1. SYMPOSIA A practical solution for the theory of institutional repositories Marjorie McLaughlin Customer Sales Consultant

2. What is an Institutional Repository? Digital collections that capture and preserve the “born digital” intellectual output of the institution Most often found at universities but of increasing concern to cities, counties and local library governing bodies.

3. Key Features of an IR Collect Store Distribute As well as… Describe Preserve Index Provide search interface Manage Who better to do this than the library!

4. Innovative Software Partnership with Northeastern University Libraries to develop Digital Repository Manager (DRM) Provide a solution for institutions who do not have the resources to develop and maintain open-source solutions Provide a practical solution for the theory of institutional repositories SYMPOSIA

5. Symposia vs. Open Source Open Source –“Free”, but only initially –Need local expertise in setting up and managing software –Rely on the kindness of strangers for assistance with day- to-day usage questions –Enhancements and new features are the responsibility of the institution Innovative’s DRM - SYMPOSIA –Software installed and set up by Innovative staff –Library staff already have experience with similar software –Minimized training costs due to familiarity of interface –24/7/365 support –Software will grow and improve over time: program enhancements and new features developed for you

6. DRM Concepts Community –A group of people that have one or more specific roles in relation to specific segments of the repository Readers of confidential content Submitters Reviewers (verify appropriateness of submissions) Metadata editors Publishers (make content publicly accessible) –Often equivalent to a department in the institution Subcommunity –A subset of a community

7. DRM Concepts Collection –A group of digital objects with metadata –Often organized by specific projects or subject areas –Collections may be related to more than one community –Collections may be “confidential”, whereby only specific members are authorized to view their content Member –A person authorized for one or more specific roles in a community: read, submit, review, edit metadata, publish –Java client users are “super-users”, and are not restricted to specific communities for authorized roles

8. Public Interface Web-based search and discovery of the repository contents Keyword searching, including full text Targeted searching (e.g., search a single community) Browsing the IR structure

9. Public Interface Keyword and targeted searches

10. Public Interface Search results

11. Public Interface Community page Description of the Community Name and LogoSubcommunitiesCollections with synopses

12. Public Interface Collection page Titles of digital items in collection Navigational “breadcrumbs”

13. Public Interface Digital item metadata Link to digital item

14. Distributed Submission Interface Distributed work flow: communities manage their own material Web-based Authorized members manage the submissions for their communities –Submit digital objects and descriptions One digital item at a time Multiple digital items in one submission –Review for appropriateness –Edit description –Publish submissions (make them publicly accessible) –A member may be authorized for one or more tasks Easy to submit: like sending an email with an attachment

15. Web-submission Interface

16. As simple as adding an email attachment

17. Web-submission Interface Choose the collection to which files are submitted Add multiple files in one submission

18. Submission Interface Input metadata

19. Submission Interface Added to “My Submissions”

20. Select files Batch Submission

21. Select files and collection

22. Batch Submission Input metadata that applies to all

23. Submission Interface “Inbox” for managing submissions

24. “My tasks” Submission Interface

25. “My Submissions” Submission Interface

26. My tasks : limit to … Submission Interface

27. Action page Submission Interface Item History

28. Confirm action page Submission Interface

29. Java-based Staff Management Interface For “super-users” who can manage all –Communities –Collections Management of Members Logins and authorizations

30. Management Interface Browse search results Position in repository

31. Management Interface Hierarchy of repository

32. Management Interface Community record: Subcommunities

33. Management Interface Community record: Collections

34. Management Interface Collections record: Attached Digital Items

35. Digital Item: Descriptive Metadata Guided editing

36. Digital Item: Descriptive Metadata Add an element

37. Digital Item: Descriptive Metadata Edit Source

38. Digital Item: Descriptive Metadata XSL Transformations

39. Management Interface Digital Item record: Attached digital objects

40. Management Interface Digital Item record: Digital Object details

41. Management Interface Digital Item record: Password

42. Management Interface Community record: Members & Roles

43. Management Interface Collections record: Members & Roles

44. Member Administration View a Member’s Roles

45. Adherence to Digital Repository Standards Metadata formats: SYMPOSIA supports Qualified Dublin Core and METS formats Uniform Resource Names: SYMPOSIA is integrated with the Handle System  to provide uniform resource names – persistent identifiers so cited material can always be found. OAI-PMH OAI Protocol for Metadata Harvesting: SYMPOSIA is compatible with this standard, meaning its contents can be harvested by others.

