“Design and Development of Institutional Repository of Electronic Theses and Dissertations at Shrimati Hansa Mehta Library, M.S. University of Baroda”: A Case study. Ms Binal H Joshi Dr Mayank Trivedi Librarian University Librarian Babaria Institute of Technology Shrimati Hansa Mehta Library BITS edu Campus, Varnama M.S. University of Baroda

INSTITUTIONAL REPOSITORY “University-based institutional repository is a set of services that a university offers to the members of its community for the management and dissemination of digital materials created by the institution and its community members.” “University-based institutional repository is a set of services that a university offers to the members of its community for the management and dissemination of digital materials created by the institution and its community members.”

I have tried to design and develop an institutional repository of Electronic Theses and Dissertations present in Shrimati Hansa Mehta Library, which is the central library of the M.S. University and houses all the theses of research carried out by the students of various departments. I have tried to design and develop an institutional repository of Electronic Theses and Dissertations present in Shrimati Hansa Mehta Library, which is the central library of the M.S. University and houses all the theses of research carried out by the students of various departments.

To develop an IR of ETDs, using open source software known as “Dspace” is the main objective of this case study To develop an IR of ETDs, using open source software known as “Dspace” is the main objective of this case study To promote the idea of electronic publishing and the use of multimedia among research scholars and faculties of the university. To promote the idea of electronic publishing and the use of multimedia among research scholars and faculties of the university. Institutional Repository can be used as a platform to publicize the research output of the faculty and students of M.S.University. Institutional Repository can be used as a platform to publicize the research output of the faculty and students of M.S.University. OBJECTIVES OF THE CASE STUDY

Digital library is the demand of the day. Digital library is the demand of the day. The work of uploading theses on the IR will help the students who are in pursuit of taking up new research projects. The work of uploading theses on the IR will help the students who are in pursuit of taking up new research projects. The UGC provides mandate “for submission of electronic version of theses and dissertations by the researchers in universities with an aim to facilitate open access to Indian theses and dissertation to the academic community world- wide”. The UGC provides mandate “for submission of electronic version of theses and dissertations by the researchers in universities with an aim to facilitate open access to Indian theses and dissertation to the academic community world- wide”. “Shodhganga” is managed and maintained by INFLIBNET for this purpose. “Shodhganga” is managed and maintained by INFLIBNET for this purpose.

SHRIMATI HANSA MEHTA LIBRARY Collection comprises of over 7 lakhs books, 63 computers and 17 nodes for browsing books and E- Resources. Collection comprises of over 7 lakhs books, 63 computers and 17 nodes for browsing books and E- Resources. BARODA (STATE) COLLECTION is a unique historic collection of Administrative, Legal, Educational & other documents and publications of the Baroda State of Pre-Independence Era. BARODA (STATE) COLLECTION is a unique historic collection of Administrative, Legal, Educational & other documents and publications of the Baroda State of Pre-Independence Era. Rare books include books as old as dated back to Sixteenth Century. Approximately 3,500 books are preserved in this precious collection, which comprises of some noteworthy titles, which are out of print. Rare books include books as old as dated back to Sixteenth Century. Approximately 3,500 books are preserved in this precious collection, which comprises of some noteworthy titles, which are out of print.

INSTALLATION OF DSPACE SOFTWARE The Dspace digital library software for the IR of Shrimati Hansa Mehta Library is installed on Ubuntu (10.10) which is a complete desktop Linux operating system. The installation is done through a live CD, developed by Dr A R D Prasad and his team. The Dspace digital library software for the IR of Shrimati Hansa Mehta Library is installed on Ubuntu (10.10) which is a complete desktop Linux operating system. The installation is done through a live CD, developed by Dr A R D Prasad and his team. At the first stage, it will ask for two options – install Ubuntu or try Ubuntu. In order to install the software so that it is saved after closing down, it is necessary to select Install Ubuntu. Then it will ask for the option – erase the entire disk or create a partition in any drive. For this case study I have selected the option- erase the entire disk and install. The “Erase and use the entire disk” option will destroy any existing partitions if there are any, creating new partitions. The hard drive will then have only the new Ubuntu system on it, and any data on the old partitions will be lost. The steps as displayed will have to be followed and the software is installed as the required backend software support is already provided in the CD. At the first stage, it will ask for two options – install Ubuntu or try Ubuntu. In order to install the software so that it is saved after closing down, it is necessary to select Install Ubuntu. Then it will ask for the option – erase the entire disk or create a partition in any drive. For this case study I have selected the option- erase the entire disk and install. The “Erase and use the entire disk” option will destroy any existing partitions if there are any, creating new partitions. The hard drive will then have only the new Ubuntu system on it, and any data on the old partitions will be lost. The steps as displayed will have to be followed and the software is installed as the required backend software support is already provided in the CD.

