DSpace Training Presentation

You  can see the slide show here 

1. 1. Building an Institutional RepositoryPatricia LiebetrauOctober 2012University of Namibia
2. 2. What we will coverRepository StructureIntro to metadataUsers and groupsItem submissionsWorkflowsCopyright issues and embargosRSS, StatisticsInformation Management (eg controlled vocabularies)Building UNAM context ie how to structure the IR for yourown purposes, your users and groups
3. 3. Doing things differently….
4. 4. What is an Institutional Repository (IR)? An IR is a digital collection capturing, preserving and disseminating the intellectual output of a single university community
5. 5. Institutional repository“A university-based institutional repository is a set of services that a university offers to the members of its community for the management and dissemination of digital materials created by the institution and its community members.It is most essentially an organisational commitment to the stewardship of these digital materials, including long-term preservation where appropriate, as well as organisation and access or distribution.”Clifford A. Lynch. Institutional Repositories: Essential Infrastructure for Scholarship in the Digital Age ARL, no. 226 (February 2003): 1-7.
6. 6. What content?Research output from academic staffResearch output from students
7. 7. Research output from University staff Academic research papers Journal articles Research data sets Conference papers
8. 8. Research output from University students Theses and dissertations Research data
9. 9. Repository structureWhat is a repository?What is it used for?What goes into the repository?Software required?Skills required?
10. 10. Easy to find resources(1) “Beasts of Berlin” paper(2) “Communal land and tenure security” thesis
11. 11. IRs require…..Defined needsDefined purposesDefined users
12. 12. What is it for?Make University’s intellectual (research) output visibleFacilitate global access  Especially in geographically remote environmentsWhy based in the Library? Skills in information management, dissemination and accessUniversity rankings
13. 13. IRs in Africa
14. 14. World University RankingsTimes Higher Education (THE)
15. 15. Important elements of IRsInstitutionally definedScholarly and research purposesCumulative and perpetualOpen and interoperable
16. 16. Many levels of repositoriesInstitutional repository  Research output from an individual institutions • UKZN, DUT, Rhodes, Wits, Stellenbosch, PretoriaNational repository  Research output from several individual institutions • NRF NETD project (SA) • ETHOS (UK)International repository  Research output from several national repositories • DRIVER
17. 17. ImplementationSTRUCTURED APPROACH – not ad hocDevelop policiesMetadata for storage/presentationDigital document identifiers (DOI’s) = handlesAuthor permissions and license agreementsSubmission guidelines (staff and students)Submission software trainingMarketing concept to depositors – advocacy efforts
18. 18. Software requiredPre-packaged open source software E-Prints D-Space – most commonly used in Africa
19. 19. Repository software
20. 20. D-Space diagram
21. 21. D-Spacehttp://www.dspace.org
22. 22. DSpace technical guides
23. 23. DSpace layout
24. 24. UNAM DSpacehttp://repository.unam.nahttp://digital.unam.na
25. 25. How is it organised?Communities Collections Items
26. 26. Example StructuresStructures may be based around organisationalunits:Community Collections ItemsDepartment Research Groups ItemsDepartment Item Type ItemsFaculty Schools Items Source: The DSpace course
27. 27. CommunitiesHighest level  Submitters  UsersRepresents institutional structure  Colleges  Schools  DepartmentsMetadataPermissionsWorkflows
28. 28. CollectionsHierachical structure  Represents a collection within a communityOne community may have many collections
29. 29. ItemsEach item has several parts  Metadata  Items for upload
30. 30. UNAM repository structureDISCUSSION What will your repository structure look like? Who will create Communities and Collections?  Requires administrative rights Who will have rights to submit items to Collections? Who will quality assure submissions?
31. 31. Roles, skills required?Repository Manager  Policy development, advocacy, liaison with stakeholders, team leadershipRepository Administrator  Managing metadata fields and quality, reports, statistics, training clientsTechnical services  Customisation, software upgradesGeneral support  Data entry and general tasks
32. 32. Metadata
33. 33. Dublin Core MetadataTitle CreatorSubject PublisherDescription ContributorLanguage RightsSource DateRelation FormatCoverage Identifier Type
34. 34. DC-qualified for ThesesMetadata Tag DefinitionTitle dc.title Name given to the resourceSubject dc.subject.LCSH Topic of the content of the resourceDescription dc.description.abstract AbstractCoverage dc.coverage Not usedSource dc.source Not usedRelation dc.relation Not usedFormat dc.format MIME types (eg application/pdf)Date dc.date.issued Date on the title page dc.date.available Date available for embargoed thesesResource type dc.type Thesis dc.type.qualificationlevel Honours, Masters, DoctoralLanguage dc.language Language of the intellectual content of the resourceIdentifier dc.identifier Unambiguous reference to the resource within a given context: this is the object identifier or OIDCreator dc.creator Entity primarily responsible for making the content of the resourceContributor dc.contributor.advisor SupervisorsPublisher dc.publisher.institution Entity responsible for publishing the content of the dc.publisher.department resourceRights management dc.rights Information about rights held in and over the resource
35. 35. ElementsMandatory?Optional?Repeated?Controlled vocabulary?
