Gaining Content experiences at the University of Southampton Pauline Simpson Head of Information Services Southampton Oceanography Centre OdinPubAfrica.

Gaining Content experiences at the University of

Southampton

Pauline SimpsonHead of Information Services

Southampton Oceanography Centre

OdinPubAfrica Training LUC Belgium 23-24 Feb 2005

OdinPubAfrica, Belgium 23-24 Feb 2005 2

The Big C’s of Institutional Repositories

• Culture - Open Access, discipline

• Care - Management, administration policies etc

• Content– Probably the most difficult aspect

• Discuss the barriers

technical, organisational and cultural


Culture• In an ideal world all research should be freely available,

but :– Majority of research output through journal publications– Journals available on subscription– Restricts access– Crisis in scholarly communication

• A vicious circle:– Researchers write papers for journals (free or page charges)– Researchers transfer copyright to publishrs (free)– Researchers on editorial boards (free)– Researchers are reviewers (free)

• Libraries pay huge subscriptions to publishers to access the paper and organizations pay more than once : subscription, photocopying license and study packs

– Or possibly cannot afford the subscription


Solutions

2 complementary routes to Open Access to Research• freely accessible, more visible,

immediately, free at the point of use

• Open access publishing– model – author pays = OA– no payment = subscription

• Open access repositories (open archives)– Author deposit of full text of articles, conference papers, reports,

theses, learning objects, multimedia etc. - Scoped by need – – Journal articles = post refereed pre-published version deposited

in IRs or subject based repositories


? Why INSTITUTIONAL Repositories

• Subject or project repositories often linked to an individual or a group – can be transitory - collection at risk eg. Paul Ginsparg

• Institutions take responsibility for– Centralising a distributed activity– Framework and Infrastructure– Permanence that can sustain changes– Stewardship of Digital assets– Preservation– Provide central digital showcase for the research,

teaching and scholarship of the institution


Gaining Content – how to start

• Advocacy Policy defined• Medium to Long Term support required

• Person must be• Sensitive to organizational culture and background• Enthusiasm• Presentation and debating skills


Advocacy Strategy

‘if you build it they will come’ Costner: Field of dreams

** Early institutional e-Print archives have had problems with acquisition of content possibly because of self archiving protocol and discipline culture


Advocacy Methods

• Institutional Repository (e-Print archive)

• Advocacy web site – about the IR • Briefing paper to management• Literature e.g. leaflets, posters• Institutional magazines – contribute

articles• Presenting at departmental

meetings and university committees

• Informal opportunities – coffee /lunch etc

• Special advocacy events arrange• Identify champions/exemplars• One to one with researchers


Working with Management

• Advocacy/solutions more effective when you know the background and tailor to suit

• Begin with initial knowledge of some areas of a large organization – obtain an organogram of your centre, find out who are the key people in your organization

• Management policy – mandatory?

• Identify a management champion


Example of organogram

Helen SuddabyLibrary Ass’t

Band 8 p/tMonks Wood

Dee GallifordLibrary Ass’t

Band 8 p/tWallingford

Margaret LangranLibrary Ass’t

Band 8 p/tDorset

Alison OddsSite Librarian

Band 8 p/tBanchory

Colin FotheringhamSite Librarian

Band 8Edinburgh

Olive JollyLibrary Ass’t

Band 8 p/tWindermere

Jackie CooperSite Librarian

Band 8 p/tBangor

Jeanette CowardLibrary Ass’t

Band 8 p/tLancaster

Pam MoorhouseInformation Service

LibrarianBand 7

Monks Wood

Stephanie SmithSite Librarian

Band 7Dorset

Celia CookStaff Publications

Band 7 p/tLancaster

Adrian SmithSite Librarian

Band 6Wallingford

Ian McCullochElectronic Services Manager

Band 6Lancaster

Steve PrinceHead of Library Services

Band 5Edinburgh

Chris WilsonSite Librarian

Band 7 p/tOxford

CEH Library Services (Jan 2005)


Working with researchers

• Bottom up versus top down dissemination– What level do you want to influence?

• Key ingredient - exploration of web sites and discussions


Department Total number of publications listed on Web

Full text on Web

Percentage of Publications with full text

Faculty of Law, Arts and Social Sciences

Archaeology 252 2 1%

English 243 3 1%

Modern Languages 160 0 0%

Music 280 5 2%

Politics 138 6 4%

Economics 357 89 25%

Maths Education 170 34 20%

Faculty of Medicine, Health and Life Sciences

Biology 796 24 3%

Medicine 1603 247 15%

Health Professions and Rehabilitation Sciences 332 0 0%

Nursing and Midwifery 439 0 0%

Faculty of Engineering, Science and Mathematics

Chemistry 1128 111 10%

Electronics and Computer Science 7008 866 12%

Mathematical Studies 849 310 37%

Ocean Circulation and Climate Group, SOES 286 9 3%

James Rennell Division, SOC 792 68 9%

Sampling of researchers web pages – assessing current practice


Next Strategies

• Contacting staff already making papers available on personal web sites

• Journal approach eg. Nature

• Publisher approach

• Importing from existing publications databases

• Depositing Legacy collection of the centre


Exercise (for 20 minutes)

• Is there an organogram of your Centre– On the web or who will you ask for this?

• Survey your researchers web pages and set up a spreadsheet of statistics– For your survey, will you assess individuals or by research

group?