Alternatively Dspace can be downloaded from the following website: Alternatively Dspace can be downloaded from the following website: DSpace DSpacehttp:// Apache-Tomcat Apache-Tomcat Apache-ant Apache-ant

Customization of the User Interface of Dspace There are two interfaces for Dspace: There are two interfaces for Dspace: 1 JSPUI 1 JSPUI 2 XMLUI 2 XMLUI For this case study basic customization of the JSPUI interface was done, which involves basic changes in the header, footer, style sheet and side bar. Basic understanding of HTML is required to make changes in the header and footer files. For this case study basic customization of the JSPUI interface was done, which involves basic changes in the header, footer, style sheet and side bar. Basic understanding of HTML is required to make changes in the header and footer files.

In the next step changes were made for adding copyright line in the footer. default file in the layout folder of Dspace, which is reflected in the next screenshot. After that in the navigation bar of Dspace on the left side there is link known as “Administer” which further has links of Edit News (top bar and side bar) in which the HTML commands for the tag line “Welcome to the Institutional Repository of Shrimati Hansa Mehta Library” was given and for the side news, HTML commands for Google calendar and dictionary were given. Important links to the other repositories can also be given at this place. In the next step changes were made for adding copyright line in the footer. default file in the layout folder of Dspace, which is reflected in the next screenshot. After that in the navigation bar of Dspace on the left side there is link known as “Administer” which further has links of Edit News (top bar and side bar) in which the HTML commands for the tag line “Welcome to the Institutional Repository of Shrimati Hansa Mehta Library” was given and for the side news, HTML commands for Google calendar and dictionary were given. Important links to the other repositories can also be given at this place.

CREATION OF COMMUNITIES AND SUB COMMUNITIES FOR M.S.UNIVERSITY The hierarchy of Dspace is highly suitable for a university setup. The hierarchy of Dspace is highly suitable for a university setup. The faculties and the departments of the University can be organized as communities and sub-communities in Dspace. The faculties and the departments of the University can be organized as communities and sub-communities in Dspace. The Maharaja Sayajirao University of Baroda has thirteen faculties which were organized as top level communities in Dspace and their respective departments were organized as sub- communities. The Maharaja Sayajirao University of Baroda has thirteen faculties which were organized as top level communities in Dspace and their respective departments were organized as sub- communities. There is no limit for the creation of communities and sub- communities; however all the tasks can only be performed by the administrator There is no limit for the creation of communities and sub- communities; however all the tasks can only be performed by the administrator

On the right hand side of the webpage there is an option “Create top level community”, through which the different communities are created. On the right hand side of the webpage there is an option “Create top level community”, through which the different communities are created. For creation of sub-communities, the particular top level community has to be clicked and then there is a link to create the “Sub-Community”. For creation of sub-communities, the particular top level community has to be clicked and then there is a link to create the “Sub-Community”.

COLLECTION AND UPLOADING OF THESES Communities can maintain an unlimited number of collections in Dspace. Communities can maintain an unlimited number of collections in Dspace. Collections can be organized around a topic or by type of information (such as working papers or datasets, e-books) or by any other sorting method a community finds useful in organizing its digital items. Collections can be organized around a topic or by type of information (such as working papers or datasets, e-books) or by any other sorting method a community finds useful in organizing its digital items.

Collections can be created through the link “Admin Tools” under which there is an option “create collection”. Collections can be created through the link “Admin Tools” under which there is an option “create collection”. This is the point where the actual uploading of digital documents is facilitated. For this case study digital documents were uploaded to two communities: This is the point where the actual uploading of digital documents is facilitated. For this case study digital documents were uploaded to two communities: Rare Books Collection Rare Books Collection Theses & Dissertations Theses & Dissertations

After the creation of these two communities the link “submit to this collection” was clicked and uploading of documents was started. After the creation of these two communities the link “submit to this collection” was clicked and uploading of documents was started. The staff of Hansa Mehta Library had digitized 60 rare books by scanning them and storing it on compact discs. The task of uploading these rare books has been completed by the staff of the library. The staff of Hansa Mehta Library had digitized 60 rare books by scanning them and storing it on compact discs. The task of uploading these rare books has been completed by the staff of the library. Three full text theses have been uploaded to the collection “Theses and Dissertations”. The library houses a rich collection of Phd theses which will be uploaded on the Dspace software in a phase-wise plan as decided by the University Librarian. Three full text theses have been uploaded to the collection “Theses and Dissertations”. The library houses a rich collection of Phd theses which will be uploaded on the Dspace software in a phase-wise plan as decided by the University Librarian.

