1. © 2007, Sarah L. Shreeves This work is licensed under Creative Commons Attribution-NonCommercial-ShareAlike 2.5 License. To view a copy of this license, visit http://creativecommons.org/licenses/by-nc-sa/2.5/ Illinois Digital Environment for Access to Learning and Scholarship Increasing your impact Preserving your research Sarah L. Shreeves IDEALS Coordinator University of Illinois September 18, 2008

2. Outline What are the issues? What is the response? Taking a look at IDEALS

3. What is IDEALS? Institutional digital repository for the scholarship and research of the faculty, students, and staff of the University of Illinois at Urbana-Champaign. Dissemination Persistent Access Preservation A joint initiative between the University Library and CITES with support from the Office of the Provost. http://ideals.uiuc.edu/

4. The Issues (or why the University is investing in IDEALS) Changing landscape of scholarly communication: What research can you access? Who can access your research? How quickly can your research be accessed? Will your research make the biggest possible impact? What can you do with your published research? What about technical reports, data sets, and grey literature? Growing need to pay attention to digital preservation issues: Will your research be available 10, 50, 100+ years into the future?

5. Access Between 1986-2004 journal costs for research libraries increased 273%* By contrast the CPI increased 73% Many journals (particularly STM) are only available in bundles or in the ‘Big Deal’ Many libraries are only licensing access to electronic journals * Association of Research Libraries

6. So what? Limited access to your published research Many smaller libraries cannot afford to access the range of journals that the UIUC Library has Open access = Higher impact See http://opcit.eprints.org/oacitation-biblio.htmlhttp://opcit.eprints.org/oacitation-biblio.html Funders are paying attention Increased interest in making published research (especially federally funded research) publicly available NIH requirement to deposit into PubMed Central Federal Research Public Access Act (awaiting reintroduction) Many UK funders are requiring open access (see http://www.sherpa.ac.uk/juliet/index.php) http://www.sherpa.ac.uk/juliet/index.php

7. How quickly can research be made available? Ellison (2007) study posits that faculty in top econ departments are publishing less in economics field journals because of a slowdown in the submission to publication process (among other factors) http://www.nber.org/papers/w13272 RePEc, SSRN, electronic only journals, and working paper series provide quick dissemination for research RePEcSSRN

8. Options for furthering dissemination: Publish in open access journals (Users are free to read, download, copy, distribute, print, search, or link to the full texts of these articles) AND / OR Archive your research in institutional (IDEALS) and/or disciplinary repositories

9. Open Access “free availability of the results of research mainly in the form of scholarly articles” “Open Access Publishing: A developing country view” Papin-Ramcharan and Dawe in First Monday (http://www.firstmonday.org/)http://www.firstmonday.org/ Two roads: Open access journals Archiving (self, institutional, discipline)

10. Open Access Journals With internet access, articles are free to read, download, copy, distribute, and print Can also have a print fee-based version Costs of journal (including access and dissemination) paid for by author side fees (sometimes supplied by author, institution, granting agency) or by sponsorship

11. Issues with OA Journals Sustainability for publisher? Preservation issues? For user, accessibility? – Requires internet and broadband access because most articles are pdf (exception is Bioline International, First Monday, Ariadne, Journal of Digital Information and handful of others who publish in html)

12. Self Archiving Collect, describe, preserve, and provide access to digital output on personal, institutional, disciplinary repository Cost is generally paid for by organization maintaining repository

13. Issues with Self Archiving Sustainability for organization Copyright issues Preservation issues Take up by faculty / researchers

14. But can I archive published material? Do you transfer copyright to the publisher? Often you are signing away: Right to distribute copies Right to use copies in your classroom Right to make derivative works Right to archive the published copy into a disciplinary or institutional repository Examples: INFORMS IEEE

15. Next time try to negotiate your copyright transfer Ask if your publisher will agree to an author amendment CIC Author Amendment - http://www.cic.uiuc.edu/programs/CenterForLibraryInitiati ves/Archive/Report/CICAuthRtsFINAL16May07.pdf http://www.cic.uiuc.edu/programs/CenterForLibraryInitiati ves/Archive/Report/CICAuthRtsFINAL16May07.pdf Or do your own negotiation!

16. Many publishers allow deposit as a standard policy

17. Final manuscript version - immediate Final manuscript version – embargo of 6 – 24 months Publisher pdf version - immediate Publisher pdf – embargo of 12 – 24 months

18. Publisher policies Final manuscript version or publisher pdf version Check the Sherpa/RoMEO database: http://www.sherpa.ac.uk/romeo.php http://www.sherpa.ac.uk/romeo.php Also look at Journal Info Service: http://jinfo.lub.lu.se/ http://jinfo.lub.lu.se/ IDEALS does NOT ask for copyright transfer!

