5-7 November 2014 DR Workflow Practical Digital Content Management from Digital Libraries & Archives Perspective

5-7 November 2014 Roles  Collection development: Determining what content is appropriate for your repository.  Promotion: The continuing effort of contacting faculty both individually and at the department level.  Pre-processing: Checking publishers’ policies, obtaining the necessary files and manuscripts, and handing off work to the metadata-creation staff.

5-7 November 2014 Roles  Metadata creation: Creating the cover page and final PDF file, entering metadata in your repository to create item records, and attaching the associated file.  Technical. Deploy and manage the repository and software; design and develop interfaces and tools

5-7 November 2014 Basic Workflow

5-7 November 2014 Step 1: Contact faculty Contact faculty member(s) to describe the benefits of depositing scholarly works in the IR. Interested faculty respond with citations, vitae, or by providing actual documents to be archived in the repository.

5-7 November 2014 Step 2: Check author’s rights For published works, with a specific citation in hand, check SHERPA/RoMEO or the publisher’s website to identify the policy for an author’s right to self-archive. Suggestion: Create a wiki to document the policies for each publisher, copying actual text from publishers’ websites and adding your own comments as needed.

5-7 November 2014 Fields for tracking publisher data  Link to publisher’s policy online  Text of publisher’s policy for self-archiving  What we can put up  What we need to add  Embargo  Notes

5-7 November 2014 Step 3: Obtain the materials If the publisher permits archiving, obtain the text either online or, more frequently, from the author in manuscript form. All content files are stored on the libraries’ local area network (LAN).

5-7 November 2014 Step 4: Create Metadata Create the metadata in the repository and attach the content. Suggestion: Create a template for a cover page that contains citation and other relevant information and is combined with the text in a single PDF document for the repository.

5-7 November 2014 Example cover page

5-7 November 2014 Step 5: Provide repository info to faculty Communicate again with the faculty member, providing the repository handle for the archived content.

5-7 November 2014 Step 6. External Promotion Harvesting  Build virtually one global repository despite individual repositories having their own policy and organization.  To streamline the harvesting process, open standards and protocols are used. The most important ones being OAI-PMH and the Dublin Core metadata standard.

5-7 November 2014 Step 6. External Promotion Listing repository in directories  There are many open access repository directories. To increase awareness and marketing of your repository, include your repository in such directories.

5-7 November 2014 Step 6. External Promotion Improve discoverability  By deploying appropriate techniques into the system such as the handle, you make the items in the repository easily identified and for long periods of time, even when location changes.

5-7 November 2014 Problems Top reasons why researchers do not share their content: 1.They are unaware that an IR exists 2.They are concerned about copyright issues 3.They are too busy

5-7 November 2014 Solutions 1.Outreach, outreach, outreach! 2.Provide copyright support 3.Make it easy to use and/or provide mediated help 4.Make researchers aware of the benefits: Increase visibility of their content globally