Institutional Repositories: A Digitization Case Study and Lessons Learned ACRL/NY Long Island Chapter Meeting April 16, 2010 Presented by: Jason Torre

Fast Facts: Stony Brook University  24,000 students enrolled in classes  top 1% of universities in the world  Nobel Prize Winners, National Academy of Sciences and Grammy Awardees  largest single-site employer (14,000)  $4.65 billion impact on Long Island economy Stony Brook University Libraries

Construction of a Library Digitization Program Begins… In December 2003, Stony Brook University Libraries began laying the foundation for a comprehensive digitization program. Stony Brook University Libraries

Library Digitization Team Charge: 1. Overseeing and coordinating library digitization projects; 2. Identifying library materials and collections to be digitized in consultation with subject specialists; 3. Developing local guidelines in conformance with established standards and best practices for library digitization projects; 4. Establishing and monitoring production processes for electronic reserves; 5. Informing library staff of the issues surrounding the preservation of digital resources and recommending preservation policies; 6. Pursuing grant opportunities for local or cooperative digitization projects; 8. Developing a budget for digitization projects. The Digitization Team reports to the Associate Director for Collections and Technical Services. Stony Brook University Libraries

Digital Asset Management Systems  Aleph  Bepress  ContentDM  Digital Commons  Dspace  Eprints  Luna Insight  Non-proprietary, home grown system Stony Brook University Libraries

What is an Institutional Repository? “An Institutional Repository in an online locus for collecting, preserving, and disseminating – in digital form – the intellectual output of an institution, particularly a research institution.” -- Wikipedia, the free encyclopedia Last Updated January 13, Wikipedia, the free encyclopedia Last Updated January 13, 2010 Stony Brook University Libraries

SUNY Cooperative Initiative “During 2005, the SUNY Office of Library and Information Services established a prototype institutional repository using DSpace software.” -John Schumacher, Electronic Resources Coordinator, SUNY Connect Website Photo Courtesy of Google Images Stony Brook University Libraries

What is DSpace? DSpace is used to:  Upload  Catalog  Index  Store  Manage  Preserve  Publish Photo Courtesy of Dspace.org Stony Brook University Libraries

In the summer of 2005, the Library sponsored a pilot project to test the DSpace system. 25 CEAS Technical Reports were added to the system to test upload speed and the keyword search capabilities of the interface. Stony Brook University Library Pilot Project Stony Brook University Libraries

The Next Steps They reviewed:  Search interface capabilities  Keyword accuracy  Metadata schemas  Access speed  Editing capabilities  System reliability & trustworthiness Stony Brook University Libraries

DSpace Develops a Mission “Stony Brook University Libraries’ DSpace Repository, a division of the SUNY Cooperative Institutional Repository, shall act as the University's official, archival repository for electronic (born digital and converted) records and documents (published and unpublished) which have been created or received by the University or its designated representatives.” Stony Brook University Libraries

DSpace Develops a Collecting Policy “The Stony Brook Digital Institutional Repository, part of the Campus Community Documentation Project, shall collect electronic material(s) in accordance with its Mission Statement, and with the goal of providing the campus community and SUNY with free and open access to information in support of research and teaching.” Stony Brook University Libraries

Materials to be Preserved Include:  University Media Outlets  Official University publications, reports & postings  Academic & departmental publications  Specialty publications  Academic departments' records  Administrative departments’ records  Official student publications  Photographs of the University  Audio interviews/video interviews  Electronic journal and database subscription files (as allowed by copyright agreements)  Library-related needs to be determined by local administrators Stony Brook University Libraries  Regional Initiatives  Faculty publications:  Interviews  Scholarly papers & articles  Presentations & special lectures  Research findings (final and current research)  Datasets (final recommended)  Journals & trade publications  Technical reports  Open Access while papers & other grey/gold/green literature

How is DSpace Organized? Stony Brook University Libraries

DSpace Hierarchy DSpace Hierarchy  The repository  The community  A sub-community  A collection  An Item Stony Brook University Libraries

Constructing DSpace Records  Web interface  Single File Records  Multiple File Records  Previously published items  Server Administrator interface  Batch loading  Server administration  System Customization Stony Brook University Libraries

Dual Cataloging: MARC and Dublin Core Stony Brook University Libraries

Dublin Core Sample Record Stony Brook University Libraries

DSpace uses the Jakarta Lucene search engine which provides basic and advanced search interfaces. 1)Basic search = collection level 2) Advanced search = repository level How Do You Search DSpace? The search engine supports:  Full-text keyword searching  Natural phrase searching  Truncation searching  Boolean operator searching  Field Browsing  Relevancy results sorting Stony Brook University Libraries

Basic Search Stony Brook University Libraries

Basic Search Results Stony Brook University Libraries

Advanced Search Stony Brook University Libraries

DSpace Access Points  Special Collections and University Archives Website  STARS: Item level by author or title  SUNY Digital Repository  Search Engines  SUNY Connect  OCLC Stony Brook University Libraries

How do Faculty participate Contact Special Collections and/or consult our website for information to participate. Participants are asked to submit:  Name and contact information  Bibliography of works contributed  List of file names. Items will be uploaded on a weekly basis.  Keywords Stony Brook University Libraries

How DSpace is used on campus Stony Brook University Libraries

Assist Faculty Authors and Departments with Campus Histories Stony Brook University Libraries

Collaborate and assist on Media Campaigns Collaborate and assist on Media Campaigns Stony Brook University Libraries

A New Horizon: Albany, NY DSpace Meeting December 18, 2009  Education  Technical/Repository Infrastructure  Needs Analysis  Administrative  Policy & Standards Setting Photo Courtesy of Google Images Stony Brook University Libraries

Stony Brook University DeepSpace Stony Brook University Libraries Screenshot Courtesy of Dspace.org

Institutional Repository R(e)volution  Collaborative Authoring & Versioning  Publishing  Searching  Researcher Pages  Statistics  Open Source url: Photo Courtesy of University of Rochester Stony Brook University Libraries

Lessons Learned… Lesson 1: Look before you leap! Lesson 1: Look before you leap! Lesson 2: Sounds like a plan. Lesson 2: Sounds like a plan. Lesson 3: The function will dictate the form. Lesson 3: The function will dictate the form. Lesson 4: Recognize your limitations. Lesson 4: Recognize your limitations. Lesson 5: If the system fits...use it. Lesson 5: If the system fits...use it. Lesson 6: Dedicated hands make for success! Lesson 6: Dedicated hands make for success! Stony Brook University Libraries

Lessons Learned...continued. Lesson 7: Different eggs in one basket. Lesson 7: Different eggs in one basket. Lesson 8: With a little help from our friends. Lesson 8: With a little help from our friends. Lesson 9: The Devil is in the details. Lesson 9: The Devil is in the details. Lesson 10: You're not the boss of me! Lesson 10: You're not the boss of me! Lesson 11: What's in it for us? Lesson 11: What's in it for us? Lesson 12: The Digital World is always changing. Lesson 12: The Digital World is always changing. Stony Brook University Libraries

Where Do We Go from Here ?  Expand role in the Library’s digital preservation strategy  Coordinate with the HSL on DeepSpace’s development  Refine system processes  Collaborate with SUNY to refine the system  Encourage participation in program initiative Stony Brook University Libraries

Contact Information F. Jason Torre, University Archivist Frank Melville, Jr. Memorial Library Room E-2320 Stony Brook University Stony Brook, NY Tel: Fax: Stony Brook University Libraries