Institutional Repository(IR) : Digital Commons from ProQuest

Daniel Kim

Area Sales Manager, Korea-Taiwan

Agenda

• Definition – What is an Institutional Repository?

• Background – Benefits to the researchers, universities and academic communities

• ProQuest’s Institutional Repository Offering – Digital Commons

• Digital Commons features / How Digital Commons works

The Science and Technology Committee of the House of Commons Report made suggestions to HE in the UK for IRs<July 20, 2004>

It recommends that all institutions set up a repository on which all its published output can be stored and from which it can be read, free of charge, online

Key Issues on the report

• The shift in publishing model from print to open access

• Accessibility of research

• Copyright laws for author papers, patents, journal publishers and how this affects open access

• Cost of journal provision vs. declining library budget

• Self-Archiving : Copyright issues, set-up costs and maintenance costs, providing permanent archive of digital objects

• The report criticises the government for failing to respond to the issues surrounding scientific publications

IR Definitions and Related Terminologies(1)

• Open Access (OA)• Made publicly available without restriction• Caused by confluence of increasing subscription prices and

decreasing library budgets

• OA Publishing• Pay to Publish - charges a fee to authors (or libraries or

universities), then makes the article (typically in a journal) freely available

• Self-Archiving• Placing a copy of an article in an institutional repository or

personal website.• Could be an OA Journal article, but not necessarily

IR Definitions and Related Terminologies(2)

• OAI-PMH (shortened to OAI)• Protocol that allows services to “crawl” repositories and extract metadata

• OAISTER• U of Michigan Service that crawls OAI-compliant IRs and makes them

cross-searchable

Institutional Repositories

• Institutional Repositories (IR): “Digital collections that preserve and provide access to the intellectual output of an institution.”** Raym Crow The case for institutional repositories: a SPARC position paper. 2002.

• IRs might contain:• ‘Pre-prints’ (pre-refereed papers)• ‘Post-prints’ (post-refereed papers)• Non-static resources (e.g., sound and video files)• Conference papers• Book chapters• Reports• Journals• Presentations• Etc.

Journal Publishers & IRs

• Preprints• Approx 83%* of journals allow preprint publishing in IRs• Elsevier does not consider IR preprints “prior submissions”**

• Post-prints• Elsevier now allows posting of post-print articles in IRs**• Approx 69%* of journals allow post-print publishing in IRs

(estimated post Elsevier decision)• Digital Commons can accommodate status change from pre-print

to post print without having to repost file• Browsable by content type (e.g., post-prints)

• Publisher Acceptance of IRs is rapidly increasing

*Statistics gathered from RoMEO, accessed 7/2/04 at http://www.ecs.soton.ac.uk/~harnad/Temp/Romeo/romeosum.html

**Elsevier’s author rights policies at http://www.elsevier.com/authored_news/corporate/images/LCP104BFinal.pdf

Populating IRs

• Electronic Theses & Dissertations• ProQuest will populate in Digital Commons• Senior theses and similar non-published works make excellent

candidates for an IR

• Journal Articles (preprint & post-print)• Develop a policy requiring IR publishing of articles, where

acceptable to journal publisher• When surveyed, only 3% of authors would not archive, given a

policy requiring archiving*

*JISC/OSI Author Survey, p57: http://www.jisc.ac.uk/uploaded_documents/JISCOAreport1.pdf

Purpose of IRs

• Institutional Repositories serve three constituencies:

• The university• The university researcher• The research community

The University

• Facilitates information liberation - an ability to offer rich content that has historically been hard to share

• Can manage and showcase institutional information assets (articles, working papers, etc.) under one site

• Facilitates world wide readership leading to an increase in the profile and prestige of the institution

• Can stake or further a leadership claim in a specific subject area• Demonstrates to funding bodies (e.g. institutes and centres) the breadth

and depth of output from a university• Institution viewed as forward thinking and contributing toward

publishing paradigm shift

The University Researcher

• Enjoys wide dissemination of content• Papers are more visible• Paper are cited more

