1. Activities of Institutional Repository staff and community in Japan
Noboru NAKATANI,
Tottori University Library, Japan
& Japan Consortium for Open Access Repository(JPCOAR)
I’m Noboru NAKATANI, from Tottori University Library,
member of Japan Consortium for Open Access Repository: called JPCOAR.
I’d like to talk about the outline activities of community of institutional repositories in Japan,
from my point of view.
2017/12/04-06
Asia OA Meeting 2017

2. Contents Works of IR staff IR community in Japan
How can we support “OPEN” with community ?
These are today’s topics.
2017/12/04-06
Asia OA Meeting 2017

3. Works of IR staff on each institution
The first topic is about usual work of repository staff in Japan.
2017/12/04-06
Asia OA Meeting 2017

4. Main works on IR are … Launch IR Promote IR and collecting contents
Checking copyright of contents
Maintaining system: metadata and harvesting
Main works on repository are,
Launch,
Promotion and collecting contents,
Checking copyright,
And maintenance
Especially 2, 3, 4, are daily work for many of staff.
I talk about topic 2 and 3, because I was in charge before.
2017/12/04-06
Asia OA Meeting 2017

5. Promote IR and collecting contents
Most important and most difficult
PR to researchers, and gain understanding
How to PR?
Briefing session on campus
Distributing Booklet, leaflet
Poster, display ad
Talk to researchers directly …
Some researchers upload their articles to their Web site
Encourage transition to IR
These could be a little easier if institution has OA / OS policies
These works are most important, and most difficult
Most researchers are not conscious of repository,
so we try to reach researchers in various ways, and again and again.
We do whatever we came up with.
As my experience, the most effective effort for reach researchers to our activities,
is talking to them directly. And the next is briefing session.
However, it is not realistic to talk with all the researchers,
So that we continue small efforts repeatedly, like poster and display ad.
If the institution has policy for open access, they can explain more easily,
They can say “you have to deposit papers to repository, it is the rule of this institution”
Of course, that explain is on the premise that they have the right to choose to deposit or not.
2017/12/04-06
Asia OA Meeting 2017

6. Example for PR on campus
These are example for poster, booklet and display ad.
These say that “why don’t you make your paper reaching more people?”,
and explain repository and open access
We put them all over the campus, to be seen by researchers even a little
And all the university in Japan has been doing these, and sharing cases of these.
2017/12/04-06
Asia OA Meeting 2017

7. Checking the copyright of content
Can the contents be really uploaded to IR?
prohibited under the copyright law? (especially material that originally used only in class, lecture)
Violate the agreement between publisher or not
Check the version of content:
Preprint, Post print, Accepted manuscript, Version of Record …
Confirm publisher's permission status in database
SHERPA/RoMEO
SCPJ: Society Copyright Policy in Japan
And read the original sources at publisher’ web-site
Contact publishers directly if these cannot
After contents are collected, we check the copyright of each of these.
Researchers often do not conscious about their agreement with publishers.
And they are also unconscious about the version of paper,
or they do not remember where is the version that can upload.
So we check them by using SHERPA/RoMEO,
and SCPJ that is the database containing copyright policies of society in Japan
And we also check publisher’s web-site, the original sources of the agreement, to reduce mistakes.
These works are so sober, but take much time and labor.
2017/12/04-06
Asia OA Meeting 2017

8. These works in each institution
These are 1~5 person in charge of these works
Many of them work concurrently with other jobs
In case of Tottori Univ., 3 person in charge repository, and they are concurrently serving as maintenance of E-journals, Bibliographic instruction, Reference services, and more.
Working on what we can do in a limited resources
They transfer to another department in a few years
Job rotation: almost in 1~3 years
These makes inheriting in each institution difficult
Sharing and inheriting in community
And most of institution in Japan, these jobs are handled by a few people,
and most of them are concurrently other jobs.
We have been working with these limited resources, by piling up small things.
On the other hand, most of Japanese institution has job rotation,
So we cannot be in these work so long, and it makes inheriting difficult.
So that we have been sharing knowledges and experiences in communities.
2017/12/04-06
Asia OA Meeting 2017

9. Activities of IR community in Japan
So, the next topic is community.
I explain some activities of Japanese repository communities.
2017/12/04-06
Asia OA Meeting 2017

