I:\Share\Bestuursinligting\OUDITfinaal\Portfolio\Statistics\BI UPSpace An institutional repository for the University of Pretoria Ina Smith Presented to representatives from the University of Johannesburg Thursday 18 th of August 2005

Institutional Repository Set of services Management & dissemination of digital materials Organisational commitment Stewardship Long-term preservation Organisation, access, distribution

Advantages Preserve intellectual output of UP Long-term preservation (archiving) International exposure Retrievable via Google Evolving expert database Consistent URL for citations Links between items, collections Searchable – not static web page Decentralised or distributed input

Why an institutional repository? We need to learn to manage digital resources as well as we do with print The emphasis is going back towards organizing content We need to work even closer together in this global world Adapt new ways of delivering service, perhaps even to people you might never see From: “What’s happening to our world?” – Pierre Malan (Sabinet),

“Champions” Special & Africana Collections Architecture Scholarly Publications Veterinary Science

DSpace for Digital Archiving (1)

DSpace for Digital Archiving (2)

DSpace for Digital Archiving (3) Mapungubwe Collection

DSpace for Digital Archiving (4)

Limit access in DSpace Collection Level Item Level Bitstream Level Example: Australian National UniversityAustralian National University More examples:

Default Look & Feel

UPSpace Look & Feel Access via UPPortal

UP IT Requirements LDAP/ GAP Authentication via Portal Look & Feel for Applications

Information Model Top-level Community Special & Africana Collections Sub-Community Pretoriana Collections Van der Waal

Items in DSpace Articles (preprints & postprints) Technical reports Working papers Conference reports E-theses E-books

Items in DSpace Datasets: statistical, geospatial, etc. Images (photos, maps): visual, scientific, etc. Audio files Video files (up to 500 MB) Learning objects Reformatted digital library collections

Workflow Submit Accept Reject Edit Metadata Commit DSpace Workflow for Special & Africana Collections available at

Metadata in DSpace Qualified DC Metadata 15 Elements + Qualifiers Edit DC Registry Add / delete elements/qualifiers (not recommended) Mandatory / Optional fields

Harvesting Metadata OAISTER Search Engines e.g. Google

Persistent Identifiers CNRI Handle System Valid citations Unique handle for each item E.g = Naming authority assigned by handle system to e.g. UP 171 = Unique local name assigned to an item in the repository

Submission form Customisable Special & Africana Collections: nafricana.htm nafricana.htm

Managing the Project Evaluation Proposal Needs Analysis Design Development Implementation Evaluation

DSpace on UPDev DSpace on UP Q&A DSpace on Portal Server

Next … Evaluation on UP Quality Assurance Server Marketing & Communications Plan Training Program

Reflection & Communication DSpace Listserve DSpace web Update documents & policies Meetings Community of Practice

User Support Help landline 8/5 Online help 24/7 –Viewlets e.g. Macromedia Captivate, PPT, Open Office Tutorial User policy Pamphlet

User Policy Submission Communities and Collections Responsibilities & rights Licensing, copyright, privacy, intellectual property Preservation support Withdrawals Workflow System back-up and availability

Copyright, Rights & Licensing License stored with each item Submitter “Grants License” (See Licenses)Licenses –Default DSpace License (also see Creative Commons Licenses)Creative Commons Licenses –Non-exclusive distribution license –Items in public domain –Exclusive distribution license Default DSpace License Community/ Collection License Copyright note when creating Community DC Element Rights DSpace StyleSheet: © University of Pretoria

The way forward … Federated Search Engine Emerging IR software Long-term budget Migration of digital objects Repository size Bandwidth Collaboration e.g. DISA Collaboration between institutions

The way forward … Register with –Open Archives Institute –DSpace Wiki –OAISTER

Thank you! DSpace URL: Tel.: