Cambridge Rock Art D/b153 items (images) 8,553 MB  Cambridge Univ Library705 items (images) 81 MB  CARET 7 items (video) 13,778 MB  Chemistry1,925 items (mixed) 51 MB  items (mixed) 82 MB  Fitzwilliam Museum1 item (paper) 1 MB  Philosophy5 items (interviews) 13 MB  Social Anthropology303 items (films) 28,692 MB

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CAMBRIDGE UNIVERSITY LIBRARY 28 HKUST, 9-10 December what's next?

CAMBRIDGE UNIVERSITY LIBRARY 29 HKUST, 9-10 December 2004 Business plan - outline  project funding ends Dec 2005  business plan will support sustainable service  consultants commissioned  business plan must be relevant to Cambridge  methodology potentially useful elsewhere

CAMBRIDGE UNIVERSITY LIBRARY 30 HKUST, 9-10 December 2004 Business plan - fundamentals  the elements of our business plan include –vision and goals –service definition –market research –organizational structure –operations plan –cost model –revenue model –communications & PR –evaluation and ongoing market review

CAMBRIDGE UNIVERSITY LIBRARY 31 HKUST, 9-10 December 2004 Business plan components - market research  survey goals –confirm service definition –test attitudes and understanding –acquire demographic data –size market –gauge marketing channels  survey design and distribution issues –pilot version –target audience –distribution methods –online v. hardcopy –timing –250 responses (>70 interested in using

CAMBRIDGE UNIVERSITY LIBRARY 32 HKUST, 9-10 December 2004 Cost & revenue models  Cost models: –cost categories (especiallY staffing, hardware) –derived from service definition –range of options (minimal service  full range of features and services)  Revenue models –must reflect market research –identify local constraints (financial, political, etc.) –think creatively - question conventional wisdom

CAMBRIDGE UNIVERSITY LIBRARY 33 HKUST, 9-10 December 2004 Evaluation  within the institution –to monitor health of system –to demonstrate usage / justify initial investment –to support case for further investment and development –to establish benchmarks for future assessment –to demonstrate success (what IS "success"?)  beyond the institution –to compare progress with like and unlike communities –to identify community trends (successes, problems, gaps) –to support case for collaboration at regional, national, international levels –to establish benchmarks for future assessment

CAMBRIDGE UNIVERSITY LIBRARY 34 HKUST, 9-10 December questions for consideration

CAMBRIDGE UNIVERSITY LIBRARY 35 HKUST, 9-10 December 2004 Policy considerations (1)  is Open Source affordable?  submission criteria –what should be submitted? –who decides (who determines 'value')?  voluntary or mandatory?  who handles the submission?  acceptable file formats?  levels of access (open, restricted)?  metadata standards (quality assurance)?

CAMBRIDGE UNIVERSITY LIBRARY 36 HKUST, 9-10 December 2004 Policy considerations (2)  IPR issues (management of rights & obligations)?  institutional and/or subject repositories?  institutional repository = single or multiple systems?  single or multiple installations within institution?  short-term v. long-term ‘ownership’?  responsibility for externally-owned items?  who runs the repository (library? IT?)  who pays?

CAMBRIDGE UNIVERSITY LIBRARY 37 HKUST, 9-10 December 2004 Peter Morgan