• Facilitates rapid dissemination of content• Creates ease of access for peer group• Produces a community of faculty actively engaged with a

worldwide audience of fellow researchers

The Research Community

• ‘Frees up’ the communication process through the ability to view material that was previously unavailable or difficult to find

• Improves access to content for individuals who may not have

had access

• Is able to speed innovation due to free information sharing

The Digital Commons Resource Overview

“Digital Commons @ (Name of Institution)”

• Digital Commons is ProQuest’s Institutional Repository offering, powered by bepress

• “Digital Commons” conveys a central meeting place at a University

• It is broadly defined to allow an institution to customize its IR offering

Universities and Digital Commons

• With Digital Commons, institutions have:• A ready made, customizable set of tools that allows a

university to publish its own material for a world-wide audience

• Immediately available – avoids potential of costly internal development

• Can be used by any / all departments• Specific content to be placed in repository will be

determined by each institution• Priced to fit university’s budget

Digital Commons Feature Set (1)

• Acceptance of a wide variety of publication types (e.g., articles, preprints, monographs, reports)

• Automatic conversion of documents to PDF• Ability to publish previously digitized content

• ProQuest does not manufacture content, but will assist with identifying preferred vendors

• Ability to publish non-static resources such as sound and video files, data sets, and executables

• Peer-review module• Full-text searching

Digital Commons Feature Set (2)

• Personalized email notification of newly published content• Saved Searches• Browsing by date or author• Access/subscription control• Customized controlled-vocabulary picklists for data entry• Branded publication sites for participating research units• Customized document cover pages and headers / footers• Generate bibliographies via export to EndNote• Flexible document hierarchy

Digital Commons Feature Set (3)

• Automated email interface between author and publication administrator

• Usage statistics at the publication and paper level• Monthly readership statistics emailed to authors• “Push” email capabilities• OAI compliant – documents can be immediately found in Google and

other web search engines• Data exporting as XML• Data transfer to third party indexing services• Ability to publish HTML• Ongoing development and support based on customer feedback

• Increased visibility of research

• OAI and the “Google”-ing of research

• Increased profile for department

• Usage statistics

• Software that is easy to use and saves time and resources

• No need to rely on local IT or technology

• Institution can focus on outreach to departments and faculty, rather than on technology / development

Digital Commons: Benefits

1. Paper is uploaded by author or administrator (all hosting is done by ProQuest/bepress)

2. Paper is converted to PDF, if necessary

3. Paper is approved by administrator, or sent back for edits

4. “One-click” publishing upon approval

5. Associated files (sound, video, data sets, executables) may be published and archived with the paper

Digital Commons: How It Works

Digital Commons: How It Works (2)

6. Repository and research unit pages are immediately updated

7. Paper may be discovered immediately through unique paths (e.g., center’s publication site and repository search page)

8. Interested parties received tailored notification

Digital Commons and Dissertations

• Dissertations can be integrated into Digital Commons site

• Citations and 24 page previews will be permanently available in Digital Commons

• Full Text will be free on campus, purchase outside of campus (i.e. Current Research @ model)

• ProQuest has a new service to archive and present retrospective theses and dissertations – Digital Archiving and Access Program

Implementing Digital Commons

• Initial implementation of Digital Commons is straightforward

• Account set up can be completed in a few hours (logos and names of departments need to be provided, etc.)

• University will identify 2 contacts who will be liaison with ProQuest

• Universities need to identify material that will initially populate Digital Commons Site

• What departments / units will be the first to be on board?

• What content will initially be included?

Growing Digital Commons

• ProQuest will provide the University with the tools to expand your Digital Commons site quickly:

• Full technical support • Training session included with subscription. Session will be a

“train the administrator” so that others on campus can be brought on board

• ProQuest / bepress will share adoption / roll out experiences from other accounts

Thank You

Daniel Kim

Area Sales Manager, Korea-Taiwan