1. Establishing an Institutional Repository LITA Regional Institute August 5, 2005 Susan Gibbons Asst. Dean, Public Services & Collection Development River Campus Libraries University of Rochester sgibbons@library.rochester.edu

2. Introduction  Who am I Involvement with IRs Library Technology Report, July/August 2004 IMLS grant

3. Today’s Outline What is an IR? Why establish an IR? Who should be involved? BREAK! Potential Uses Related Services Costs Policies LUNCH!

4. Today’s Outline Features & Functions Available IR systems BREAK! Content Recruitment DONE!

5. What’s an IR “ a set of services that a university offers to the members of its community for the management and dissemination of digital materials created by the institution and its community members.” - Clifford Lynch, ARL Bimonthly Report 226

6. “Set of Services”  Institutionally defined! Pre-/post-print archive Data sets e-Publishing e-Portfolio ETD

7. Core Features  Digital content  Community-driven & focused  Institutionally supported  Durable & permanent  Accessible content

8. Core Functionality  Material submission  Metadata application  Access control  Discovery support  Distribution  Preservation

9. IR vs. ???  vs. Subject Repository arXiv.org  vs. Personal Website  vs. Departmental Website  vs. Departmental Servers  vs. World Wide Web

10. Harvesters  Google Will find you  OAI (Open Archives Initiative) Protocol for Metadata Harvesting Dublin Core Self-identification OAIster- University of Michigan

11. Scholarly Communication Paradigm

12. Why Establish an IR?  Institutional Benefits Stewardship of scholarly output Efficiencies through centralization Showcase Proactive response to scholarly communication crisis/open access movement

13. Poll the Room  Have an IR up & running  Have an IR in pilot  IR planning in the works  Still in decision phase  Library/IT/Both

14. Why Establish an IR?  Individual Benefits Wider distribution Showcase Safekeeping Lowers technology barrier Time Persistent URLs

15. Needs Not Met  Versioning  Co-authoring  Works-in-progress More to come…

16. Who to Involve  Expertise needed Digital preservation Metadata Authentication Data storage & backup Programming/designing System administration Legal

17. Univ. Computing/Library Collaboration  Univ. Computing IT expertise Infrastructure Redundancy; authentication; firewalls Equipment Servers; digital storage capacity

18. Univ. Computing/Library Collaboration  Library Parallel in Core Function Collection development Metadata enhancement Preservation Discovery Distribution

19. Univ. Computing/Library Collaboration  Library Existing relationships Library/faculty liaisons Trust “front man/woman”

20. Top-Down Support  $$$$$  Long-term commitment  Credibility  “Encourage” collaboration

21. Pushing IRs Up  Peer Pressure  Seek vocal advocates  Focus on specific project, not the IR ETDs

22. BREAK!!!

23. Part 2 Potential Uses Related Services Costs Policies

24. EPrints  Electronic pre-prints and post-prints  Low-hanging fruit Australian National University (EPrints) Australian National University

25. Working Papers  Common for Management & Law School  Yale Law School Working Paper Series (bepress/Digital Commons) Yale Law School Working Paper Series

26. Technical Reports  Common for Computer Science and Engineering  University of Rochester Technical Reports (DSpace w/new interface) University of Rochester Technical Reports

27. Conference Proceedings  More cost effective- CalTech $50  Significantly wider distribution- 7,000 human hits/month  4 th International Symposium on Cavitation (Eprints) 4 th International Symposium on Cavitation

28. http://cav2001.library.caltech.edu/

29. ETDs  Born digital  Virginia Tech: 175/month vs. 600,000/month  Florida State: 1,976 for 20 honors theses over 5 months  Edinburgh Research Archive (DSpace w/ETD modification) Edinburgh Research Archive

30. http://www.era.lib.ed.ac.uk/index.jsp

31. Datasets & Supplementary  NIH data-sharing policy  Color images, condensed works  University of Calgary (DSpace) University of Calgary

