What to Expect from ETDs: Library Issues and Responsibilities Gail McMillan director, Digital Library and Archives University Libraries, Virginia Tech Arizona State University Jan. 22, 2001

ETDs: Library Goals n Improve library services –Better turn-around time –Always available n Reduce workload –Catalog from etext –Eliminate handling: mailing to UMI, bindery prep, check-out, check-in, reshelving, etc. n Save space

Library Responsibility: ETD Server n Provides, maintains, backs-up n Upgrades hardware/software 1. NeXt 3.3 (running HP: ) 2. Sun dual-processor Enterprise 250 running Solaris 2.7 n Other –copyright –information for NDLTD partners

VT’s ETD Server: Sun Netra n Mhz Ultrasparc processors n 384Mb of RAM n 9 Gb of disk space for OS, related tools n ETDs on 18 Gb partition n Apache, Apache SSL n Perl 5.004_01 n CGI.pm n Sun 8mm Ultra Wide SCSI tape drive –170m tapes; 40 Gb compressed storage

VT ETDs n ETD available on the Web –As soon as Graduate School approves n Programmatic notification ed to UMI n Browsable author and department –all access points available through search n InfoSeek’s ULTRASEEK search engine freeWAIS first

Library Provides Access Internet workstations –for library users: local and remote OPAC World Wide Web –for authors/creators computer labs and classrooms New Media Center (software, hardware, and assistance)

Internet Workstations-- for Student ETD Authors (and others) New Media Center -- ACITC: 50 Macs –scanners, digital video/audio production, etc. –Netscape, Acrobat, Word, PowerPoint, Photoshop, and much more –helpful staff –

Library Internet Workstations-- Public, On-Campus Access to ETDs n locate ETDs through – OPAC and World Wide Web n circa 350 workstations (mostly Macs) n throughout University Libraries – Newman (main) Library – Branch libraries n ACITC

Library Introduces Faculty to ETDs n Overview of process and access –from student’s submission to public access –virtual tour of ETD web sites n Faculty concerns –Now: Future publication potential, copyright –Previously: Does the Library have enough server space? Network response time might be too slow

Library Issues: Cataloging Current Improvements and the Outlook for the Future

ETD Cataloging n Professional catalogers developed policies and procedures n Catalogers’ workstations n Cataloging from submission form n Copy/paste and direct keying n Input in OCLC, download to OPAC

ETD Cataloging n Same cataloging policies, except: –author-assigned keywords (not LCSH) –generic (not LC) call no. –fields/subfields as required for computer files –full abstracts n Time savings –cataloger familiar with computer files –equipment, software for word processing –5 minutes avg. (10-15 minutes for paper TDs)

Library Costs n $12/vol. for processing a paper thesis – catalog, bind, security strip, label, shelve vols./yr. = $11,466 n $3.20/vol. ETD processing – vols./yr. = $3040 n $.10/vol. shelving n $.07/vol. circulation

Library Savings: Processing New Titles n 73.3% savings immediately ($8360/yr.) n Future: cataloging costs = $0/title – to generate MARC record $3.65 credit w/OCLC for original bib record contributed – OCLC access costs remain n Generate MARC from ETD – Use tagged elements within e-text to generate bibliographic record: ETD DTD>>MARC n 166 ft. shelving/yr

Savings for Libraries can be Realized when ETDs are Available n Circulating from the general collection –206/month: 1998 –203/month: 1996 (16% from Storage) n Retrieved from off-site storage (pre-1984) –57/month: 1997 (19% fewer) –70/month: 1996 n TDs out through interlibrary loan –79/month: Jan (45% fewer) –175/month: Feb. 1996

Archiving ETDs n Every 15 minutes back-ups made of not- yet-approved submissions n Hourly back-ups of newly approved ETDs n Weekly back-ups of entire ETD collection n Copies stored on-site and off-site

Availability of Library Resources In a typical month n 81% of VT ETDs available –54% available without restrictions –24% available to VT only –3% mixed access n 19% unavailable

New Concerns for Libraries n Authors limiting access to some ETDs –VT ETDs unavailable through InterLibrary Loan – Contact authors for copies – Distribute authors’ addresses n Multiple formats approved n URLs >> PURLs and Handles [>> SFX] –maintaining links to VT ETDs –maintaining links to external sites

(Anticipated) Changes for ETDs n ETDs in dual formats: PDF and XML Portable Document Format Extensible Markup Language n MARC derived from metadata (ETD DTD) MAchine Readable Cataloging ETD Document Type Definition: NDLTD n Federated search of NDLTD Networked Digital Library of Theses and Dissertations

Join the Networked Digital Library of Theses & Dissertations n Browse – – n Share your ideas, questions, concerns, experience: Contact – John Eaton, Graduate School – Ed Fox, Computer Science – Gail McMillan, Library