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Implementing an Institutional Repository: Part IV 16 th North Carolina Serials Conference March 29, 2007 Policy Issues
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Document and publicize policies
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Policy issues Division of responsibilities and clarification of roles
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Division of responsibilities and clarification of roles Roles within the hosting institution Target group and users can help with: Identifying and submitting content Verifying copyright Serving as advisers Letting you know of service problems
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UO’s Steering Committee
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Policy issues DDivision of responsibilities and clarification of roles SStructure, definition, name of the archive
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Structure of the archive Depends on software and technical support Communities, collections, titles, files Author or mediated submissions Need for local modifications to software Depends on your vision and resources Target group(s) Type of content Staffing
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Structure: software implications
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Communities Sub-communities Collections Titles Files
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Structure: software implications
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Definition of the repository: UO Somehow affiliated with institution Cumulative and perpetual Open access Interoperable Academic content, or in support of the academic mission
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The name Scholars’ Bank KU ScholarWorks DLearn QSpace Papyrus DSpace@… eScholarship
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Policy issues DDivision of responsibilities and clarification of roles SStructure, definition, and name of the archive DDefinition of communities, collections, and users
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General guidelines
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Definition of communities, collections, and users Definition of community Limits on the number and type of collections? Different rules for different groups? Commercial use permitted or not?
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Establishment of communities
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Sample community Academic department
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Sample community Academic program
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Sample community Administrative department
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Sample community Student community
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Sample sub-community Faculty communities
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Sample sub-community The library example
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Sample sub-community
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Limits on the number or type of collections Will you limit? Who makes the decision? What are the determining factors? How will you accomplish it?
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Types of collections Informational Administrative Primary resources for research or study From the faculty From students Groups only or individuals also Born digital or digitized
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Collection guidelines
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Informational collection Campus newsletter
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Administrative collection Campus planning documents
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Primary resources Statistical data sets
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Primary resources Images
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Society publication Scholarly journal
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Academic collection Working papers
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Faculty collection (individual) Personal collection of a professor
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Sample sub-community Faculty communities
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Student collection Papers for an honors class
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Student collection Theses and dissertations
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Different rules for different groups One set of rules and services for students Another set of rules and services for faculty Institutional users vs. external users
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Services for different users
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Commercial use
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Policy issues DDivision of responsibilities and clarification of roles SStructure, definition, and name of the archive DDefinition of communities, collections, and users CControl of content
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Control of content Who sets the standards for the content? What type of material is acceptable? Who owns the content once deposited? Will you restrict access to any content?
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Type of content accepted
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What happens when someone leaves?
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Restricted access
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Policy issues DDivision of responsibilities and clarification of roles SStructure, definition, and name of the archive DDefinition of communities, collections, and users CControl of content SSubmission and withdrawal
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Submission and withdrawal Mediated submission Author self-submission Review of submissions Replacement of files Withdrawal
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Policies for submission and withdrawal
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Policies for submission and withdrawal: UO example Every community determines the specific submission policies for its collections Someone will revise new submissions to make sure the content is appropriate Authors may submit their own work or ask for assistance
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Policies for submission and withdrawal: UO example Someone from library always reviews first few submissions Library reserves the right to remove content Library reserves the right to change its guidelines
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Mediated submissions: Challenges
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Capturing hyper links
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Broken or erroneous links
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Revision or replacement of files Will you permit the replacement or revision of files? If so, in what circumstances?
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Revision of submissions
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Example of a new version
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Withdrawal of content Will you withdraw submissions to your IR? If so, in what cases? Will you leave any markers or placeholders for that missing content?
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Example of a withdrawal
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Policy issues DDivision of responsibilities and clarification of roles SStructure, definition, and name of the archive DDefinition of communities, collections, and users CControl of content SSubmission and withdrawal MMetadata standards
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Metadata standards Based in Dublin Core or some other standard Determined by software limitations Mediated versus self-submission Controlled vocabulary issues Whatever is necessary to find, organize, and display the files appropriately It’s not cataloging!
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Authors
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Description
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Appropriate level of metadata
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Logical and useful presentation
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Numbering
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Numbering: Dissociation
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Policy issues DDivision of responsibilities and clarification of roles SStructure, definition, and name of the archive DDefinition of communities, collections, and users CControl of content SSubmission and withdrawal MMetadata standards IInstitutional commitment
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Institutional commitment Permanence of the archive How to guarantee the integrity of the files How to guarantee the stability of the archive
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Policy issues DDivision of responsibilities and clarification of roles SStructure, definition, and name of the archive DDefinition of communities, collections, and users CControl of content SSubmission and withdrawal MMetadata standards IInstitutional commitment CCopyright, permission, and access
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Copyright, permission, and access Do authors have the right to post? Will putting it in IR affect later publication? Are authors turning over copyright to IR? Who gets to use content in the IR? What guarantees are there against plagiarism?
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Copyright and permission
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Policy issues DDivision of responsibilities and clarification of roles SStructure, definition, and name of the archive DDefinition of communities, collections, and users CControl of content SSubmission and withdrawal MMetadata standards IInstitutional commitment CCopyright, permission, and access GGoing it alone or multi-institutional
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Multi-institutional archive
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