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ePrints.FRI – a case study

ePrints.FRI – a case study. Open Access: Maximising Research Impact in Sofia Sofia, 23 April 2009 Miha.Peternel@fri.uni-lj.si. FRI = Faculty of Computer and Information science. ePrints.FRI – a case study. 2. Overview. Context Content and activity Development Organization

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ePrints.FRI – a case study

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  1. ePrints.FRI – a case study Open Access: Maximising Research Impact in Sofia Sofia, 23 April 2009 Miha.Peternel@fri.uni-lj.si

  2. ePrints.FRI – a case study FRI = Faculty of Computer and Information science ePrints.FRI – a case study 2

  3. ePrints.FRI – a case study Overview • Context • Content and activity • Development • Organization • Service implementation • Submission policy • Integration • Success analytics • Challenges

  4. ePrints.FRI – a case study ePrints.FRI • ePrints.FRI is the publications database of the Faculty of Computer and Information Science, University of Ljubljana • It is based on open source ePrints with modifications • It is integrated into Open Archive Initiative indexer network • It was the first OAI archive in wider region • It is integrated into existing faculty web infrastructure • It has recently become official digital repository for all student theses

  5. ePrints.FRI – a case study Context ePrints.FRI is an effort of Faculty of Computer and Information Science There is a separate University Library Most of material is also catalogued in COBISS (metadata only)

  6. ePrints.FRI – a case study Goal Initial goal (volunteer effort, 2002) Provide a simple self-archiving tool for the laboratory supporting Open Archive Initiative (prof. Franc Solina) Try to deploy it Faculty-wide Revised goal (institutional effort, 2008) Fulfill national directive on thesis publishing Revise policies for digital publishing Try to provide single point of meta-data entry

  7. ePrints.FRI – a case study Overview of current contents(710 publications) 591 theses 473 diplomas 73 MSc theses 45 PhD theses 77 conference or workshop papers 32 articles 4 monographs 3 book sections 1 book 2 unclassified

  8. ePrints.FRI – a case study Overview of current deposit activity Almost exclusively theses only

  9. ePrints.FRI – a case study Current activity & age of publications Mostly theses Mostly papers

  10. ePrints.FRI – a case study Developmental phases ePrints 2 – 1 person effort Basic customization – less than 1 month Internal testing – 1 laboratory Dedicated server & multilingual debugging – 1 month ePrints 3 – institutional effort Organized process

  11. ePrints.FRI – a case study Developmental phases – ePrints 3 Institutional planning Metadata definition Customization Translation Staff education Testing Migration of existing publications from ePrints 2 Initial deployment Workflow facilitation Statistics

  12. ePrints.FRI – a case study Workgroup staff Workgroup manager: prof. Mira Trebar Software engineers (2) IT department representative Student office representative Library representative Linguist Plus occasional institutional representatives More student office & library personnel involved in final testing

  13. ePrints.FRI – a case study Chart: Institutional departments involved Workgroup staff dispersed over several departments

  14. ePrints.FRI – a case study Workgroup organization chart

  15. ePrints.FRI – a case study Developmental milestones Institutional commitment: December 2007 First workgroup meeting: January 2008 Test installation: April 2008 Metadata testing: May 2008 Institutional presentation: June 2008 Metadata migration, Testing: August 2008 Institutional deployment, Testing: September 2008 Public deployment: October 2008

  16. ePrints.FRI – a case study ePrints.FRI – 2008 revision

  17. ePrints.FRI – a case study Hosting IT department, Faculty of Computer and Information Science Platform: IBM server VMWare hosting multiple virtual servers Virtual Debian Linux server Backup Backup virtual server images Provided by IT department

  18. ePrints.FRI – a case study Service sustainability Printed instructions 4 student office staff educated 2 library office staff educated One ePrints administrator plus one support engineer One system administrator plus one support engineer Virtual server with full-system backup System, metadata and publications all backed up Technical support

  19. ePrints.FRI – a case study Technical support 1st level: IT department System engineer Support engineer 2nd level: involved technical staff ePrints software engineer Automation script engineer Network administrator

  20. ePrints.FRI – a case study Policy formulation and licensing Policy formulated to respect national laws and university workflow Two-track licensing Strict requirements for student theses Scientific papers self-published and checked on best-effort basis Legal paperwork prepared for students Students must sign papers submitting rights for electronic publishing

  21. ePrints.FRI – a case study Student submission Thesis work in printed form Thesis work in electronic form (PDF/DOC on CD) Metadata in electronic form (TXT/DOC on CD) Signed legal paperwork All of above submitted to student office before oral defense, so that announcement and publication proceed automatically

  22. ePrints.FRI – a case study Thesis submission workflow

  23. ePrints.FRI – a case study Workflow facilitation (1) Auto-complete names and titles from a database Avoids tedious ID lookups and related errors

  24. ePrints.FRI – a case study Workflow facilitation (2) Fill in standard fields Prepare links and fix them later

  25. ePrints.FRI – a case study Scientific submission Self-archived by author Electronic document in PDF form preferred Metadata in web forms Metadata and document validity checked by administrator on best-effort bases Returned to author or published No legal policy at the moment

  26. ePrints.FRI – a case study Publication HTML page

  27. ePrints.FRI – a case study System integration Web integration Thesis defense announcements Thesis details Links to content hosted in ePrints Information system integration Morning mails include thesis defense announcements Mentoring and committee participation statistics automated

  28. ePrints.FRI – a case study Web integration – defense announcements Generated by automation script from ePrints 3 XML

  29. ePrints.FRI – a case study Measuring and demonstrating success The first open archive in the wider region, quickly picked up by OAI indexers and big search engines Relatively quick deployment with NO serious glitches Attracted interest from other open-access projects (DRIVER) and faculties Access statistics: AWStats and Webalizer – general web access IRStats – repository specific Increased ability to monitor INTEREST and ORIGIN OF INTEREST for publications and subjects of publications

  30. ePrints.FRI – a case study Google ranking

  31. ePrints.FRI – a case study Visitor statistics (AWStats)

  32. ePrints.FRI – a case study IRStats Internet Repository Stats package integrates with ePrints database Simple interface, but still many bugs

  33. ePrints.FRI – a case study Visitor statistics (IRStats)

  34. ePrints.FRI – a case study Document downloads (IRStats)

  35. ePrints.FRI – a case study Top 10 publications

  36. ePrints.FRI – a case study Visitor statistics summary Publication dissemination about double the number of enrolled students PER MONTH Greatly increased promotion and dissemination of student theses Elevated practical status of thesis as a reference Most visitors arrive by search engines looking for general keywords

  37. ePrints.FRI – a case study Key challenges faced Translation and multi-language specific issues Terminology Missing ePrints language flexibility Missing OAI multilingual support Overcoming resistance to change 1 point data entry for student department Facilitators for data entry (auto-complete, workflow) System integration with existing web software: Ažur, Moodle Metadata set changed from ePrints 2 to ePrints 3

  38. ePrints.FRI – a case study Important unresolved issues Minor reliability problems: indexing, automated data transfer Legal policy for scientific publications Centralized archive provides little incentive for self-archiving If Google can find it, who cares about repository Automated integration with current and future national archives Goal: Enter metadata once, publish many times

  39. ePrints.FRI – a case study Thank you Any questions ? Miha.Peternel@fri.uni-lj.si

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