Creating an Institutional Repository

1. Creating an Institutional Repository http://library.caltech.edu/images/libguides/books.jpg Jessie Baldwin & Adrienne Fedyna IST 618, Prof. Raed Sharif

2. Outline • Introduction to Institutional Repositories (IR) • A look at IR evolution • Steps to create an IR • Needs and considerations • Examples of IRs • Advantages of IRs • Potential Issues • Summary • Resources

3. What is an Institutional Repository? • An Institutional Repository (IR) is a collection that organizes and circulates digital content. • The mission of an IR is to “collect, preserve, and make accessible the intellectual output of faculty and students.” (Source: Watterworth, p. 27)

4. What are they used for? • “Open access to research outputs” • “Supporting digital publishing initiatives” • “Aim for the preservations of content” • (OASIS, 2009) • They are also important for the management and dissemination of knowledge and are becoming popular vehicles for open access trends in academia. http://www.unipages.org/wp-content/uploads/2011/03/Syracuse-University.jpg

5. Why are IRs so important? • IRs provide a scholarly community with access to organized digital content. • Serves as digital preservation • Electronic records and digital files are becoming more and more prevalent. IRs provide order and access to these materials. • IRs are important for the “managing and dissemination of a university’s intellectual property as part of its information assets strategy.” (Source: Buehler, p. 383)

6. Facts & Statistics • In 2007, 55% of the Association of Research Libraries had operational IRs. • IRs are growing in numbers due to the rising costs of serial subscriptions and changes in technology. http://libraryassessment.org/bmpix/ARLhorizontal.gif (Sources: Watterworth, p. 25; Palmer, p. 143)

7. Stakeholders & Beneficiaries • Stakeholders consist of: • Users • Providers • Moderators of academic communications • Benefactors consist of: • University communities • Scholars http://libraryassessment.org/bmpix/ARLhorizontal.gif

8. Basic Characteristics (Source: Palmer, p. 149)

9. A Look at IR Evolution • For a fun view of the evolution of IRs, take a look at the following satire, The Genesis of Repository Policy: http://www.youtube.com/watch?v=pIcBlltRZWo

10. Steps for Creating an IR • Identify the need • Create a plan (assess need, research, budget, marketing, etc) • Establish policy • Implement the plan (software, collect content, etc.) • Assess & evaluate the success of the IR and make any necessary adjustments

11. Needs & Considerations • The following areas should be considered when creating an IR: • Policy Requirements • Technical Requirements • Financial Requirements • Copy Rights Issues • Content Organization & Formats • Importance of Metadata • User awareness and training

12. Policy Requirements • IR policy must support the following functions: • Preserve • Organize • Access • Distribution • When developing policy, it’s important to determine the evidence that would support the needs for an IR and the risk involved. (Source: McKelvy, p. 103)

13. Inclusive Policy • Inclusive policies detail which materials will be added to the repository (i.e., peer-reviewed works, faculty work, student work). • Deciding to enact an inclusive policy for the repository materials will guide the focus. (Source: Bankier, p. 247)

14. Technical Requirements • A variety of software & data management tools are needed. • Simple IRs can be created using Microsoft Sharepoint, spreadsheets, etc. • Technology is key to the success of an IR. http://www.computerrepair-nj.com/wp-content/uploads/2009/12/computer.jpg

15. News Gathering Software • News gathering software is required for the development of an IR. • Several main formats: (Source: Laxminarsaiah, p. 279 )

16. Software Requirements • Software must fit three criteria: • “Available as an open source license” • “Comply with the latest version of OAI metadata harvesting protocols,” as digital materials are organized by metadata.” • Currently available to the public http://thelatterrainmessage.com/Pics/cd_picture_2_22114238_std.gif (Source: Laxminarsaiah, p. 281)

17. IR Software Programs (Source: Laxminarsaiah, p. 281)

18. Financial Requirements • Financial requirements to consider: • Staff- People are needed to create & maintain the IR • Technology costs- software, programs, etc • Subscription costs- news gathering services • Maintenance costs- web service costs • A physical space is also recommended. This would allow for both community and individual ventures. (Source: McKelvy, p. 103)

