2. What we will cover
Repository Structure
Intro to metadata
Users and groups
Item submissions
Workflows
Copyright issues and embargos
RSS, Statistics
Information Management (eg controlled vocabularies)
Building UNAM context ie how to structure the IR for your
own purposes, your users and groups
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. 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.
12. What is it for?
Make University’s intellectual (research) output visible
Facilitate global access
Especially in geographically remote environments
Why based in the Library?
Skills in information management, dissemination and access
University rankings
15. Important elements of IRs
Institutionally defined
Scholarly and research purposes
Cumulative and perpetual
Open and interoperable
16. Many levels of repositories
Institutional repository
Research output from an individual institutions
• UKZN, DUT, Rhodes, Wits, Stellenbosch, Pretoria
National repository
Research output from several individual institutions
• NRF NETD project (SA)
• ETHOS (UK)
International repository
Research output from several national repositories
• DRIVER
17. Implementation
STRUCTURED APPROACH – not ad hoc
Develop policies
Metadata for storage/presentation
Digital document identifiers (DOI’s) = handles
Author permissions and license agreements
Submission guidelines (staff and students)
Submission software training
Marketing concept to depositors – advocacy efforts
25. How is it organised?
Communities
Collections
Items
26. Example Structures
Structures may be based around organisational
units:
Community Collections Items
Department Research Groups Items
Department Item Type Items
Faculty Schools Items
Source: The DSpace course
30. UNAM repository structure
DISCUSSION
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. 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
33. Dublin Core Metadata
Title Creator
Subject Publisher
Description Contributor
Language Rights
Source Date
Relation Format
Coverage Identifier
Type
34. 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 Date on the title page
dc.date.available Date available for embargoed theses
Resource type dc.type Thesis
dc.type.qualificationlevel 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 Entity responsible for publishing the content of the
dc.publisher.department resource
Rights management dc.rights Information about rights held in and over the resource
36. Checklist for Theses metadata
Checklist for DC‐qualified metadata for Theses
Controlled
Metadata Tag Definition Mandatory Repeatable Vocab
Title dc.title Name given to the resource Yes No No
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 Date on the title page
dc.date.available Date available for embargoed theses
Resource type dc.type Thesis
dc.type.qualificationlevel Honours, Masters, Doctoral
Language 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 OID
Creator dc.creator Entity primarily responsible for making the content of
the resource
Contributor dc.contributor.advisor Supervisors
Publisher dc.publisher.institution Entity responsible for publishing the content of the resource
dc.publisher.department
Rights management dc.rights Information about rights held in and over the resource
37. Standards
International standards
Date YYYY-MM-DD
Surname, first name or First name, Surname
Metadata (DC-qualifief/ETDMS)
MIME types
• application/pdf
• audio/mpeg
• video/mp4
39. 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
41. 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
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. 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
46. Openness
Open source
software where the source code is available for modification
Open standards
Specifications
De facto standards
Open access
access to resources made available without fees or cost
47. Degrees of openness
Copyrighted resources (all rights reserved) which
require permission
Creative Commons Licenses
Public Domain
48. Degrees of openess
Public Creative Copyright
domain Commons
No rights Some All rights
reserved rights reserved
reserved
49. Degrees of openess
Public Creative Copyright
domain Commons
No rights Some All rights
reserved rights reserved
reserved
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
61. 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
62. Alerts
Alerts
Created by users
Created for a collection
Emails sent each day for new items
Script must run daily:
• [dspace]/bin/sub-daily
63. Collecting DSpace statistics
Statistics available from DSpace
Set up DSpace server for daily statistics 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
64. 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
65. 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