1. How to fill an institutional repository - winning scientists over – the example from CERN Joanne Yeomans CERN Scientific Information Group Geneva - Switzerland Slides prepared for the DINI symposium on Open Access May 23-24 2005

2. It began 50 years ago… 1953 The CERN convention states: “… the results of its experimental and theoretical work shall be published or otherwise made generally available”. Late 1950s : Subject repository established! (in paper) 1994 : Electronic archiving begun Retrospective scanning of targeted collections 2001 : Staff rules Operational Circular 6 : CERN scientific documents

3. Policy An electronic publishing policy for CERN November 2003 A policy document was issued in order to reinforce the habit of self archiving CERN signs Berlin Declaration May 2004 By signing the declaration the top management of the Organization is actively committed to Open Access CERN confirms commitment to Open Access March 2005 By approving the policy document Continuing CERN action on Open Access the management reaffirmed its support for the institutional archive and opened the door for exploring new publishing models Continuing CERN action on Open Access

4. Percentage of scientific CERN reports available as open access 34% overall = 16,000 documents 72% over the last 5 years = 8,000 documents

5. Filling the repository Finding missing papers…we fill the gaps in the CERN collection by setting up automatic searches and harvests from other sources: this locates articles submitted to arXiv, for example, instead of our own repository. With other papers…papers on related subjects are harvested (using OAi and other harvesting techniques) from sources like arXiv. This gives us over 200,000 full-text OA preprints and articles. Offering alternatives to individual submission…an ‘Uploader’ has been designed allowing librarians to fairly easily convert and upload lists from departmental web pages or from databases belonging to a group into CDS records. There is still work to be done: 30% of our recently produced articles are not OA. There is a constant need to be proactive.

6. Areas of work Promoting submission – author awareness Encouragement – procedures, policies, official publication lists Gap-filling - harvesting, scanning, automated uploads Increasing the benefits of submitting - citation search, citation counts, graphical displays, download history Success breeds success – adding new collections The empty archive The full archive

7. New projects Achieving 100% in our repository : identifying the gaps Conference papers Using travel expenses claims to follow-up authors. Preprints Matching the first author against the email directory to chase publication details. New publicity push Procedures can ‘force’ authors to submit their article but we also want to convince them of the benefits of OA in order to encourage general support for the archive and for new shifts in publishing. Writing articles, open meetings, visiting departments, using every opportunity for publicity..

8. The way to win scientists Convincing authors of the benefits of using the repository is easy – getting them to submit their articles requires more: Ongoing work Proactivity Staff time Technical input Good ideas Danke Joanne Yeomans, CERN Library http://library.cern.ch/ Any Questions?

9. Abstract Many institutions setting up new repositories find it difficult to persuade authors to submit their papers. CERN has a successful repository containing over 16,000 of its own preprints and the benefit of more than ten years' experience in managing its electronic archive. Encouraging authors to submit articles is only one aspect of building such a repository. Finding and harvesting papers from other sources helps to fill the archive and consequently encourages more authors to submit directly. In ongoing work, CERN constantly tries to identify new ways to win scientists over and reach 100% Open Access coverage of its own work.