Ubrisa Training - January 2013

UBRISA

Patricia  Liebetrau  January  2013  University  of  Botswana  

What we will cover

4 key UBRISA processes

§  content selection – what goes in?

§  deposit process – who puts it in?

§  content management – looking after it

§  analysis – who is using it

What is an Institutional Repository (IR)?

An IR is a digital collection capturing,

preserving and disseminating the intellectual output of a single

university community

What content?

§  Output from academic staff

§  Research output from students

Output from academic staff

ScholarlyOutput Types

JournalsRefereed articles�

Non-refereed articles�

Miscellaneous

BooksAuthored

Edited

Chapters

ConferencesRefereed contributions

Non-refereed Contributions

Other significant output

Teaching Outputs

Presentations

Notes

Lectures

Open Online CourseV

Social media

Simulations

Images

Creative OutputsExhibitions

Curated installations

Creative writing

Reports

Published reviews�

Technical reports�

Policy reports�Media

reports�References�

Catalogue entries�

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UHSRUWV

ViewpointsEditorials

Letters

Opinions

SpeechesPlenary

Keynote

Special lectures

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Other OutputsArtefacts

Prototypes

Products

Software

Research output from UB students

§  Theses and dissertations

§  Research data

Networked environment

Ensure that nothing in UBRISA infringes your copyright law

What is copyright?

“A right granted by law to an author, designer or artist to prohibit others from copying or exploiting his or

her works in various ways without permission”

Managing Digital Collections p. 8

Reserved rights

§  Copyrighted resources (all rights reserved) which

require permission

§  Creative Commons Licenses (some rights reserved)

§  Public Domain (no rights reserved)

Degrees of rights

Public  domain      No  rights  reserved    

CreaAve  Commons        Some  rights  reserved    

Copyright        All    rights  reserved    

Intellectual  Property    

Copyright   Trade  Marks   Patents  

Degrees of rights

Public  domain      No  rights  reserved    

CreaAve  Commons        Some  rights  reserved    

Copyright        All    rights  reserved    

Copyright  protec3on  for  creators  of  ….  

§  Literary  works  §  Musical  works  §  ArAsAc  works  §  Cinematograph  films  §  Sound  recordings  

§  Broadcasts  §  Programme-­‐carrying  signals  §  Published  ediAons  §  Computer  programmes  

Degrees of rights

Public  domain      No  rights  reserved    

CreaAve  Commons        Some  rights  reserved    

Copyright        All    rights  reserved    

Public Domain

§  No rights reserved

§  Outside the Copyright Act

§  Resources > 50 years

§  50 years after the death of an author

§  Some government publications

Degrees of rights

Public  domain      No  rights  reserved    

CreaAve  Commons        Some  rights  reserved    

Copyright        All    rights  reserved    

Creative Commons http://creativecommons.org

§  Goal = overcome access barriers and encourage creative use and users

Creative Commons Licences

§  Retain some copyright §  Allow others to copy/distribute §  Attribution/Credit

§  License specifies §  Use/re-use §  Modify

§  Options: §  Public domain, Attribution, §  Share-alike, non-commercial...

§  Non-commercial purposes

The three layers

Create your licence

Copyright and deposit in UBRISA

§  Can deposit items in UBRISA only if

§  the author hold the rights and wants to deposit

OR §  the rights holder has given permission for deposit

§  Deposit in UBRISA still allows the author to publish elsewhere

Intellectual  Property    

Copyright   Trade  Marks   Patents  

Embargoes

§  Research registered as a pending patent development

§  Deposit thesis/research into UBRISA §  metadata made visible on UBRISA

§  Thesis is embargoed in UBRISA for a period of time

Checking copyright in the work

§  For each item ask who owns the copyright? §  Author? §  University? §  Publisher? §  Multiple authors?

Output from UB staff

Journal articles - versions

§  Pre-prints (Author’s version) §  a draft of an academic article or other publication before it

has been submitted for peer-review

§  Post-prints §  Final accepted manuscript, after peer-review, but before

publishers editing and typesetting

§  Publisher’s version §  PDF (or other version) with DOI or link to the publisher’s

website

Sherpa/Romeo http://www.sherpa.ac.uk/romeo/

What is RoMEO?

§  RoMEO is a searchable database of publisher's policies regarding the self- archiving of journal articles on the web and in Open Access repositories

§  Covers over 18,000 journals

Colour coding

What goes into the repository?

§  What is academic and scholarly?

§  [list of UB accepted content genres]

Roles, skills required?

§  Repository Manager §  Policy development, advocacy, liaison with stakeholders, team

leadership

§  Repository Administrator §  Managing metadata fields and quality, reports, statistics,

training clients

§  Technical services §  Customisation, software upgrades

§  General support §  Data entry and general tasks

Deposit process

§  Academic deposit process

§  [Workflow diagram]

§  Content Co-ordinator

§  [Workflow diagram]

§  Library deposit process

§  [Workflow diagram]

How is it organised?