10. i.e. DRF, JAIRO Cloud Community, IRPC, JPCOAR…
IRs in Japan has been…
Developing with communities
Sharing knowledges and experiences in there
Human resources development: teaching each other
Discussion about trend and work on some project together
Community
i.e. DRF, JAIRO Cloud Community, IRPC, JPCOAR…
A Univ.
Lv. up! ……
Get some tips for developing their IR
repositories in Japan, has been developing with communities.
Each person in charge of repository share his experience and knowledge in communities,
then we can raise the level of repositories in Japan.
Sometimes we have discussion, teaching each other, and work on some project together beyond the bound of institution.
That is repository communities in Japan.
B Univ.
C Univ.
Share their topics
& Work on together
2017/12/04-06
Asia OA Meeting 2017

11. JPCOAR: Japan Consortium for Open Access Repository
Previous communities
Digital Repository Federation (DRF), since 2006
JAIRO Cloud Community, since 2012
Institutional Repository Promotion Committee, since 2013
JPCOAR: Japan Consortium for Open Access Repository
launched in July 2016
534 member institutions
　 as of November 2017
consolidate
So far, We had three institutional repository related communities.
Digital Repository Federation, called “DRF”,
JAIRO Cloud Community,
and Institutional Repository Promotion Committee.
And now, from the last year, they were consolidated to Japan Consortium for Open Access Repository, called JPCOAR.
It consists of member institutions, and the number is 534 as of now.
2017/12/04-06
Asia OA Meeting 2017

12. About JPCOAR: Missions
Reforming scholarly communication system by promoting Open Access
Operating JAIRO Cloud jointly with NII
Enriching IRs with a wide range of scholarly materials
Providing training courses
Contributing to international collaboration
JPCOAR has these five missions.
To achieve these missions, JPCOAR is organized the General Assembly, Steering Committee, 3 Working Groups, and 4 Task Forces.
And I belong to one the working group, group of outreach.
So next, I’d like to explain the actual activities in communities.
2017/12/04-06
Asia OA Meeting 2017

13. Community activities: Discussion / Sharing Information
Mailing list(DRF, ~2017)
BBS (for JAIRO Cloud users)
First, Discussion and Sharing Information.
We use mailing list and BBS to talk each other.
Especially BBS, can be used by users of JAIRO Cloud only.
It is mainly used for technical consultation of JAIRO Cloud.
2017/12/04-06
Asia OA Meeting 2017

14. Community activities: Discussion / Sharing Information
Publishing newsletter / magazine
Holding forum
We issue the newsletter ourselves, and post the newest topic of repository and open access,
or the commentary article of these, or report of meeting like here.
And we sometimes holding big or small forum too.
2017/12/04-06
Asia OA Meeting 2017

15. Community activities: Workshop / Training
IR training for beginners or seniors
In other hands, we try to develop human resources for now, and the future.
We hold intensive training, for newly person in charge of repository each year.
Most of the instructors of the training are persons who work at university, library, and so on.
Not so special, but mere the staff, like me.
As I said, we are teaching each other.
2017/12/04-06
Asia OA Meeting 2017

16. Community activities: Workshop / Training
Online workshop
“Learning the Research Process from Hearing about Research Data”( )
ndex.php?onlineworkshop2015
ndex.php?onlineworkshop2016
“Publication of the Dissertation on the Internet”(2014)
ndex.php?onlineworkshop2014
Online course
“Research data management in the open science era”(2017-)
And, we had hold online workshop like these, using mailing list and groupware.
And as s newest topic, JPCOAR and NII has started to provide online course about research data management.
That is provided in MOOC platform in Japan, named “gacco”.
The course is now being held, and I’m one of taking that, and learning now.
2017/12/04-06
Asia OA Meeting 2017

17. How can we support “OPEN” with community ?
At the last, We, JPCOAR as a community of repository, would like to introduce working on these.
2017/12/04-06
Asia OA Meeting 2017

18. We’re working on…
Human resources development (including understanding research / researchers)
Discussion, workshop, training… (as mentioned earlier)
Talk with researchers about their research (process, document, data and so on), at each institution
Enlightenment for researchers and establishing policy
Researchers who are not conscious of open
Individually → institutionally or nationally, by OA Policy
Supporting to publish / spread research results
Construction of infrastructure: new metadata scheme for expanding distribution
(As locally effort)Supporting translating to English, or English proofreading for articles
We’re working on,
Human resources development,
Enlightenment for researchers,
Supporting to publish / spread research results
Human resources development is already referred,
So I talk about Enlightenment for researchers and establishing policy,
And Supporting to publish research results by new metadata scheme.
2017/12/04-06
Asia OA Meeting 2017

