Planning for a University of Guelph Institutional Repository: DSpace Implementation Helen Salmon &

1. Digital Stewardship @ UG Planning for a University of Guelph Institutional Repository: DSpace Implementation Helen Salmon & Ron MacKinnon Presentation to Information Services Committee May 5, 2004

2. Digital Stewardship @ UG Agenda • Institutional Repository • Introduction to DSpace • Easy to add/find content in DSpace • Building Online Communities • Q&A ISC: May 5, 2004

3. Digital Stewardship @ UG Institutional Repository… what is it? • An initiative sponsored and supported by the research library community: An institutional repository (IR) is a digital collection of a university’s intellectual output. Institutional repositories centralize, preserve, and make accessible the knowledge generated by academic institutions. IRs also form part of a larger global system of repositories, which are indexed in a standardized way, and searchable using one interface, providing the foundation for a new model of scholarly publishing. Canadian Association of Research Libraries ISC: May 5, 2004

4. Digital Stewardship @ UG Institutional Repository • An ecology • Institution-based • Scholarly & Teaching material in digital formats • Institutional memory and stewardship • Cumulative and perpetual • Open source and interoperable ISC: May 5, 2004

5. Digital Stewardship @ UG Institutional Repository • Synergy of sharing and making visible the intellectual effort of an institution • Potentially new publishing models • Provides faculty & University with long-term storage of research data, publications, teaching and learning repositories • … and More… ISC: May 5, 2004

6. Digital Stewardship @ UG Digital Preservation • Philosophy • Lots of digital material is already lost • Most digital material is at risk • Better to have it, do bit preservation than to lose it completely • Need to capture as much information as possible to support functional preservation • Cost/benefit tradeoffs ISC: May 5, 2004

7. Digital Stewardship @ UG Communities • Departments, Labs, Research Centers, Programs, Schools, etc. • Localized policy decisions • Who can contribute, access material • Submission workflow • Submitters, approvers, reviewers, editors • Collections definition, management • Communities supply metadata & discipline expertise • Library supplies knowledge management expertise, guidance on Intellectual Property, metadata schema • CCS supplies campus network and mass storage backup, support for some delivery applications (e-learning, portal, video streaming) ISC: May 5, 2004

8. Articles Preprints, e-prints Technical Reports Working Papers Conference Papers E-theses Audio/Video Datasets Statistical, geospatial Images Visual, scientific Teaching material Lecture notes, visualizations, simulations Digitized library collections Digital Stewardship @ UG Possible Institutional Repository Content ISC: May 5, 2004

9. Digital Stewardship @ UG Why Libraries? • Expertise • Large-scale collection management • Assessment/collection policies • preservation • Metadata • Solid business practices • Commitment • Long time frames • Fits with Libraries’ mission and historical role in society and within universities ISC: May 5, 2004

10. Digital Stewardship @ UG Why the U of Guelph Library? • Support from Hewlett-Packard • Research intensivity at U of Guelph • Role of Strategic Plan of the University and the Library in emphasizing the use of technology to support learning and research • Community demand • It’s the “right time” ISC: May 5, 2004

11. @ UG What is DSpace? A specialized type of digital asset management or content management system: it manages and distributes digital items, made up of digital files (or “bitstreams”) and allows for the creation, indexing, and searching of associated metadata to locate and retrieve the items. ISC: May 5, 2004

12. @ UG DSpace: • Infrastructure: • Open source software developed by MIT & H-P: it’s free! • Potential “LARGE” storage requirements • Java application, Unix environment • Built on top of open-source tools, such as: • the Apache Web server • Tomcat Servlet engine • postgreSQL relational database system. ISC: May 5, 2004

13. @ UG DSpace: • Open access philosophy • Inter operable with other software for specific applications (e.g. journal mgmt software, image database mgmt software) • Uses persistent identifiers, bitstream preservation ISC: May 5, 2004

14. @ UG DSpace: • Captures • Digital research material in any formats • Directly from creators (faculty, libraries, others) • Large-scale, stable, managed long-term storage • Describes • Descriptive, technical, rights metadata • Persistent identifiers • Distributes • Via WWW, with necessary access control • Preserves • Bitstream guaranteed ISC: May 5, 2004

15. MIT (developed with HP) Cambridge University Columbia University Cornell University University of Toronto University of British Columbia Université de Laval University of Washington … and many other universities @ UG Who’s Working with DSpace? ISC: May 5, 2004

16. @ UG Easy to Use • Easy to add content • Easy to browse and search content • Permanent identifier for your content ISC: May 5, 2004

17. @ MIT Submitting Content ISC: May 5, 2004

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25. Digital Stewardship @ UG Guelph pilot projects • Pathology image collection (learning objects repository) • Critical Studies in Improvisation (ejournal) • Other UG published scholarly reports, journals, books, etc. • Digitized unique Library resources: photographs, audio recordings, manuscripts, diaries, etc. ISC: May 5, 2004

26. Digital Stewardship @ UG Principles • Open access, community-built rather than centrally controlled • Facilitates communities rather than controls information • Complements existing scholarly publishing models, doesn’t replace • Requires serious sustainable institutional commitment because it will create expectations, dependencies ISC: May 5, 2004

27. Digital Stewardship @ UG Issues: • IR infrastructure planning and implementation: • IT hardware, software, system • Human expertise: technical (sys admin); service coordination & management • Development / Governance • Marketing ISC: May 5, 2004

28. Digital Stewardship @ UG Issues: • Choosing metadata (keywords, descriptions) that facilitates search and retrieval but isn’t overly labour-intensive • Choosing metadata appropriate to the community • Updating community’s content with new research or learning objects ISC: May 5, 2004

29. Digital Stewardship @ UG For more information… Go to: www.DSpace.org(MIT) www.carl-abrc.ca/frames_index.htm(CARL) • FAQs • articles on DSpace • case studies, business plans • policies and standards for scholarly communication, digital preservation … ISC: May 5, 2004