19. Content Organization The Four Types of Content in an IR: • “institutionally defined • scholarly • cumulative and perpetual and • open and interoperable”  (Source: Genoni, 2004)

20. Content Organization (Source: Bankier, p. 248)

21. Formats The format depends on the type of collection. For example: • Newspaper clippings are saved in HTML format • Lectures and speeches are uploaded as Microsoft Word documents • Conferences are video captured in MPEG format • Government documents are uploaded in PDF format (Source: Laxminarsaiah, p. 285)

22. The Importance of Metadata Institutional Repositories are so diverse that having specific and correct metadata is crucial for finding specific articles accurately. http://www.searchengineoptimizationcompany.ca/img/Search-Engine-Marketing.jpg (Source: CARLABRC, 2002)

23. Metadata Since much of the software is operating with metadata, “getting the metadata right is fundamentally important for a repository.” http://www.ub.edu/bid/19royne3.jpg (Source: CARLABRC, 2002)

24. User Awareness & Training There are two kinds of jobs for creating and running an IR: • “Repository Manager- manages the ‘human’ side of the repository • including content policies, advocacy, user training and a liaison with a wide range of institutional departments and external contacts.” • “Repository Administrator- manages the technical implementation, customization and management of repository software • [also] manages metadata fields and quality, creates usage reports and tracks the preservation issues” (Source: OASIS, 2009)

25. Real-life Examples (Source: Watson, 2007)

26. Important Considerations An Institutional Repository… • Is a financial investment • Takes time and energy from staff • Has to be marketed properly in order to encourage use • Must be kept pertinent and current • Must be sure the need matches the IR type (Source: Zayac, 2011)

27. Advantages of IRs • Up to date and authoritative information • University libraries don’t have to repurchase articles published by their own faculty and student body • Preserves digital materials • Creating connections between individuals working in the same field

28. Summary • Establishing an IR is an efficient way to organize and preserve material. • IRs are useful when circulating a large amount of digital content. • A great source for open access materials. • Metadata is a building block to an IR. • IRs are increasing in numbers since they are more cost effective.

29. Resources Bankier, J., & Smith, C. (2010). Repository collection policies: is a liberal and inclusive policy helpful or harmful?. Australian Academic & Research Libraries, 41(4), 245-59. Retrieved from Library Lit & Inf Full Text database. Buehler, M. A., & Trauernicht, M. S. (2007). From digital library to institutional repository: A brief look at one library's path. OCLC Systems and Services, 23(4), 382-382-394. doi:10.1108/10650750710831529. CARLABRC. (2002). A guide to setting-up an institutional repository. Retrieved from http://www.carl-abrc.ca/projects/institutional_repositories/setup_guide-e.html. Genoni, P. (2004). Content in institutional repositories: a collection management issue. Emerald, 25, 300-306. doi: 10.1108/01435120410547968. Laxminarsaiah, A., & Rajgoli, I. U. (2007). Building institutional repository: An overview. OCLC Systems and Services,23(3), 278-278-286. doi:10.1108/10650750710776413.  McKelvy, D. (2011). Starting, strengthening, and managing institutional repositories. Journal of the Medical Library Association, 99(1), 102-102-103. Retrieved from http://search.proquest.com/docview/853647656?accountid=14214. OASIS. (2009). Establishing a repository. Retrieved from http://www.openoasis.org/index.php?option=com_content&view=article&id=161&Itemid=354. Palmer, C. L., Teffeau, L. C., & Newton, M. P. (2008). Strategies for institutional repository development: A case study of three evolving initiatives. Library Trends, 57(2), 142-142-167. Retrieved fromhttp://search.proquest.com/docview/220469335?accountid=14214. Watson, C.A. (2007). Carpe diem: establish an institutional repository for your organization. LLRX. Retrieved from http://www.llrx.com/features/institutionalrespository.htm. Watterworth, M. (2009). Planting seeds for a successful institutional repository: role of the archivist as manager, designer, and policymaker. Journal of Archival Organization, 7: 1, 24 — 32. Zayac, W. (2011). Issues of institutional repositories. The Atlas of New Librarianship. Retrieved from http://www.newlibrarianship.org/wordpress/?page_id=730. All images used in this presentation are credited below the image.