1. Pure Silver Reusing and Repurposing Bibliographic Data in a Current Research Information System and Institutional Repository 15 September 2010
Robin Armstrong Viner
Cataloguing Manager, Library & Historic Collections
University of Aberdeen

2. Introduction Background PURE UK Data Model
Common European Research Information Format (CERIF)
Workflow
Bibliographic Data Harvesting
Institutional Repository Integration
Bibliographic Data Export
Benefits and Lessons Learned for ‘Interesting Times’
Background
PURE UK Data Model
Common European Research Information Format (CERIF)
Workflow
Bibliographic Data Harvesting
Institutional Repository Integration
Bibliographic Data Export
Benefits and Lessons Learned for ‘Interesting Times’

3. Background
– Review of the University’s existing publications database
Likely requirements of the Research Excellence Framework (REF)
Lessons learned from the Research Assessment Exercise 2008 (RAE 2008)
Data quality issues
Technical support issues
Usability issues
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
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 Institutional Repository
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
Offered integration with external data sources
Offered integration with Institutional Repository
Offered Research Portal and CV Modules
Offered improved usability
Spring 2009 – Pure from Atira selected as the University’s Current Research Information System (CRIS)
Offered synchronisation with the University’s existing data sources
Offered integration with external data sources
Offered integration with Institutional Repository
Offered Research Portal and CV Modules
Offered improved usability

5. Pure UK Data Model Eight Families linked by Relationships
Additional Families added to reflect REF
Four additional Families added to support Workflow
Families have Templates, Classifications and Elements
Relationships have Classifications
Eight Families linked by Relationships (or Roles)
Activities, Events, Impacts, Journals, Organisations, Persons, Projects and Research Outputs
Additional Families added to reflect REF
Assessment Environments, Assessment Organisations (Organisation), Assessment Persons (Persons) and Impact Statements (Impacts)
Four additional Families added to support Workflow
External Organisations (Organisations), External Persons (Persons), Publishers (Organisations) and Users (Persons)
Families have Templates, Classifications and Elements
Relationships have Classifications

6. Pure UK Data Model Research Output Family
Nine Templates covering 40 Classifications
Additional Templates developed for other UK customers
41 Elements
Linked to eight Families
Research Output Family
Nine Templates covering 40 Classifications
Book/Report
Anthology, Book, Commissioned Report, Other Report and Scholarly Edition
Contribution to journal
Article, Article/Book/Film Review, Comment/Debate, Editorial, Letter, Scientific Review and Special Issue
Chapter in Book/Conference Proceeding/Report
Chapter, Conference Contribution, Entry for Dictionary/Encyclopaedia, Foreword/Postscript and Other Contribution
Contribution to Conference
Abstract, Other, Paper and Poster
Contribution to Specialist Publication
Article, Article/Book/Film Review, Featured Article, Editorial, Letter and Special Issue
Non-Textual Form
Artefact, Composition, Data set/Database, Design, Digital or Visual Products, Exhibition, Performance, Software and Web Publication/Site
Other Contribution
Patent
Working Paper
Discussion Paper and Working Paper
Additional Templates developed for other UK customers
Thesis
41 Elements
Abstract, Bibliographical note, Document Filename, Documents Document version, Documents Embargoed until, Documents Type, Documents Visibility, DOIs, Edition, Editors First name, Editors Last name, Group author, ID, IPC (International Patent Classification), ISBN, ISBN (Electronic), Issue number, Keywords, Library keywords, Number of pages, Original language, Pages (from-to), Patent number, Peer review, Place of publication, Publication date, Series Name, Series Number, Series Volume, Short description, Size, Status, Subtitle of the contribution in original language, Subtitle of the host publication in the original language, Title of the contribution in the original language, Title of the host publication in the original language, URL Text, URLs Web address (URLs), UT, Visibility and Volume
Linked to eight Families with an additional 20 Elements
Event
City, Country, End Date, Start Date and Title
External Organisations
Name
External Persons
Current Organisations, First Names, Last Names and Roles
Journals
Electronic ISSN, ISSN and Title
Organisations
Persons
Projects
ID and Name
Publisher

7. CERIF Data Model Common European Research Information Format (CERIF)
Standard data model developed by the European Union and now supported by euroCRIS
Aims to enable access to CRIS and exchange of information between CRIS
Entities linked by Relationships
Four Entity Types
Core
OrganisationUnit ,Person and Project
Represented by the Organisation, Person and Project Families
Link
Conects two Entities
Result
ResultPatent, Result Product and ResultPublication
Represented by the Research Output Family
Second Level
Represented by Elements in each Family
Three Features
Additional, Multiple Language and Semantics

