Theses Alive! and SHERPA are funded by the UK Joint Information Systems Committee (JISC) ERA: The Edinburgh Research Archive Theo Andrew University of Edinburgh

Theses Alive! and SHERPA are funded by the UK Joint Information Systems Committee (JISC) at present… large volume of research material on staff and departmental web pages grassroots movement poorly organised, no central involvement not easily searchable, therefore less accessible web pages ephemeral, longer term preservation in doubt

Theses Alive! and SHERPA are funded by the UK Joint Information Systems Committee (JISC) Science & Engineering from Andrew, Trends in Self-Posting of Research Material Online by Academic Staff, Ariadne, 37 (

Theses Alive! and SHERPA are funded by the UK Joint Information Systems Committee (JISC) Humanities & Social Science from Andrew, Trends in Self-Posting of Research Material Online by Academic Staff, Ariadne, 37 (

Theses Alive! and SHERPA are funded by the UK Joint Information Systems Committee (JISC) Medicine & Veterinary Medicine from Andrew, Trends in Self-Posting of Research Material Online by Academic Staff, Ariadne, 37 (

Theses Alive! and SHERPA are funded by the UK Joint Information Systems Committee (JISC) so what (can we offer)? SHERPA - e-prints Theses Alive! project - electronic theses and dissertations (etds) content combined to form ERA

Theses Alive! and SHERPA are funded by the UK Joint Information Systems Committee (JISC) SHERPA Securing a Hybrid Environment for Research Preservation and Access development partners –Nottingham (lead), Edinburgh, Glasgow, Oxford, Sheffield, Leeds, York, British Library and AHDS funding: JISC (FAIR programme) and CURL duration: 3 years, November 2002 – November 2005

Theses Alive! and SHERPA are funded by the UK Joint Information Systems Committee (JISC) Theses Alive! lead site Edinburgh pilot partners –Cambridge, Cranfield, Leeds, Manchester Metropolitan funding: JISC (FAIR programme) and UoE duration: 2 years, November 2002 – October 2004

Theses Alive! and SHERPA are funded by the UK Joint Information Systems Committee (JISC) broad project aims to develop an infrastructure which enables e-theses to be published on the web to produce a checklist approach for universities to use as they develop e- theses capability

Theses Alive! and SHERPA are funded by the UK Joint Information Systems Committee (JISC) Theses management at EUL EUL opted out of the British Theses Service in 1992 ~ 600 PhD theses submitted a year Access to theses via: - special collections reading room - ILL request

Theses Alive! and SHERPA are funded by the UK Joint Information Systems Committee (JISC) reading room statistics

Theses Alive! and SHERPA are funded by the UK Joint Information Systems Committee (JISC) ILL requests estimates, 58 copies sent 2003 (to date) estimates, 47 copies sent High cost pages £60 +VAT/P&P pages £100 +VAT/P&P

Theses Alive! and SHERPA are funded by the UK Joint Information Systems Committee (JISC) ….so why etds? current demand for access inhibited by physical restrictions and cost most theses are born digital better presentation of research not available in paper format (multimedia files, dynamic data presentation, programmes and code, hyperlinks) and in the longer term, less expense to authors and libraries? (less printing/binding/paper/cataloguing/ storage costs)

Theses Alive! and SHERPA are funded by the UK Joint Information Systems Committee (JISC) The Edinburgh Research Archive for e-prints and etds

Theses Alive! and SHERPA are funded by the UK Joint Information Systems Committee (JISC)

Theses Alive! and SHERPA are funded by the UK Joint Information Systems Committee (JISC)

Theses Alive! and SHERPA are funded by the UK Joint Information Systems Committee (JISC)

Theses Alive! and SHERPA are funded by the UK Joint Information Systems Committee (JISC)

Theses Alive! and SHERPA are funded by the UK Joint Information Systems Committee (JISC) Existing institutional archives (most in a pilot stage) include: University of Cambridge, University of Nottingham, University of Glasgow, University of California Digital Repositories, MIT, Australian National University,

Theses Alive! and SHERPA are funded by the UK Joint Information Systems Committee (JISC) The Self-Archiving process Academic writes a paper Academic self-archives preprint Academic sends to publisher Publisher referees and accepts Academic self-archives postprint Repository (DP) creates metadata Service (SP) harvests metadata End-user access paper

Theses Alive! and SHERPA are funded by the UK Joint Information Systems Committee (JISC) The most common problems 1.my research is already online- why should I participate in ERA? 2.but what about the copyright? 3.and prior publication? 4.as long as I dont have to do anything….

