ETD Software: Toward the Future with Retrospective Hindsight Gail McMillan Digital Library and Archives, Virginia Tech ETD 2008: 10th International Symposium Uppsala University June 13, 2007

ETD software should 1.Provide interfaces for communities 2.Provide interfaces for activities 3.Use existing information 4.Accept files 5.Assign persistent URLS 6.Warrant copyright 7.Link to/from/among 8.Communicate 9.Approve 10.Disperse copies appropriately 11.Sort 12.Access 13.Expose 14.Run on any platform

ETD software should provide 1. Provide interfaces for communities Authors Faculty Administrators Managers Public Library Systems personnel NDLTD

ETD software should provide 1. Interfaces for authors and faculty Authors Submit 1 or more files from anywhere Modify their files until "finished" Communication Use several templates This could incorporate tags into the works such as title, paragraphs, tables, references, etc. Free form Faculty Online committee approval Committee chair Communication

ETD software should provide 1. Interfaces for ETD Administrators Committee chair Review submitted files Communication Approval Institution-level Review submitted files, forms, etc. Communication Approval Maintenance/manage

ETD software should provide 1. Interfaces for Public, Libraries Browse (by which fields) Search (which fields, text) Sort Meaningful error messages Seamless redirection from damaged files Communicate with authors

ETD software should provide 1. Interfaces for Systems Personnel Rewrite from Perl to Java Easily customizable scripts Meld 3 databases into 1 (submit, available, withheld) CONTROL: Appropriately limit access Administrative access only by reviewer/approver; manager Faculty access only by students’ committees Inaccessible: Systems Administrator and ETD manager(s) only Restricted: IP addresses associated with author's home institution (e.g., ….vt.edu) Backup  Frequently, periodically  Multiple locations on/off site

ETD software should provide 2. Interfaces for activities Submit Communicate Backup Review/approve Preserve Maintain/manage Adapt for other uses Display Browse Search Sort

ETD software should 3. Use existing information to Fill out submission form Derive subsequent records Sort Assign call numbers Map keywords to controlled vocabularies Display

ETD software should 3. Use existing information Human resource systems Names, addresses Official administrative records Type of doc, title, degree, dept, committee, chair, date of defense Detected by ETD software URN, file name, size, download time, Author’s add: Keywords Availability/accessibility Copyright warranty

ETD software should 3. Use existing information for Library catalog records Metadata Indexing Display Browse pages Lists Title page

ETD software should 3. Use existing information Sort for various user communities Assign call numbers based on formulas LD5655 V G885 Gerald Gutierrez’s VT masters thesis Map key words to controlled vocabularies

ETD software should 4. Accept all files: Any number, any size, and all formats Text.txtASCII.pdfPDF.xmlXML Images.tif TIFF.jpg JPEG.gifGIF.pngPNG Video.mpgMPEG.movApple.qtApple QuickTime Audio.wavWAV.mpgMPEG.mp3MPEG-3

ETD software should 5. Assign persistent URLs PURL URN URI Handles DOI Etc.

ETD software should 6. Warrant copyright Functionality Sharing License

ETD software should 6. Warrant copyright: Functionality Recognize when authors use others’ works Formal permission Public domain Fair use

ETD software should 6. Warrant copyright: Sharing Provide authors with the opportunity to formally share copyright with their home institutions I hereby certify that, if appropriate, I have obtained and attached hereto a written permission statement from the owner(s) of each third party copyrighted matter to be included in my thesis, dissertation, or project report, allowing distribution as specified below. I certify that the version I submitted is the same as that approved by my advisory committee.

ETD software should 7. Link to/from/among Policies, guidelines, catalogs Tools Examples Multiple files of one author Administration and administrative functions Help Surveys

ETD software should enhance 8. Communication Allow Track: administrator, author, advisor Sequence: date stamp, group Administer: prompt, add recipients Store

ETD software should 9. Approve Who approves? Committee members Administrator What does “approve” mean? Forms submitted Forms completed Fees paid To home institution To vendors Signatures received ETD completed

ETD software should 10. Disperse copies appropriately Redundancy: standard operating procedures Mirror on separate equipment RAID: mirror across drives Institutional repository Digital library Preservation, e.g. permanent digital preservation system (e.g., NDLTD LOCKSS)

ETD software should 11. Provide appropriate access Administrative users Limited Public Worldwide Open Archives harvesters Search engines Contracted vendors Limited/Withheld Automatic timed release

ETD software should 12. Sort At any stage in the process Depending on User constituency Purpose

ETD software should 13. Expose Software appropriately Share intellectual property appropriately Metadata to appropriate harvesters: OAI-PMH Search engines NDLTD Union Catalog

ETD software should 14. Run on any platform Robust or conservative Open or proprietary

Bring It Together at VT: Translate Needs into Workflow Ganesh Chunungad Narayanaswamy, Srinivasa Raghavan Santhanam, Sriram Gopal

ETD Software: Toward the Future with Retrospective Hindsight Thank you! Gail McMillan, Digital Library and Archives, Virginia Tech