8. Workflow - Users
A single user workflow in the CRIS allowing individual members of staff (or their designated administrators) to
Add their Activities, Impacts and Research Outputs
Harvesting Bibliographic Data from external sources
Linking them to Organisation, Person and Projects Data harvested from internal sources
Add the Full Text of Research Outputs for inclusion in the Institutional Repository
Update the Research Portal and their University Web Pages
Update their Research Outputs – including adding the Full Text
A single user workflow in the CRIS which allows individual members of staff (or their designated administrators) to
Add their Activities, Impacts and Research Outputs
Harvesting Bibliographic Data from external sources
Linking them to Organisation, Person and Projects Data harvested from internal sources
Add the Full Text of Research Outputs for inclusion in the Institutional Repository
Either they are notified that the Research Output has been validated and the Full Text made available in Institutional Repository 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 the Research Portal and their University Web Pages
The Bibliographic Data displays immediately in the Research Portal and their University Web Pages unless
The Research Output has not been published
They choose not to make the Bibliographic Data publically available
Update their Research Outputs – including adding the Full Text
The Bibliographic will be updated immediately on the Research Portal and their University Web Pages)
The Full Text will be temporarily removed from Institutional Repository 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 Institutional Repository

9. Workflow - Users

10. Workflow - Users

11. Workflow - Users

12. Workflow – Institutional Repository Team
A single workflow in the CRIS allowing the Repository team to
Validate published Research Outputs
Re-validate published Research Outputs updated by individual members of staff
Manage embargoes
Update the Research Portal and the individual member of staff’s University Web Page automatically with any changes
A single workflow in CRIS allowing the Institutional Repository 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 the appropriate collection in the Institutional Repository
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
Either triggering the transfer of the Full Text to Institutional Repository, setting the embargo if appropriate
Manage embargoes
Update the Research Portal and the individual member of staff’s University Web Page automatically with any changes

13. Workflow – Institutional Repository Team

14. Bibliographic Data Harvesting
Individual members of staff (or their designated administrators) can import Bibliographic Data via
ArXiv, PubMed and Web of Science Application Programming Interfaces (APIs)
BibTex, RefMan and RIS Formats
Planned developments include
Harvesting of InCites Bibliometric Data
Web of Science harvesting service
Integration of SHERPA RoMEO and JULIET APIs
Individual members of staff (or their designated administrators) can import Bibliographic Data via
ArXiv, PubMed and Web of Science Application Programming Interfaces (APIs)
Each API mapped to the Elements in the Research Output Family by Atira
Thomson Reuters Unique Tag (UT) used to highlight potential duplicates
Access to the Scopus API is currently under negotiation
BibTex, RefMan and RIS Formats
Allows import of data harvested from a variety of sources
Planned developments include adding EndNote to the list of sources
Planned developments include
Harvesting of InCites Bibliometric Data
Web of Science harvesting service
Allows regular updating of CRIS with new Bibliographic Data
Integration of SHERPA RoMEO and JULIET APIs
Allows individual members of staff to see what their funder requires and their publisher permits

15. Bibliographic Data Harvesting

16. Bibliographic Data Harvesting
CRIS pre-populated with enhanced and new Bibliographic Data provided by Thomson Reuters
Three Bibliographic Data Sets uploaded
Existing Bibliographic Data enhanced with Web of Science Bibliographic Data
Existing Bibliographic Data which could not be matched to Web of Science Bibliographic Data
Web of Science Bibliographic Data linked to the University by Thomson Reuters which could not be matched to the existing Bibliographic Data
CRIS pre-populated with enhanced and new Bibliographic Data provided by Thomson Reuters
Included in InCites subscription
Three Bibliographic Data Sets uploaded
Existing Bibliographic Data enhanced with Web of Science Bibliographic Data
Enhancements included abstracts, DOIs and Thomson Reuters UT
Given ‘Validated’ status in the workflow
Existing Bibliographic Data which could not be matched to Web of Science Bibliographic Data
Often relating to the humanities but including items with limited or poor quality Bibliographic Data
Given ‘For Validation’ status in the workflow
Web of Science Bibliographic Data linked to the University by Thomson Reuters which could not be matched to the existing Bibliographic Data
Matched using addresses

17. Internal Data Harvesting
Internal Data sources
Grants and Contracts Database
Projects
HR Database
Organisations and Person
Mapped to Elements in Organisation, Person and Project Families by University Data team