CREATION OF E-PEOPLE E-people are the users of Dspace who can be assigned roles as submitters and reviewers by the Dspace administrator. E-people are the users of Dspace who can be assigned roles as submitters and reviewers by the Dspace administrator. Alternatively the users can also self register themselves and submit documents to the Dspace repository. Alternatively the users can also self register themselves and submit documents to the Dspace repository. For this case study I have created users for the repository in form of submitters and reviewers. Some members of the library staff are assigned roles as metadata editors through which they can edit metadata for the digital documents submitted. For this case study I have created users for the repository in form of submitters and reviewers. Some members of the library staff are assigned roles as metadata editors through which they can edit metadata for the digital documents submitted.

All the faculties of M.S. University have “deans” as their head. A Dspace account for the dean of each faculty is created e.g “dean.science” and they are registered with the Dspace software. All the faculties of M.S. University have “deans” as their head. A Dspace account for the dean of each faculty is created e.g “dean.science” and they are registered with the Dspace software. All the deans can act as reviewers for the PhD students and teachers who will submit pre-prints or post-prints to the repository. All the deans can act as reviewers for the PhD students and teachers who will submit pre-prints or post-prints to the repository. The Phd scholars will be given rights as “submitters” to their specific sub-community. E.g. A student of the Department of Physics can submit an article to the sub-community physics, which will be reviewed by the Dean of Science and the article will be committed to the archive by the metadata editor of the staff of Shrimati Hansa Mehta Library. The Phd scholars will be given rights as “submitters” to their specific sub-community. E.g. A student of the Department of Physics can submit an article to the sub-community physics, which will be reviewed by the Dean of Science and the article will be committed to the archive by the metadata editor of the staff of Shrimati Hansa Mehta Library.

FUTURE PROSPECTS The case study of developing an institutional repository of electronic theses and dissertations served as a pilot project for the library as after this the library signed a MoU with the INFLIBNET centre to join the “Shodhganga” repository. The case study of developing an institutional repository of electronic theses and dissertations served as a pilot project for the library as after this the library signed a MoU with the INFLIBNET centre to join the “Shodhganga” repository. The MoU was signed on 22nd Aug 2012 and a workshop was organized on the same day to provide training to the PhD scholars of the University. The MoU was signed on 22nd Aug 2012 and a workshop was organized on the same day to provide training to the PhD scholars of the University.

The work of uploading theses and dissertation will be carried out by the library staff in the coming months and INFLIBNET will provide funds for digitization of old theses and anti- plagiarism software to the University. The work of uploading theses and dissertation will be carried out by the library staff in the coming months and INFLIBNET will provide funds for digitization of old theses and anti- plagiarism software to the University. The library has decided to digitize the electronic theses and dissertations in a planned phase wise program. Initially the last 5 years’ theses and dissertations (538) will be uploaded on “Shodhganga” in the coming 2 years. The library has decided to digitize the electronic theses and dissertations in a planned phase wise program. Initially the last 5 years’ theses and dissertations (538) will be uploaded on “Shodhganga” in the coming 2 years.

ADVANTAGES OF IR FOR SHRIMATI HANSA MEHTA LIBRARY preserve digital data preserve digital data enhance access to and visibility of research enhance access to and visibility of research address unsustainable increases in the cost of traditional publication. address unsustainable increases in the cost of traditional publication. Research papers can be uploaded on the repository and academic strength of the M.S. University will be hi-lighted to the world. Research papers can be uploaded on the repository and academic strength of the M.S. University will be hi-lighted to the world. It will provide a window that gives open access to improve the sponsoring institution’s visibility and status It will provide a window that gives open access to improve the sponsoring institution’s visibility and status

IR will prove to be a stepping stone to the development of digital library. IR will prove to be a stepping stone to the development of digital library. The library has a rich collection of rare documents and manuscripts which can be preserved in the digital format and will be accessible by all. The library has a rich collection of rare documents and manuscripts which can be preserved in the digital format and will be accessible by all. The IR will serve as a comprehensive publication database of Maharaja Sayajirao University which in turn will facilitate better management of research knowledge, better visibility, wider access, better impact and citations and preservation for posterity The IR will serve as a comprehensive publication database of Maharaja Sayajirao University which in turn will facilitate better management of research knowledge, better visibility, wider access, better impact and citations and preservation for posterity