46. Product Evolution Evolve over time –Store, preserve and describe complex media sets, compound documents and learning objects –Support for other metadata formats as they arise –Control of multiple versions of digital objects –Automatic full text indexing of a documents (without a plain text file) –Long term migration of formats

47. For more information on digital repositories please consult Library Technology Reports July/August 2004, Vol. 40, No. 4 Establishing an Institutional Repository by Sue Gibbons, University of Rochester SYMPOSIA

48. Thank you!

49. Marketing an Institutional Repository Or, how can we market something which has such an awful name? Edward A. Warro Berkeley, CA Tuesday, February 15, 2005

50. What will an IR do? Collect, save, disseminate, and preserve: –Papers –Thesis –Honors projects –Simulations –Learning objects –Digitized collections –Institutional Records (Records Management) –AND MORE

51. What doesn’t work? The following terms: –Institutional Repository –Metadata –Open Archives Initiative –Persistent Identifiers –Z39 –MARC –Dublin Core

52. Knowing your audience What appeals to Administrators? –Branding the institution –Putting all faculty research in one place What appeals to Alumni and Trustees? –Prestige for the university

53. What does not appeal to most faculty? You can find a handful of articles about Tom Wolfe and Boris Pasternak in the same place as well as some chemistry data tables This will add to the prestige of our institution Open Access and self archiving will eventually lead to reforms in the publishing industry

54. Concerns of Tenure Track Faculty Submitting my work to an online archive will not count toward tenure My department wants articles submitted only to the highest prestige journals What is the peer review process?

55. Faculty Concerns How do other scholars refer to my articles and other information? Where did I put that paper? That computer file? What if my backup doesn’t work? What if the OS is gone -- Word files What if hackers change my data -- change all my 5s to 7s What will happen to my research when I retire? When my grant ends? When my interests change?

56. What does appeal to faculty? This is a Library Service for faculty Your digital materials will be: - SAFE - MADE AVAILABLE - KEPT FOR A LONG TIME The submission process is very easy. Just a few clicks and a little info. Your secretary can do this. We will take responsibility for servers We will take responsibility for migrations

57. What does appeal to faculty (cont.)? We will guide you through copyright issues Your academic colleagues will have easy access to your work— Your work will be cited more often Your work will be searchable through Google Confidential data can be kept confidential – permission required

58. Copyright Issues Consult with campus Copyright Officer and Counsel, then… Provide online and paper information on copyright/intellectual property rights, e.g. –University of Maryland’s Copyown site http://www.nethics.umd.edu/copyown/ http://www.nethics.umd.edu/copyown/ –The Eprint.org FAQ http://www.eprints.org/self-faq/http://www.eprints.org/self-faq/ Have self-archiving guidance and language incorporated into campus Intellectual Property and/or Appropriate Computer Use Guidelines

59. Copyright Issues (cont.) Refer to ROMEO and SHERPA – both UK JISC (government) funded –ROMEO – for general discussion of global rights issues: http://www.lboro.ac.uk/departments/Is/disresearch/romeo/ –SHERPA – for listings of publisher copyright policies, and guidance on IR licensing agreements and language: http://www.sherpa.ac.uk/romeo.php http://www.sherpa.ac.uk/romeo.php See suggested language and policies for IP management at Creative Commons: http://creativecommons.org/http://creativecommons.org/

60. Starting Points A records management application –Records of the President’s office –Records of the Board of Trustees Non-threatening useful publications –Senior honors projects –Theses and dissertations –Learning objects –Then, faculty research, articles, data sets, etc.

61. More sophisticated appeal As a profession, we need to appeal to senior researchers and faculty until we reach a tipping point Some faculty are champions of open access Have influence in their disciplines

62. Methods Faculty Newsletters Library Liaisons Seminars, breakfasts, symposia--get a faculty champion to invite them Research Assistants Slow, one by one, marketing to faculty Partnership on grant applications – how will you disseminate your research? Need Seven (7) Impressions

63. Unmet Faculty Needs The need for an authoring system –Sharing work with colleagues –Various drafts – time and date stamped –A POSSIBLE PROSPECT FOR A LATER RELEASE ALLOW FACULTY TO WORK WITH VARIOUS VERSIONS KEPT IN THEIR OWN WORKING GROUP INITIALLY OR Is the IR better used to HOST ONLINE JOURNALS? Which is also wanted by faculty

64. For more information: Please visit the Iris website at: http://www.lib.neu.edu/iris/http://www.lib.neu.edu/iris/ Thank you!