19. Disciplinary repositories PubMed Central: http://www.pubmedcentral.nih.gov/ http://www.pubmedcentral.nih.gov/ arXiv.org: http://arxiv.org/http://arxiv.org/ RePEc (Research papers in economics): http://repec.org/ http://repec.org/ See OpenDOAR: http://www.opendoar.org/http://www.opendoar.org/

20. IDEALS will…. Help increase access to your published and unpublished research – wide open to search engine spiders and allow metadata to be included in other databases (like OAIster)OAIster Help increase the impact to your published and unpublished research Give you a persistent, permanent URL for your research Preserve your research for long term access and use

21. Demonstration http://ideals.uiuc.edu/ http://ideals.uiuc.edu/

22. A different way to view publication history

23. Theses / Dissertations Manuscripts Some scholarly web sites Journal articles, books, etc by faculty Management & organization of digital output

24. What will we take? Working papers and technical reports Published articles where copyright allows Manuscripts Digital art Master's theses Dissertations Best paper awards from students Conference papers Journals published on the UIUC campus Faculty course-related output primarily of scholarly interest Learning objects that represent substantive scholarly work Organizational annual reports and newsletters that represent the intellectual work happening within a unit Data sets Audio and visual materials Any other form of research output that can be technically loaded to the repository…

25. What type of materials? Also audio and video

26. Grey literature and unpublished material University Archives traditionally took paper copies of report series and other ‘grey lit’ on campus, but with shift to digital… Library has expertise in long term preservation and providing access to material Provide systematic dissemination of grey lit

27. Data sets… New area for the Library, but we’re eager to explore what services we can offer Currently working with: 25 years of vole demographics Polar temperature data XRay Crystallography data Anthropology data Agricultural data Received a grant with Purdue and GSLIS to explore data curation needs of faculty

28. IDEALS is not… A formal publishing system No peer review A collaborative workspace Items going into IDEALS should be ready for dissemination

29. IDEALS Infrastructure DSpace open-source software (MIT & HP) Java, PostgreSQL database, Tomcat web server wide acceptance (200+ institutions, 45+ countries) Persistent URLs (using CNRI Handle System) Customizations/Localizations OpenOffice.org format conversions (e.g. Word to PDF) Bluestem NetID login Server Infrastructure Managed by CITES System Management Group Expandable 6TB SAN Off-campus backups

30. Long Term Preservation for Use Commitment to long term preservation http://www.ideals.uiuc.edu/wiki/bin/view/IDEALS/PolicyDocs Three categories of support: Full Intermediate Basic Working towards a certified “Trustworthy Digital Repository”

31. Digital Preservation Not just about back-ups and storage Technology, organization, and resources Looking forward towards certification as a “Trusted Digital Repository” Only 42% of journal publishers have established formal arrangements for the long-term preservation of their journals Image from Cornell University Library

32. What is Digital Preservation Management (DPM)? Process that requires the use of the best available technology as well as carefully thought out administrative policies and procedures. Consists of: Organizational concerns Technological development Resource management Building a “New” Library

33. Format Support Less Preservable More Preservable openly documented proprietary supported by a range of software platforms supported by only one software platform is widely adoptedhas low use lossy data compression lossless data compression contains embedded files or programs/scripts does not contain embedded files, programs, or scripts TIFF

34. Trusted Digital Repositories Principles: − External to the digital archives (cannot consist solely of self- assessment) − Managed/performed by recognized authorities − Well-documented with comprehensive and explicit policies, procedures, and practices − Sustainable and monitorable over time − Replicable RLG/NARA Digital Preservation Repository Certification Task Force Audit Checklist Objectives: Produce certification requirements (for both self and external assessment), delineate a process for certifications, and identify a certifying body (or bodies) that can implement the process. http://www.crl.edu/content.asp?l1=13&l2=58&l3=162&l4=91

35. Other services we offer or will offer soon… Consultation on copyright issues Statistics on number of downloads (regular weekly or monthly reports are coming soon…) Pilot service to deposit research into PubMed Central and other ‘disciplinary’ repositories Beginning work on data curation issues

36. Roles in a digital repository? Project manager Collections specialists Programmer / Technology specialists Metadata specialists Digitization specialists Legal specialists Public relations specialists

37. Why should the library be responsible? Expertise in large scale collection management, description, and access Usually have a preservation component Long term commitment Is the library’s mission!

38. But… Library should partner with others when needed Libraries ICT units Consortia Granting agencies

39. For More Information Sarah Shreeves IDEALS Coordinator sshreeve@uiuc.edu 217-244-3877 Tim Donohue Technical Lead tdonohue@uiuc.edu 217-333-4648 http://ideals.uiuc.edu/