1. I:\Share\Bestuursinligting\OUDITfinaal\Portfolio\Statistics\BI2004 www.ais.up.ac.za UPSpace An institutional repository for the University of Pretoria Ina Smith ina.smith@up.ac.za ina.smith@up.ac.za Presented to representatives from the University of Johannesburg Thursday 18 th of August 2005

2. Institutional Repository Set of services Management & dissemination of digital materials Organisational commitment Stewardship Long-term preservation Organisation, access, distribution

3. Advantages Preserve intellectual output of UP Long-term preservation (archiving) International exposure Retrievable via Google Evolving expert database Consistent URL for citations Links between items, collections Searchable – not static web page Decentralised or distributed input

4. Why an institutional repository? We need to learn to manage digital resources as well as we do with print The emphasis is going back towards organizing content We need to work even closer together in this global world Adapt new ways of delivering service, perhaps even to people you might never see From: “What’s happening to our world?” – Pierre Malan (Sabinet), 17-08-2005

5. “Champions” Special & Africana Collections Architecture Scholarly Publications Veterinary Science

6. DSpace for Digital Archiving (1)

7. DSpace for Digital Archiving (2)

8. DSpace for Digital Archiving (3) Mapungubwe Collection

9. DSpace for Digital Archiving (4)

10. Limit access in DSpace Collection Level Item Level Bitstream Level Example: Australian National UniversityAustralian National University More examples: http://wiki.dspace.org/DspaceInstances http://wiki.dspace.org/DspaceInstances

11. Default Look & Feel

12. UPSpace Look & Feel Access via UPPortal

13. UP IT Requirements LDAP/ GAP Authentication via Portal Look & Feel for Applications

14. Information Model Top-level Community Special & Africana Collections Sub-Community Pretoriana Collections Van der Waal

15. Items in DSpace Articles (preprints & postprints) Technical reports Working papers Conference reports E-theses E-books

16. Items in DSpace Datasets: statistical, geospatial, etc. Images (photos, maps): visual, scientific, etc. Audio files Video files (up to 500 MB) Learning objects Reformatted digital library collections

17. Workflow Submit Accept Reject Edit Metadata Commit DSpace Workflow for Special & Africana Collections available at http://www.ais.up.ac.za/edu/dspace/Workflow-ZA-UPspace-1.ppt

18. Metadata in DSpace Qualified DC Metadata 15 Elements + Qualifiers Edit DC Registry Add / delete elements/qualifiers (not recommended) Mandatory / Optional fields

19. Harvesting Metadata OAISTER Search Engines e.g. Google

20. Persistent Identifiers CNRI Handle System Valid citations Unique handle for each item E.g. http://hdl.handle.net/1849/171 1849 = Naming authority assigned by handle system to e.g. UP 171 = Unique local name assigned to an item in the repository

21. Submission form Customisable Special & Africana Collections: http://www.ais.up.ac.za/edu/dspace/looknfeel/submissio nafricana.htm http://www.ais.up.ac.za/edu/dspace/looknfeel/submissio nafricana.htm

22. Managing the Project http://www.ais.up.ac.za/edu/dspace http://www.ais.up.ac.za/edu/dspace Evaluation Proposal Needs Analysis Design Development Implementation Evaluation

23. DSpace on UPDev DSpace on UP Q&A DSpace on Portal Server

24. Next … Evaluation on UP Quality Assurance Server Marketing & Communications Plan Training Program

25. Reflection & Communication DSpace Listserve dspace@kendy.up.ac.zadspace@kendy.up.ac.za DSpace web www.ais.up.ac.za/edu/dspacewww.ais.up.ac.za/edu/dspace Update documents & policies Meetings Community of Practice

26. User Support Help landline 8/5 Online help 24/7 –Viewlets e.g. Macromedia Captivate, PPT, Open Office Tutorial User policy Pamphlet E-mail dspace@up.ac.zadspace@up.ac.za

27. User Policy Submission Communities and Collections Responsibilities & rights Licensing, copyright, privacy, intellectual property Preservation support Withdrawals Workflow System back-up and availability

28. Copyright, Rights & Licensing License stored with each item Submitter “Grants License” (See Licenses)Licenses –Default DSpace License (also see Creative Commons Licenses)Creative Commons Licenses –Non-exclusive distribution license –Items in public domain –Exclusive distribution license Default DSpace License Community/ Collection License Copyright note when creating Community DC Element Rights DSpace StyleSheet: © University of Pretoria

29. The way forward … Federated Search Engine Emerging IR software Long-term budget Migration of digital objects Repository size Bandwidth Collaboration e.g. DISA Collaboration between institutions

30. The way forward … Register with –Open Archives Institute –DSpace Wiki –OAISTER

31. Thank you! ina.smith@up.ac.za DSpace URL: www.ais.up.ac.za/edu/dspace www.ais.up.ac.za/edu/dspace Tel.: +27 12 420 3082