Barriers • What’s in a name

• For author self deposit –– Server must be responsive– Interface must be aesthetically pleasing– Software must be easy to use - navigation– Deposit process – conversion tools – On screen help – offer to help with metadata

Creation

• What is your policy – will you create metadata and deposit full text?


Old document types Rationalised document types


On Screen help


Addressing authors concerns

• Work load – (central bureacracy, new systems to learn (change overload), file format conversion)– Assisted submission – the library will do it! (medium term)

• Quality control – loss of peer review. • Authors continue to submit articles to high impact traditional

journals and also contribute to e-print archives

• Undermining the status quo– Some editors paid by publishers– Reputations made within the present system– Dislike of anti-publisher stance– Self archive complements status quo


Addressing authors concerns

• Visibility – compared with web pages– Global search engines now index - Google

and Google Scholar • Ingelfinger rule - prior publication

– Publishers gradually changing (AGU)• Authentication – probity (Life Sciences)

– Many projects addressing this need• Preservation

– Implicit, Secure storage, migration• Copyright!


Persuading staff to deposit content

• Depositing content in the repository will make it more accessible and therefore more visible

• If other institutions do the same this will mean greater access to more of the published literature

• Issues relating to scholarly communications crisis

• Positive slant important


Benefits of an Institutional Repository

• Provides Institutional information asset management• Defines Institutional sources of research• Identifies Institutions value to funding sources• Raises the profile of the Institution• Institutional research more visible, more impact and

available in electronic form – cited more (Lawrence: Nature)

• Contributes to national and global initiatives which will ensure an international audience for Institution’s latest research.

• (Other universities are developing their own archives which, together, will be searchable by global search tools)


Why researchers should deposit content• To make their research more visible and available in electronic form

• To promote their work and that of other academics within your community

• • To use it as a secure store for your research publications - which can help you to respond to the many requests for full text and publication data

• • To contribute to national and global initiatives which will ensure an international audience for your latest research (other universities are developing their own archives which, together, will be searchable by global search tools)


Benefits to researchers

• Wide dissemination – papers more visible– cited more

• Rapid dissemination• Ease of access • Cross-searchable• Value added services

– hit counts on papers– personalised publications lists– citation analyses


Benefits to Organization and Researchers

• Secure storage of publications– including also theses and

dissertations, technical reports

• Links to projects and web pages• Research reporting• Interdisciplinary research

• Organization’s profile• Discipline visibility• Researcher profile• Full text content

freely accessible• link to learning and

teaching• Increased citations

Articles freely available online are more highly cited. For greater impact and faster scientific progress, authors and publishers should aim to make research easy to access

Nature, Volume 411, Number 6837, p. 521, 2001 Steve Lawrence “Online or Invisible?”


Creating Exemplars

• Helping individuals with their CV – potential for additional tailoring

• Developing visibility aids for individuals and ‘schools’

• Updating home page and group research pages• Interdisciplinary work – saving deposit time• Value added information


Value added services you can offer

• Metadata enhancement

– E-journal URL– URL for conference– ISBN– Abstract cut and paste

– Metadata quality check


Real benefit of adding a link to your web page – auto update


Secure storage and visibility – branding


ODINPubAfrica – need Organization logos - Branding


Advertising research – by web site and screen at entrance


Is my paper there?


Hot off the screen!


Linking to bookseller – ‘search inside’ bonus


Interdisciplinary research – enter once only


Benefit of high profile in ODINPubAfrica – Google and Google Scholar ………..


Global open archive search – OAIster http://oaister.umdl.umich.edu/o/oaister


IAMSLIC Marine Science Harvester

Marine Science Institutional e-Print repositories

IAMSLIC Marine Science e-Print Service

Harvester (General)

Regional e-Print Repository

OdinPubAfrica

ArXiv (Atmos & Oceanic Physics)

User

searching

OAI-PMH


Summary Gaining content

– Departmental and library champions– Outreach: workshops and publicity material– All-inclusive policy – research output, researchers– Ownership by views with institutional support – Copyright transfer advice and deposit agreement

Ideas for Incentives– Export to:

Webpage, personal bibliographic software– Enhanced metadata = complete citations – File conversion software– Opportunity for enhanced versions– Secure and curated storage– One input to supply publications output for a variety of requirements

Community partnerships– Service departments (IT, Legal), Researchers


Gaining Content

• Range of strategies necessary – no single solution


Learning & Teaching workflows

Research & e-Science workflows

Aggregator services: national, commercial

Repositories : institutional, e-prints, subject, data, learning objects

Data curation: databases & databanks

Institutional presentation services: portals, Learning Management Systems, u/g, p/g courses, modules

Validation

Harvestingmetadata

Data creation / capture / gathering: laboratory experiments, Grids, fieldwork, surveys, media

Resource discovery, linking, embedding

Deposit / self-archiving

Peer-reviewed publications: journals, conference proceedings

Publication

Validation

Data analysis, transformation, mining, modelling


Deposit / self-archiving

Learning object creation, re-use

Searching , harvesting, embedding

Quality assurance bodies

Validation

Presentation services: subject, media-specific, data, commercial portals


Linking

Vision for the futureVision for the future


Exercise

• In two groups

• Design an

ODINPubAfrica leaflet or poster

Gaining Content experiences at the University of Southampton Pauline Simpson Head of Information Services Southampton Oceanography Centre OdinPubAfrica.

Documents

subscription slide

centre slide

cultural slide

discipline culture slide

management champion

example of organogram

current practice slide

publishrs free researchers