36. 36. Checklist for Theses metadata Checklist for DC‐qualified metadata for Theses Controlled Metadata Tag Definition Mandatory Repeatable VocabTitle dc.title Name given to the resource Yes No  NoSubject dc.subject.LCSH Topic of the content of the resourceDescription dc.description.abstract AbstractCoverage dc.coverage Not usedSource dc.source Not usedRelation dc.relation Not usedFormat dc.format MIME types (eg application/pdf)Date dc.date.issued Date on the title page dc.date.available Date available for embargoed thesesResource type dc.type Thesis  dc.type.qualificationlevel Honours, Masters, DoctoralLanguage dc.language Language of the intellectual content of the resource Unambiguous reference to the resource within a given context: this is Identifier dc.identifier the object identifier or OIDCreator dc.creator Entity primarily responsible for making the content of the resourceContributor dc.contributor.advisor SupervisorsPublisher dc.publisher.institution Entity responsible for publishing the content of the resource dc.publisher.departmentRights management dc.rights Information about rights held in and over the resource
37. 37. StandardsInternational standards  Date YYYY-MM-DD  Surname, first name or First name, Surname  Metadata (DC-qualifief/ETDMS)  MIME types • application/pdf • audio/mpeg • video/mp4
38. 38. Quality assuranceConsistencyAdherence to standardsGuidelinesTraining is consistent
39. 39. DSpace usersUser accounts are required in order to grant privileges todifferent 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
40. 40. RightsNew users (e-people) have no rightsThey have to be granted rights and roles
41. 41. DSpace groupsCombine users into logical groups  Assists with the management of users  Assign privileges to groups not individuals  Groups can be members of other groupsFor example….  Computer Science staff group  Faculty staff group  All staff group
42. 42. 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
43. 43. Item submissionsA 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
44. 44. Register, login, submit
45. 45. Copyrights, embargoes etcWho owns copyright of …. Theses (university/student) Journal articles (accepted version/publisher version) Conference Papers (published proceedings) Lecture presentations (university/lecturer) Pending patents - embargo
46. 46. OpennessOpen source  software where the source code is available for modificationOpen standards  Specifications  De facto standardsOpen access  access to resources made available without fees or cost
47. 47. Degrees of opennessCopyrighted resources (all rights reserved) whichrequire permissionCreative Commons LicensesPublic Domain
48. 48. Degrees of openessPublic  Creative  Copyrightdomain Commons No rights  Some  All  rights reserved  rights  reserved  reserved 
49. 49. Degrees of openessPublic  Creative  Copyrightdomain Commons No rights  Some  All  rights reserved  rights  reserved  reserved 
50. 50. 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
51. 51. Intellectual PropertyCopyright Trade Marks Patents
52. 52. Intellectual Property Copyright Trade Marks Patents
53. 53. Copyright protection for…. Literary works  Broadcasts Musical works  Programme‐carrying signals Artistic works  Published editions Cinematograph films  Computer programmes Sound recordings
54. 54. SHERPAhttp://www.sherpa.ac.uk/
55. 55. Sherpa/Romeohttp://www.sherpa.ac.uk/romeo/
56. 56. Degrees of openessPublic  Creative  Copyrightdomain Commons No rights  Some  All  rights reserved  rights  reserved  reserved 
57. 57. Public DomainNo rights reservedOutside the Copyright Act No 98 of 1978 (in South Africa)Resources > 50 years (in South Africa)
58. 58. Degrees of openessPublic  Creative  Copyrightdomain Commons No rights  Some  All  rights reserved  rights  reserved  reserved 
59. 59. Creative Commonshttp://creativecommons.org
60. 60. Creative Commons Licences Retain 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
61. 61. RSS feedsRSS 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 browsersCan be subscribed to in news reader software
62. 62. AlertsAlerts  Created by users  Created for a collection  Emails sent each day for new items  Script must run daily: • [dspace]/bin/sub-daily
63. 63. Collecting DSpace statisticsStatistics available from DSpaceSet up DSpace server for daily statistics  reports(daily/monthly)Access statistics by adding ‘/statistics’ to the end of theDspace URLCan be made private (must be logged in) or public
64. 64. What statistics do you get?General overview metrics  Numbers of items in repository; numbers of usersArchive  List of how many of each typeItem views  List of items and downloads of eachActions  Actions (eg browse) and numbers of eachSearch terms  Search terms used
65. 65. Google statisticsMore 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
66. 66. http://www.google.com/analytics/
67. 67. Mobile users statistics
68. 68. Location of users
69. 69. Register on OpenDOARhttp://www.opendoar.org/
70. 70. Repository Rankingshttp://repositories.webometrics.info/en
71. 71. This work was carried out with the aid of a grant from theInternational Development Research Centre, Ottawa, Canada