19. Enlightenment for researchers: OA Policies
National OA strategies and policies
Cabinet Office
5th Science and Technology Basic Plan. 22 January 2016.
Expert Panel on Open Science based on Global Perspectives, Cabinet Office, Government of Japan. 30 March 2015.
MEXT (Ministry of Education, Culture, Sports, Science and Technology)
Doctoral Dissertation OA Policy. effective on 1 April 2013.
Funders’ OA policies
JSPC (Japan Society for the Promotion of Science)
Open Access Policy. 27 March 2017.
JST (Japan Science and Technology Agency)
Open Science Policy. 1 April 2017.
These are policies for Open Access and Open Science in Japan.
In these years the Cabinet Office of Japanese Government, MEXT
and the Funding Agencies has successively issued their policies.
However, it’s not enough only them.
It’s necessary for each institution to set out their policies.
2017/12/04-06
Asia OA Meeting 2017

20. Enlightenment for researchers: OA Policies
Institutional OA policies(15 policies as of April 2017)
Tokyo University of Foreign Studies, Kobe University, Osaka Prefecture University, Nagoya University, Tokyo Dental College, Chiba University, University of Tokushima, Kyushu University, International Research Center for Japanese Studies, University of Tsukuba, Kyoto University (
Support to establish Policies, by JPCOAR
“The guide for establishing OA policy”(2017)
So some universities have also adopted their own policies and released them recently.
Like these.
And, JPCOAR had released “The guide for establishing open access policy”,
to support each institution to establish their policies.
By the way, all of these policies in Japan are not mandate but recommendation.
And they accept both Green open access and Gold open access.
2017/12/04-06
Asia OA Meeting 2017

21. Supporting to publish / spread research results
Renew IR’s metadata Scheme
“JPCOAR Scheme”, released 2017/11/10
The Major concepts of JPCOAR Schema are
Expansion of elements corresponding to open science
Focusing on interoperability with established international schemas
Adopting major identifiers and vocabularies.
To make research in Japan reach worldwide
And next, supporting to publish and spread research results,
JPCOAR renewed and released repository’s metadata Scheme, “JPCOAR Scheme”.
This scheme is focused on interoperability with established international schemas,
So that will make Japanese repository contents reach worldwide. ,
2017/12/04-06
Asia OA Meeting 2017

22. Metadata Distribution based on IRs
Increase need for building IRs by universities
Services
Metadata
Aggregation
A Univ.
B Univ.
C Univ.
JAIRO Cloud
D Univ.
E Univ.
IRs in Japan
National Diet Library:
Doctoral thesis collection system
IRDB
Metadata
harvesting
Japan LINK Center (JaLC):
DOI registration system
JPCOAR
schema
Metadata
NII CiNii Articles:
Academic articles database
NII JAIRO:
Cross-searching service for
academic resources accumulated
in Japanese IRs
This is a figure of metadata distribution based on repositories in Japan, for your information
Metadata is uploaded to repositories, harvested aggregator “IRDB”, and provided any other services that researchers use.
Metadata
Enhanced value of IRs in distribution of scholarly information
2017/12/04-06
Asia OA Meeting 2017

23. Through OA(IR) activities…
図書館が中心となって機関リポジトリを推進することの図 書館にとっての隠れた最大のメリットというか恩恵という か楽しみは発信者（著者） としての教員（研究者）と身近 に接し、そこからこれまでになかった新たな図書館サービ スのヒントを得られることではないか
Koichi OJIRO (2006, NII), ml/100/194.html (2017/11/29)
(translated by author)The most remarkable advantage, benefit or fun for us(librarians) by developing IR, is that we can communicate with researchers more closer and get some tips from that, for new services that we have never had before.
The last of this presentation, I show the remark by the one of the staff in Japan.
This remark is often introduced in IR training for beginners, that I referred earlier.
He said,
“The most remarkable advantage, benefit or fun for us(librarians) by developing repository,
is that we can communicate with researchers more closer and get some tips from that,
for new services that we have never had before. ”
For me, or for each librarian, activities of open access or repositories have to be done without forgetting these, and I’d like to be so.
2017/12/04-06
Asia OA Meeting 2017

24. Thank you for your attention!
If you have any question, please contact .
nakatani ＠ adm.tottori-u.ac.jp
Thank you very much for your attention.
2017/12/04-06
Asia OA Meeting 2017