Planning and Implementation of the ETD Initiative at BYU Retrospective Conversion Projects by Scott Eldredge, library digital imaging Campus-wide Planning and Implementation by Selby Herrin, Graduate Studies ETD Submission Software Development by Scott Eldredge, library digital imaging CONTENTdm as an ETD Archive by Scott Eldredge, library digital imaging

Retrospective Conversion of Masters Theses at Brigham Young University: Two Models Retrospective Conversion of Masters Theses at Brigham Young University: Two Models

The Projects Mormon Theses Mormon Theses Benson Institute Theses Benson Institute Theses

Mormon Theses

Selection Limited by topic Limited by topic Importance to institution Importance to institution User demand User demand

Rights Management Permission forms Permission forms

Outsourcing Vendor Selection Vendor Selection – RFI – RFP – Proposal Review

Outsourcing Vendor Selection Vendor Selection – RFI – RFP – Proposal Review

Outsourcing Vendor Selection Vendor Selection – RFI – RFP – Proposal Review

Document Prep Pulling Pulling Checkout Checkout Review – PNT Review – PNT Disbinding Disbinding Packaging Packaging Shipping Shipping Receiving Receiving Review Review

Document Prep Pulling Pulling Checkout Checkout Review – PNT Review – PNT Disbinding Disbinding Packaging Packaging Shipping Shipping

Document Deprep Receiving Receiving Review Review Reprinting (Optional) Reprinting (Optional) Rebinding Rebinding Re-tag (bar-code, etc.) Re-tag (bar-code, etc.) Check in Check in Reshelving Reshelving

Billing Review and approve invoices Track Budgets

Conversion Receipt of files Receipt of files – FTP – CD

Quality control Image files Image files Text files Text files Mark up Mark up

Access Decisions driven by capabilities Decisions driven by capabilities Databases Databases – Hyperion – CONTENTdm – Convert to HTML OPAC records OPAC records – 856 field – Separate record? – Harvested by NDLTD/OCLC Return to Stacks? Return to Stacks?

Benson Institute

Selection Decisions made by Institute Focus on developing countries

Rights Management Secured at time of submission International copyright laws apply

Document Prep Pulling Pulling Transcription (abstract) Transcription (abstract) Translations (abstract) Translations (abstract) Review Review Disbinding Disbinding

Scanning In house In house

Quality Control Post-scan review Post-scan review

Document Deprep Rebinding Return to Institute No copies in library

Post Scan processing Despeckle/Deskew Create PDFs

Metadata MARC record in OPAC URL in MARC record (856 field) Metadata for CONTENTdm from MARC record Harvested by NDLTD/OCLC

Load into Digital Library CONTENTdm

Major Issues Selection Rights Management In house vs. outsource Standards – Text Conversion – Mark-up – Scanning – Metadata Access Digital Library Products or Databases Bandwidth considerations Costs

Future Directions Decision not to digitize all theses Resources Quality concerns “Best of the Rest” Identified by college faculty

URL

Preliminary Planning Preliminary investigations Application for NDLTD membership Representatives attended ETD 2000 Symposium OGS Administration changes delayed further planning & implementation OGS ETD Coordinator hired

Implementation Orientation Information gleaned from NDLTD, Virginia Tech, and other university Websites OGS and HBLL representatives attended 2001 ETD Symposium MS Word version of 2 theses & 1 dissertation used in PDF conversion experimentation John Eaton of VT Graduate School visited to discuss his ETD implementation experiences

ETD Implementation Preparation ETD Web pages developed as part of Graduate Studies Website ETD Brochure prepared & printed for distribution to graduate students and faculty ETD PowerPoint presentation prepared for orienting graduate coordinators & secretaries ETD information booth set up at annual new graduate student orientation fair MS Word documentation developed to help graduate student in creation of ETDs

ETD Implementation Phase 1 Implementation team organized Version 1 of online ETD submission software designed & developed Online tutorial for submission software developed for ETD Website access. First ETDs submitted using online submission software in May 2002 BYU hosted 2002 ETD Symposium May 30 through June 1

ETD Implementation Phase 2 ETD training team organized ETD orientation sessions held for department graduate staff & faculty Version 2 of ETD submission software released end of May 2003 New ETD Website created under auspices of library. Submission software integrated with ETD Website

ETD Implementation Phase 3 Version 3 of submission software designed & developed for April 2004 release Review and approval of ETDs moved from Graduate Studies to college level ETD Website updated to reflect changes put into version 3 of submission software Submission and access statistics on ETD submissions

Status of ETD Implementation Project as of May 31, 2004 ETDs submitted since May 2002:142 ETDs submitted since March 9, (Since rollout of the ETD ver. 3)(38%) Ave. hits for each ETD (24 mo): – on-campus sources 79 (3.3/mo) – off-campus sources260 (10.8/mo) Highest hits for a single ETD: – on-campus sources1,089 (45.4/mo) – off-campus sources4,702 (195.9/mo) Weekly access statistics per ETD (last 20 weeks): – on-campus sources 43 (2.1/wk) – off-campus sources140 (7.0/wk)

ETD Implementation Phase 4 Version 4 of submission software will be designed, developed & released for the April 2005 graduation. Initial review and approval of ETDs will be implemented at the department level. ETD Website will again have to be updated to reflect changes put into version 4 of submission software.

BYU Implementation Team Selby Herrin - Graduate Studies Coordinator Scott Eldredge –Library Digital Imaging Bill Lund – Library IS (Director) Jacob Jenson – Library IS (Programmer) Carla Kupitz – Library Cataloging Wendy Duran – Library Administration Office Joyce Adams – Graduate Student Association ETD Website – ETD Address –

Electronic Theses and Dissertations Searching and Submission Software Harold B. Lee Library Brigham Young University

System Overview

Initial System Page

Search Interface

Search Results

Item Metadata

Browsing the Archive

Getting Help

What is an ETD?

ETD Guidelines

Creating an ETD

Submitting an ETD

Contact Information

Frequently Asked Questions

Submitting a Document

Student Logon

Document Description and Metadata

Uploading the File

Final Review Before Submitting

College Graduate Administrator Logon

Theses Awaiting Approval

Viewing Metadata

Modifying the Metadata

Disapproved Documents

Questions?