Theses Alive! and SHERPA are funded by the UK Joint Information Systems Committee (JISC) 1. I am already online! being online does not necessarily mean you are visible Google is a powerful search engine BUT….

Theses Alive! and SHERPA are funded by the UK Joint Information Systems Committee (JISC) 2. What about the copyright? © is the main area of concern No map to steer researchers through the legal minefield Project RoMEO disresearch/romeo/

Theses Alive! and SHERPA are funded by the UK Joint Information Systems Committee (JISC) Project RoMEO The RoMEO Project investigated rights issues surrounding the 'self- archiving' of research in the UK academic community It performed a series of stakeholder surveys to ascertain how research literature (and metadata) is used, and how it should be protected Project RoMEO

Theses Alive! and SHERPA are funded by the UK Joint Information Systems Committee (JISC) Biggest hindrance to self- archiving Academics must publish in refereed journals Journals require authors to sign © Transfer Agreements © Transfer Agreements inhibit self-archiving Project RoMEO

Theses Alive! and SHERPA are funded by the UK Joint Information Systems Committee (JISC) Copyright assignment 90% asked for copyright assignment 6% required exclusive licences 4% required non-exclusive licences Project RoMEO

Theses Alive! and SHERPA are funded by the UK Joint Information Systems Committee (JISC) Why is © assignment required? 45% gave an explanation –Protection against infringement –Effective third-party permissions –Wide dissemination –Legal reasons Project RoMEO

Theses Alive! and SHERPA are funded by the UK Joint Information Systems Committee (JISC) What happens when © cannot be assigned? Work-for-hire Government-owned work, e.g. NSF funded work in America Project RoMEO

Theses Alive! and SHERPA are funded by the UK Joint Information Systems Committee (JISC) Prohibiting prior publication 75% of CTAs asked authors to warrant the work had not been previously published 2 explicitly stated that SA was prior publication Project RoMEO

Theses Alive! and SHERPA are funded by the UK Joint Information Systems Committee (JISC) Time of © assignment 69% required © assignment pre- refereeing 15% of cases dont revert © to author if paper rejected Project RoMEO

Theses Alive! and SHERPA are funded by the UK Joint Information Systems Committee (JISC) Lack of exceptions 42.5% of publishers allow self-archiving –54.6% of journals No standard conditions (Incidentally, 28.5% gave authors no rights at all) Project RoMEO

Theses Alive! and SHERPA are funded by the UK Joint Information Systems Committee (JISC) The call to retain © Publishers do not require © in order to publish Authors require © to SA Authors require © to allow third-party uses Most publishers do not encourage authors to assert moral rights Project RoMEO

Theses Alive! and SHERPA are funded by the UK Joint Information Systems Committee (JISC) Alternatives Choose journals with non-exclusive licences Choose journals with SA- friendly licences Negotiate with your publisher Amend the existing licence Use an alternative licence Project RoMEO

Theses Alive! and SHERPA are funded by the UK Joint Information Systems Committee (JISC) The RoMEO Project Project web pages departments/ls/disresearch/romeo/ Project RoMEO

Theses Alive! and SHERPA are funded by the UK Joint Information Systems Committee (JISC) 3. Prior publication Main concern for theses- Ingelfinger rule University of Cincinnati host the Academic Journal Policy Database

Theses Alive! and SHERPA are funded by the UK Joint Information Systems Committee (JISC)

Theses Alive! and SHERPA are funded by the UK Joint Information Systems Committee (JISC) 4. As long as I dont have to do anything……. Actually the hardest problem to overcome SA is easy! All you need is a computer with internet access and a couple of minutes of your time Meanwhile, EUL is offering a mediated submission service

Theses Alive! and SHERPA are funded by the UK Joint Information Systems Committee (JISC) In summary Try to retain as much rights as possible! Choose journals with non-exclusive licences Choose journals with SA-friendly licences Amend the existing licence Use an alternative licence

Theses Alive! and SHERPA are funded by the UK Joint Information Systems Committee (JISC) Maximise your research impact! "Self-archive unto others as ye would have them self-archive unto you.

Theses Alive! and SHERPA are funded by the UK Joint Information Systems Committee (JISC) Thank You! Tel: