A DSpace-based ETD-MS and OAI Compliant Theses Repository Service of Indian Institute of Science Filbert Minj National Centre for Science Information (NCSI) Indian Institute of Science (IISc) Bangalore – , India ( ETD2005: evolution through discovery 8th International Symposium on Electronic Theses & Dissertations

Acknowledgment Late Dr. T.B Rajashekar (Initiated) Dr. S. Venkadesan Mr. Francis Jakakanth Mr. Aneesh Joy Mr. P. Jobish Mr. Hemanta kumar Biswal

Outline of the presentation About the Indian Institute of Science (IISc) and National Centre for Science Information (NCSI) Formulation of key requirements using prototype repository Repository implementation Value addition to Conclusion and future work

About IISc Academic and research Institution active researchers including 500+ faculty research publications per year 200+ M.Sc Engineering and Ph.D thesis per year

About NCSI Provides electronic information services to the IISc community Gateway services for electronic journals Undertakes sponsored research and consultancy projects Conducts 18 months training programme in Information and Knowledge management

About NCSI… Institutional Repository to archive research publication of Institute Pioneering efforts towards the cause of Open Access Initiative in India Started in 2002 and has publications OAI complaint harvested by service providers like OAISter ( indexed by Google Proposed to archive all Institute’s publications since it’s inception (1909) in the repository

About NCSI… (Electronic Thesis & dissertation) repository service Was started in 2004 Thesis Repository in initial stages with 95 thesis and growing slowly IISc library has taken the initiative to archive old theses of the Institute With formulation of Institute’s policy, submissions are expected to grow steadily

Need for A centralized system for managing and presenting the research output of the Institute in an organized fashion A system for providing open access to the intellectual output of the Institute Preservation and long-term access to the scholars' research output OAI and the "Google"-ing of thesis in can be immediately found in global indexing and search services

Prototype Repository Initially prototype repository was setup to Understand the system Workflow Local requirements Compliance with standards Value addition to be done

Key requirements The prototype setup helped us to arrive at the following key requirements System should support only post-approval (accepted) online submission of theses Reflection of IISc divisions and departments as communities and collections Compliance with ETD-MS metadata standard Validation of student registration using students’ record database Automatic community and collection assignment to students upon registration

Key requirements… Automatic metadata assignment and validation during online submission e.g. Author’s name (extracted form students’ database) Support for assigning subject categories Metadata and full text quality assessment by library staff notifications to concerned parties during submission, approval and archiving processes

Registration request Local copy of Students’ Database Reviewer (Library staff) Archive Student Workspace Reque -st Valid? Submi -ssion Ok? Academic Section Advisors (Thesis Guide) Registration completed workflow Yes No SRNo Check Request To Admin Login Yes Approve Reject No

Repository implementation The key requirements identified from the prototype setup were implemented in the production repository server Registration to Repository Integrated with the locally hosted Institute’s Students’ Database Students Registration Number (SRNo) must be provided Only students whose theses have been accepted can register

Student Registration Number (SRNO) Locally Hosted Students Database Request Valid? Send a token to Student Send an to student asking to Contact Academic Section No Yes Check Registration

Repository implementation… On completion of registration, it sends an notification to the submitter and the administrator Automatically associates the submitter to the appropriate collection

Repository implementation… Compliance with ETD-MS metadata thesis.degree.name Name of the thesis (Ph.D, MSc Engg. etc.) thesis.degree.level Level of the degree (Master, Doctorate) thesis.degree.discipline Discipline of the degree (Science, Engineering) thesis.degree.grantor Grantor of thesis (IISc)

Value addition in Patch was developed for displaying of Communities and Collections Strengths Above patch is now part of Dspace code base (v-1.2.2) Displaying of total number of these in

Community Strengths

Collection Strengths

Value addition in Automatic Notifications An notification is sent to the submitter upon online submission of thesis about the status of the thesis Upon archiving, an notification is sent to the submitter, guide, academic section and repository administrator By default only the submitter is notified

Value addition in The contains Student name Thesis guide name Thesis title The collection to which the thesis belong The persistence URL of the thesis (e.g

Value addition in Pre-filled submission text box e.g Author text box Identifier (SRNo of a student) Thesis degree name (MSc. Engg, Ph.D) Thesis degree level (Master, Doctoral)

Value addition in Browse by Subject and Guide (Thesis guide) Alphabetical listing of subjects Alphabetical listing of guide’s name

Value addition in Subject classification To enable the submitters to include their thesis under the most appropriate subject headings, provides a classification scheme based on Dissertation Abstracts International (DAI).

Handle Server Configuration / OAI complaint creates persistent identifier for every submitted thesis The handle prefix provided by CNRI is ‘2005’ e.g is a URL of a thesis abstract page OAI compliance and the base URL is :

Conclusion is a digital repository of theses and dissertations of IISc Facilitates better means to capture, store, process, and disseminate the intellectual output of IISc Customized to meet our requirements We are observing the various operational implications of the repository and are very keen to incorporate further improvements

Future work Handling special characters during metadata submission Provision for duplicate checking or duplicate alert mechanism Supporting deferred access to full text thesis based on student/guide request - e.g. initial 6 months or 1 year. Development of standard theses template for use by research students Generate access statistics

deferred access

Thanks for listening Any questions?