1. ETDs: Electronic Theses and Dissertations Building an Institutional Asset Gail McMillan Digital Library and Archives, University Libraries Virginia Polytechnic Institute and State University

6. What is an ETD? Contemporary Turkish Coffeehouse Design Based on Historic Traditions Timur Oral MS, Interior Design, April 1997 College of Human Resources and Education, VT http://scholar.lib.vt.edu/theses/available/etd-2227102539751141/unrestricted/Ali_Pasa.QT

8. The Current Situation Basic and substantial applied research in U.S. takes place in universities Primary sources for this research are theses and dissertations A portion of valuable data and material published Theses and dissertations relatively inaccessible and underutilized

9. The Vision for ETDs 400,000 masters and PhD candidates annually exposed to e-publishing in US Faster and better information transfer –Empower students to convey richer message through use of multimedia –Universities publish their scholarship Improve graduate education through more effectively sharing information

10. Vision for ETDs: Library Goals Improve services and resources Reduce work Save space and money

11. Library Responsibilities Hardware: server –Maintenance and security –Started small: NeXt 3.3 (HP; 1989-97) –Grew: Sun dual-processor Enterprise 250 (Solaris 2.7; to date) Software –Submission scripts –Email notifications: authors, advisors, UMI –Logs, surveys Search Engine –Started small: freeWAIS –Grew: InfoSeeks ULTRASEEK

12. Financial Concerns At VT: start-up costs = $0 –On-hand staff, equipment, software, freeware From zero base: estimate $65,000 $24,000STAFF (part time) $36,000EQUIPMENT $15,000SOFTWARE http://scholar.lib.vt.edu/theses/data/setup.html

13. From Authoring to Public Access through Library Services/Resources 1. Graduate student submits ETD –Directly to library server/permanent archive –Archiving fee replaces binding fee 2. Graduate School approves ETD –Automatic email notifications: author, faculty, UMI 3. ETD immediately accessible –Per author/advisors notification –Public has appropriate level of access –ETD database, librarys catalog, OCLC

14. Status of ETDs at Virginia Tech Partnership of the Library, Graduate School, Faculty Approved through university governance (Mar.1996) for full implementation Jan.1997 Web submission –Students: http://etd.vt.edu –Programmers: http://scholar.lib.vt.edu/ETD-db/) Workshops for students (and faculty) Over 4,107 ETDs approved One of 125 universities, 18 associations in the NDLTD (Networked Digital Library of Theses and Dissertations)

15. Benefits: Increased Access Low margin, high use –Incorporate ETDs with other digital library activities Ejournals, online class materials, digital images, etc. Additional equipment, staff may not be necessary –http://scholar.lib.vt.edu/theses/data/setup.html –Use VT programs, scripts, etc. http://scholar.lib.vt.edu/ETD-db/ Online vs. circulation of copies

16. Accesses to VTs ETDs VT theses approved 1990-1994, combined average circulation per copy: 2.24/yr VT dissertations approved 1990-1994, combined average circulation per copy: 3.2/yr

17. Access to VT ETDs: USA 2001

18. International Access to VT ETDs

19. Why are ETDs so popular? Accessible Alternative means of conveying information Attractive as well as informative –colorful images –movement and sound –display for on-screen viewing Expanded network of research colleagues Surveys: authors, readers, alumni

20. 4107 VT ETDs What are Authors Making Available?

21. Challenges to Creating and Sustaining ETD Collections Information literacy Access Publishing Copyright Archiving

22. Accessibility and ETDs Inaccessible ETDs –Patents pending –Future publication fears Broken links –Quality of work remains Similar to out-of-print articles Media standards

23. Publishing and ETDs Authors –Retain some rights, e.g., link to curriculum vitae, online course materials Faculty: prior publication? –Protective of future academics Surveys of publishers –No specific policies –Consider individually VT ETD Alumni –No problems publishing

24. Copyright and ETDs Authors rights –Reproduction, modification, distribution, public performance, public display Retain rights Share non-exclusive rights –Permit library to store and to provide access –Publishers Authors obligations: fair use –Balance factors or get permission Notification: optional Copyright 2002 by Gail McMillan ALL RIGHTS RESERVED Registration: optional –Possibly receive greater compensation, with less documentation if filing infringement law suit

25. Archiving and ETDs Concerns: Access without paper –Long term preservation –Standard multimedia formats –http://scholar.lib.vt.edu/theses/archive.html Addressed Concerns –Frequent, regular back-ups available on, off-site –PDF: an open source program –Cooperatives OhioLink Why not: OCLC, NDLTD? –Commercial options UMI: traditional microfilming

26. Lessons from ETDs Implementation of new formats slower than expected –Text oriented –Not planning for online readers Requiring institutions slower than expected If you build it, it will get used. –access exceeded expectations –disappointing number are inaccessible Remarkable increase in exposure to graduate student research No longer experimental –increase in number and diversity of NDLTD institutions

27. Available at Virginia Tech Information http://scholar.lib.vt.edu/theses Automated submission system ready for customization http://scholar.lib.vt.edu/ETD-db/ Student guidelines, training materials, FAQ's, multimedia educational materials http://etd.vt.edu NDLTD: Network educational institutions –Annual Conferences: Berlin 2003, U of Kentucky 2004 http://www.ndltd.org

28. ETDs: Electronic Theses and Dissertations Building an Institutional Asset Gail McMillan Digital Library and Archives, University Libraries, Virginia Tech gailmac@vt.edu