Communities

Collections

Items

Communities in UBRISA

Concept: Authentication and Authorization

§  Two important concepts:

§  Authentication •  The process of establishing the identity of a user (eg LDAP)

§  Authorization •  The granting of privileges to a user to perform an action on a

resource

DSpace backend

§  DSpace security based on

§  Roles §  Responsibilities

§  e-People

§  Submitters

§  Quality assurers

Quality assurance

The role of the Library in ensuring quality in what is made available to a global audience

§  UBRISA website

§  Uploaded content

§  Metadata

§  Adding value

§  [workflow of institutional repository]

Google search return

Quality of uploaded content

§  All pages in the pdf

§  Cover page if required

Quality of metadata

§  Completeness

§  Consistency

§  Adherence to standards §  Added value

§  Copyright attribution

DC-qualified for Theses Metadata Tag Definition Title dc.title Name given to the resource

Subject dc.subject.LCSH Topic of the content of the resource

Description dc.description.abstract Abstract

Coverage dc.coverage Not used

Source dc.source Not used

Relation dc.relation Not used

Format dc.format MIME types (eg application/pdf)

Date dc.date.issued dc.date.available

Date on the title page Date available for embargoed theses

Resource type dc.type dc.type.qualificationlevel

Thesis Honours, Masters, Doctoral

Language dc.language Language of the intellectual content of the resource

Identifier dc.identifier Unambiguous reference to the resource within a given context: this is the object identifier or OID

Creator dc.creator Entity primarily responsible for making the content of the resource

Contributor dc.contributor.advisor Supervisors

Publisher dc.publisher.institution dc.publisher.department

Entity responsible for publishing the content of the resource

Rights management dc.rights Information about rights held in and over the resource

DC-qualified for other content Metadata Tag Definition Title dc.title Name given to the resource

Subject dc.subject.LCSH Topic of the content of the resource

Description dc.description.abstract Abstract

Coverage dc.coverage Geographical coverge

Source dc.source Reference to the book, journal, conference

Relation dc.relation Not used

Format dc.format MIME types (eg application/pdf)

Date dc.date.issued dc.date.available

Date on the title page Date available for embargoed research

Resource type dc.type Controlled vocabulary of content genres

Language dc.language Language of the intellectual content of the resource

Identifier dc.identifier Unambiguous reference to the resource within a given context: this is the object identifier – DOI, handle

Creator dc.creator Entity primarily responsible for making the content of the resource

Contributor dc.contributor Contributors

Publisher dc.publisher Entity responsible for publishing the content of the resource

Rights management dc.rights Information about rights held in and over the resource

Quality assurance

§  Consistency

§  Adherence to standards

§  Completeness

DSpace users

§  User accounts are required in order to grant privileges to different users

§  If not logged in, you are considered to be an anonymous user

§  If you have a user account, rights and roles can be granted to you to allow you to interact with Dspace

§  Some users will be ‘administrators’ and have access to all functions in DSpace

Rights

§  New users (e-people) have no rights

§  They have to be granted rights and roles

DSpace groups

§  Combine users into logical groups §  Assists with the management of users §  Assign privileges to groups not individuals §  Groups can be members of other groups

§  For example…. §  Computer Science staff group §  Faculty staff group §  All staff group

Item submissions

§  A typical submission: §  Choose a collection to submit to §  Answer some initial questions §  Enter some metadata §  Upload some files §  Verify the submission §  Agree to the deposit licence

RSS feeds

§  RSS feeds §  Site level (all new items) §  Community level (new items in all contained collections) §  Collection level (new items in that collection)

§  Can be read in modern web browsers §  Can be subscribed to in news reader software

Alerts

§  Alerts §  Created by users §  Created for a collection §  Emails sent each day for new items §  Script must run daily:

•  [dspace]/bin/sub-daily

Collecting DSpace statistics

§  Statistics available from DSpace §  Set up DSpace server for daily statistics à reports (daily/

monthly)

§  Access statistics by adding ‘/statistics’ to the end of the Dspace URL

§  Can be made private (must be logged in) or public

What statistics do you get?

§  General overview metrics §  Numbers of items in repository; numbers of users

§  Archive §  List of how many of each type

§  Item views §  List of items and downloads of each

§  Actions §  Actions (eg browse) and numbers of each

§  Search terms §  Search terms used

Google statistics

§  More detailed statistics –

§  Geographic location of users §  Mobile phone access §  Search engine terms to find items §  Time spent on the site §  Graphic (visual) representation of usage

§  Requires Javascript

http://www.google.com/analytics/

Mobile users statistics

Location of users

Register on OpenDOAR http://www.opendoar.org/

Repository Rankings http://repositories.webometrics.info/en

World University Rankings Times Higher Education (THE)

This work was carried out with the aid of a grant from the International Development Research Centre, Ottawa, Canada

§  Thanks to Yvonne Sing Min for the Scholarly Output Types graphic §  Thanks to Henry Trotter for the slide on Output from UB staff