32. https://dspace.ucalgary.ca/handle/1880/33

33. Online Journals  Increasing interest in this area Cornell/Penn State Dpub  Small scholarly societies  Campus publications  CDL’s eScholarship Repository (bepress/Digital Commons) CDL’s eScholarship Repository

34. http://repositories.cdlib.org/jmie/sfews/

35. Overlay Journals  Collocation of links to materials in distributed repositories  Certification  Geometry & Topology Geometry & Topology

36. http://www.maths.warwick.ac.uk/gt/

38. Monographs  Out-of-print titles  University press collaboration  Print on demand  MIT Press Out-of-Print (DSpace) MIT Press Out-of-Print  Cornell’s Internet-First UP (DSpace) Cornell’s Internet-First UP  CDL’s eScholarship Editions (homegrown) CDL’s eScholarship Editions

39. http://dspace.library.cornell.edu/handle/1813/62

40. Learning Objects  Course management systems  Registry vs. objects  Learning Commons, Univ. of Calgary Learning Commons

41. http://careo.ucalgary.ca/cgi-bin/WebObjects/CAREO.woa

42. Multimedia  Images, audio, video  Streaming server; thumbnails  Permissions  CERN Videos CERN

43. http://cdsweb.cern.ch/?c=Videos&as=0&ln=en

44. http://dspace.library.cornell.edu/

45. Electronic Portfolios  Faculty CVs  Student portfolios (assessment)  Portfolio@Duke (DSpace) Portfolio@Duke

46. https://portfolio.oit.duke.edu/index.jsp

47. Keep In Mind  IR may not be the best solution if have a very specific need. NDLTD for ETDs OSPI for ePortfolios

48. Related Services- Digitization  Text, photos, slides, VHS, 8mm, etc.  May be necessary to get full run  In-house or outsource?

49. Related Services- Metadata Enhancement  Authority control  Metadata harvesting services  Keep “native language”  True self-archiving vs. library intervention

50. Related Services- Batch Importing & Exporting  Re-keying is a deal breaker  Relation between IR and subject repository

51. Related Services- Proxy Submission  Faculty don’t have time!  Administrative assistants, grad students  Library staff  Check distribution license!

52. Related Services- User Support  Help line  24x7  “house visits”  Varied technical skills across campus

53. Related Services  Ancillary or Core?  Offer to early adopters, then for fee?  UR experience

54. Costs- Staffing  Systems Admin.  Programmer?  Content recruitment  Metadata enhancement  Proxy submission  Advocate/educator of related issues

55. Costs - Staffing  Portions of many staff member’s time  UR’s FTE = 2  Edinburgh’s FTE = 1.6 plus bibliographers  Univ. of Michigan= 1.75- 3.0 estimate

56. Technology  Software  Web server and relational database  Digital storage (pricing always dropping)  Development server  Backup system and mirroring Zero tolerance for lost data  Digitization lab

57. Cost Estimates  SHERPA: no-customization installation = £3,900 (server and staff time)  Queen’s Univ.: $100,000/annual in staffing (Canadian Dollars)  Univ. of Rochester: $200,000 start-up with significant customization  MIT: $285,000/year salary, benefits, operating expenses and equipment escrow

58. Preservation Costs  The big unknown!  Consider escrow account  UR/Cambridge check sum digit code  All in the same boat

59. Cost Recovery Configurations  Core services free; ancillary services fee  Charge deposits (i.e. parking fees)  Completely subsidized  Endless configurations; customize to your organization’s culture and budget

60. Policies  Keep policies flexible  Adjust as you proceed  Borrow heavily from others See handout

61. Policy Questions  Who can make a deposit? Faculty, students, staff Outside affiliations  What types of materials? Preservation guarantees  Any gatekeepers? Items, collections

62. Policy Questions  Withdraws allowed? Person leaves institution  Who owns content? Legacy departments  White, black or grey archive?  Copyright compliance responsibility

63. LUNCH!