1. Reusing and repurposing metadata in a Current Research Information System and Institutional Repository 3 June 2010
Robin Armstrong Viner
Cataloguing Manager, Library & Historic Collections
University of Aberdeen

2. An opportunity?
– Review of the University’s existing publications database:
Lessons learned from the Research Assessment Exercise 2008 (RAE 2008)
Likely requirements of the Research Excellence Framework (REF)
Data quality issues
Technical support issues
Usability issues

3. Championing the user Existing publications database: Time consuming:
All publications entered manually
Separate workflow for adding publications to our full text institutional repository – the Aberdeen University Research Archive (AURA)
Inconsistent:
Only publications selected for RAE 2008 checked
Changes made outside the database
Incomplete:
Between 90% (2005) to 60% (2008) of publications recorded
Less than 3% of publications added to AURA
Isolated
No web interface
No integration with the University web pages for individual members of staff

4. Pure
Spring 2009 – Pure from Atira selected as the University’s Current Research Information System (CRIS):
Offered synchronisation with the University’s existing data sources (HR, research grants)
Offered integration with external data sources (ArXiv, PubMed, Web of Science)
Offered integration with Institutional Repository
Offered portal and CV modules
Improved usability

5. Synchronisation

6. Integration with external data sources

7. Portal

8. Partnerships
Pure – joint procurement with the University of St Andrews:
Separate installations of a single data model
DSpace – externally hosted solution supported by the Scottish Digital Library Consortium (SDLC):
AURA is one of five Scottish repositories hosted by SDLC, including St Andrews’ Digital Research Repository (DRR)
Separate installations of the same integration model
Web of Science, Scopus, etc – joint negotiations with Atira, St Andrews (and now other members of the Pure UK User Group)

9. Improving the user experience
Individual members of staff (or their designated administrators) can:
Import bibliographic data via:
ArXiv, PubMed and Web of Science Application Programming Interfaces (APIs) – access to the Scopus API is currently under negotiation
BibTex and RefMan
Link research outputs to:
Current, former and honorary members of staff – synchronised with the University’s HR system
Projects – synchronised with the University’s research grants database
Events, impact cases and professional activities created by themselves and other members of staff – linking to other research outputs is currently being developed
Journals and publishers – from authority lists maintained in Pure by the AURA team

10. Improving the user experience

11. Improving the user experience
Individual members of staff (or their designated administrators) can:
Add the full text for inclusion in AURA
Display their research outputs through the portal:
Browsable by department, professional activities, publications and staff
Searchable by keyword
Includes links to the full text in AURA
Select their research outputs to be included in on their University web pages – currently being developed as part of the CV module
Export the bibliographic data for their research outputs to:
BibTex, HTML, Microsoft Office (Excel and Word), PDF and RefMan – an export to Endnote is currently being developed

12. Improving the user experience

13. Preparing the ground
Spring 2009 onwards – Research Information System Project Board:
Vice Principal for Research & Commercialisation
Heads of research of the College of Arts & Social Sciences, the College of Life Sciences & Medicine and the College of Physical Sciences
Commercialisation Officer
Directorate of Information Technology and Library & Historic Collections
Autumn 2009–Spring 2010 – Communication with research staff:
Strong support from the incoming Principal & Vice-Chancellor
Letters from the Vice Principal for Research & Commercialisation
Regular updates from the Project Director
Demonstrations and presentations to departments by the Project Director
Support website, documentation and webinars from prepared by the Documentation team

14. Laying the groundwork
Summer 2009 – Agreed to pre-populate Pure with data from Web of Science
Existing data passed to Thomson Reuters who returned three data sets:
Existing data enhanced with Web of Science data – loaded as ‘Validated’
Existing data which could not be matched to Web of Science data – loaded as ‘For Validation’
Web of Science data linked to the University by Thomson Reuters which could not be matched to the existing data – loaded as ‘For Validation’

15. Building the repository
March 2010
Mid-term research review announced
5 April 2010
Pure launched
AURA re-launched
5-30 April 2010
Number of research outputs increases by 20%
Potential 35% increase to the content of AURA

16. User workflow
There is a single user workflow in Pure which allows individual members of staff to:
Add their research outputs – including the full text:
The bibliographic data displays immediately in the portal (and in future on their University web pages) unless:
The research output has not been published
They choose not to make the bibliographic data publically available
Either they are notified that the research output has been validated and the full text made available in AURA if it was attached
Or the research output is returned to them with a request for more information or the appropriate version of the full text
Update their research outputs – including adding the full text:
The bibliographic data will be updated immediately on the portal (and in future on their University web pages) if it has been changed
The full text will be temporarily removed from AURA if it had previously been made available
Either they are notified that the research output has been re-validated and the full text made available in AURA if it was attached

17. User workflow

18. Repository workflow
There is a single repository workflow in Pure which allows the AURA team to:
Validate published research outputs:
Checking the bibliographic data
Checking the full text against Sherpa Romeo
Either triggering the transfer of the full text to AURA, setting the embargo if appropriate
Or returning the research output to the individual member of staff requesting more information or the appropriate version of the full text
Re-validate published research outputs updated by individual members of staff:
The full text is transferred to the appropriate collection in AURA once any embargo has passed
AURA returns the handle to Pure which is then passed through to the portal and the individual member of staff’s web page

19. Repository workflow

20. Next steps Improve the workflow: Ability to merge research outputs
Additional bibliographic data transferred to AURA
Better handling of research outputs linked to multiple departments in AURA
Enhance the management information available:
Bibliometrics from InCites
REF module to manage future submissions and exchange data through Common European Research Project Information Format (CERIF)
Increase the sources of bibliographic data and options to reuse it:
CV module , export to Endnote, Scopus API, updating service from Web of Science
Encourage individual members of staff to include the full text
Improve the visibility of the ‘Add document’ section
Integrate SHERPA RoMEO and future JULIET APIs