18. Institutional Repository Integration
Bibliographic Data and Full Text transferred from the CRIS to the Institutional Repository via Lightweight Network Interface (LNI)
50 Elements from Research Output Family and linked Families mapped to 23 Qualified Dublin Core Elements
Metadata Profile based on analysis of Scottish Practice
Bibliographic Data re-presented using MODS Crosswalk
Bibliographic Data and Full Text transferred from the CRIS to the Institutional Repository via Lightweight Network Interface (LNI)
Transfer triggered when Institutional Repository team change Research Output Workflow Status to ‘Validated’
Workflow Status changed to ‘For Revalidation’ when Full Text added to ‘Validated’ Research Outputs
50 Elements from Research Output Family and linked Families mapped to 23 Qualified Dublin Core Elements
Abstract (description.abstract), Bibliographical Note (description), Current Organisations (contributor.institution), Document Type (type), Document Version (description.version), DOIs (identifier.uri), Edition (identifier.citation), Editor’s First Name (identifier.citation), Editor’s Last Name (identifier.citation), Electronic ISBN (identifier.isbn), Electronic ISSN (identifier.issn), Event City (contributor.other), Event Country (contributor.other), Event End Date (contributor.other), Event Start Date (contributor.other), Event Title (contributor.other), First Name (contributor.[Defined by Pure element [Person] role]), Funding Organisation (contributor.funder), Group Author (contributor.author), ID (identifier.other), International Patent Classification (subject.classification), ISBN (identifier.isbn), ISSN (identifier.issn), Issue Number (identifier.citation), Journal Title (identifier.citation), Keywords (subject), Last Name (contributor.[Defined by Pure element [Person] role]), Library Keywords (subject.lcc), Number of Pages (format.extent), Original Language (language.iso), Pages (From-To) (identifier.citation), Patent Number (identifier.other), Peer Review (description.statuts), Place of Publication (identifier.citation), Publication Date (identifier.citation and date.issued), Publisher Name (identifier.citation), Role (contributor.[Defined by Pure element [Person] role]), Series Name (identifier.citation), Series Number (identifier.citation), Series Volume (identifier.citation), Short Description (description), Size (format.extent), Subtitle of the Contribution in the Original Language (title), Subtitle of the Host Publication in the Original Language (identifier.citation), Title of the Contribution in the Original Language (title), Title of the Host Publication in the Original Language (identifier.citation), UT (identifier.other), Volume (identifier.citation) and Web Address (identifier.uri)
Metadata Profile based on analysis of Scottish Practice
Some conflicts with the Institutional Repository Infrastructure for Scotland (IRIScotland) Metadata Agreement
Bibliographic Data re-presented using MODS crosswalk
Developed by the University of Helsinki
Enhanced by Atira for UK Pure Data Model
Enhanced by Scottish Digital Library Consortium (SDLC) for the University

19. Institutional Repository Integration

20. Institutional Repository Integration

21. Institutional Repository Integration

22. Bibliographic Data Export
Bibliographic Data exported
Automatically to Research Portal and the University Web Pages of individual members of staff
Manually through management reports and through lists and reports downloaded by individual members of staff
Planned developments include export and electronic submission of REF Data
Bibliographic and Bibliometric Data use limited by copyright and licence restrictions
Bibliographic Data exported
Automatically to Research Portal and the University Web Pages of individual members of staff
Individual members of staff set visibility of Bibliographic Data and Full Text for Portal and select items of their University Web Pages
Manually through management reports and through lists and reports downloaded by individual members of staff
Reports can be scheduled or created on demand
Planned developments include export and electronic submission of REF Data
Bibliographic and Bibliometric Data use limited by copyright and licence restrictions
Thomson Reuters unable to grant permission for public reuse of abstracts
Thomson Reuters unwilling to grant permission for systematic public reuse of Bibliometric Data

23. Bibliographic Data Export

24. Benefits and Lessons Learned for ‘Interesting Times’
Streamlined process
For individual members of staff
For the Institutional Repository team
Increased content and profile for the CRIS and the Institutional Repository
Improved internal profile for Library & Historic Collections with
Project Board
Individual members of staff
Compliance
Collaborative working
Streamlined process
For individual members of staff
Reuseing and repurposing Bibliographic Data allows Research Outputs to be recorded and the Full Text added to the Institutional Repository, the Research Portal and the University Web Pages of individual members of staff in minutes without the need to rekey Bibliographic Data
For the Institutional Repository team
Importing Bibliographic Data from external sources ensures better quality data entry requiring fewer corrections and augmentation
Single integrated workflow eliminates double checking of Bibliographic Data
Increased content and profile for the CRIS and the Institutional Repository
In the first month the number of Research Outputs increased by 20% and there was a potential 35% increase to the content of Institutional Repository
The Institutional Repository team request the Full Text as Research Outputs are added
Improved internal profile for Library & Historic Collections with
Research Information System Project Board
Vice Principal for Research & Commercialisation; Heads of research of the College of Arts & Social Sciences and the College of Life Sciences & Medicine and the College of Physical Sciences; and the Research & Innovation Team
Individual members of staff
Demonstrating research support
Compliance
Moving towards a single source of Full Text minimising the risk of infringing Copyright
Collaborative working
CRIS procured jointly with the University of St Andrews
Separate installations of a single data model
Institutional Repository externally hosted solution supported by the Scottish Digital Library Consortium (SDLC)
Institutional Repository is one of five Scottish repositories hosted by SDLC, including St Andrews’ Digital Research Repository (DRR)
Separate installations of the same integration model
Bibliographic Data licences and subscriptions jointly negotiated with Atira, St Andrews (and now other members of the Pure UK User Group)

25. Questions

26. Thank you