j. willard marriott library from u-skis to uspace: creating and using an ir workflow tool anne...

J. WILLARD MARRIOTT LIBRARY

From U-SKIS to USpace:

Creating and Using

an IR Workflow Tool

http://uspace.utah.edu

Anne Morrow and Lisa Chaufty


2009-10-03 Anne Morrow and Lisa Chaufty 2

In 2005…

University Libraries resolve to actively:

“support and promote Open Access publication, utilization, and archiving of scholarly research and resources”



University Libraries Collaborate

• Educate faculty and librarians– Open Access– Scholarly Communications

• Launch an Institutional Repository (USpace)– Capture, preserve, and disseminate intellectual

capital – Support and promote Open Access



2009-10-03 Anne Morrow and Lisa Chaufty 4Anne Morrow and Lisa Chaufty



USpace Launch: Outreach Plan

• Presentations– Bridging the Gap: Helping Authors Make the Leap to Open Access,

Ownership and Archiving

• To librarians and staff

• To faculty and departments

• Distributing brochures – “Assuring Access, Preserving Over Time” – USpace

– “Know Your Copy Rights – What You Can Do” - ACRL

– “Author Rights” – Scholarly Publishing and Academic Resources Coalition, aka SPARC

• Recruit faculty– Curriculum Vitas (CV’s)

– Libraries conduct article-level copyright research




USpace Launch: Workflow Plan • 2 FTEs

– Article-level copyright research• SHERPA/RoMEO (Publisher copyright policies & self-archiving)

– Self-archiving

• Publisher website

• Share results of copyright to eliminate redundant research

– Metadata application • In compliance with best practices

– Upload to USpace• CONTENTdm Digital Collection Management software (OCLC)




As content recruitment increased, the inadequacies of the original workflow model began to emerge



Difficulties associated with original workflow plan

• Limited staff with many responsibilities– Copyright research, article acquisition, metadata application

and upload to collection

• Growing lag-time between article deposit and availability in USpace

– 2500+ article bottleneck at point of copyright developed

• Sharing results of copyright research was inefficient– Methods of copyright capture and storage varied

• Didn’t allow for involving additional staff



Elements of an ideal workflow• Accommodate multiple users • Clearly-defined content queues • Accountability

– Accessibility

• Archival features– Record of the work on behalf of USpace– Publisher policies archive– Communications storage

• Bridge to CONTENTdm– Seamless transfer of records into the repository from the

workflow




University Scholarly Knowledge Inventory System – aka ‘U-SKIS’

• My SQL database• Authenticated log on• ftp upload bridge to USpace• Multiple users can work simultaneously• Content for repository organized based on OA policy of

publisher• Stores publisher communications & policies




http://libtools.library.utah.edu/irwf/




What’s next?

I. U-SKIS in use by an IR Department

II. How we use U-SKIS

III. Challenges

IV. Future goals for USpace



U-SKIS in Use by an IR Department• 2 FTEs appointed to work on repository in 2005

reorganized into separate department at J. Willard Marriott Library

• Institutional Repository Department formed (February 2008)– Currently 4.5 FTE: coordinator, workflow supervisor,

two workflow specialists, metadata cataloger)– All employees use U-SKIS for most of each workday:

it’s our bridge to CONTENTdm and our lifeline to the UScholar Works collection



How We Use U-SKIS, 1• Shared workspace

• Delineates and clarifies departmental workflow• Log of 5900 citations, growing daily

• Repository• Publisher policies• Faculty Vitas and their permissions to archive• Backup of PDFs uploaded to UScholar Works

– Great benefit for scanned items

• Permissions received from publisher



How We Use U-SKIS, 2• Accountability aid

• External: each scholarly work is tracked and can be reported on at any moment

– Why is this article not archived as my others are?

• Internal: view transactions by staff member– How much work is getting done?– How much work is possible?



How We Use U-SKIS, 3• Outreach aid

– Stats on departmental and college participation

• Selective outreach to those departments and colleges with little or no participation

– Targeted Biology recently: now 52% (n=23) participating in UScholar Works

– Over 1200 citations in U-SKIS



A+P

Education

Engineering

Health

Humanities

Law

Medicine

Mines & Earth

Nursing

Pharmacy

Science

Soc & Behav Sci

Colleges with 0% or <1% : Business, Fine Arts, Social Work

UScholar Works: Participation by College



Challenges, 1• Keeping publisher information current,

relevant, and accurate• Worked it into our regular workflow

– As permission requests are granted by publishers» If publisher is non-researched (listed as “Initiate

Contact” in U-SKIS), updated at that time– As we process a CV

» While adding citations, if item is “Get PDF”» Refer to SHERPA/RoMEO’s list of pub-pdf allowed» Double-check against U-SKIS information



100+



Challenges, 2• CV gap

– Search publisher databases or databases such as SCOPUS by affiliation

• Workflow considerations

• Time spent on permissions– Balance permission-seeking with content-

grabbing• Resource allocation considerations



U-SKIS provides a stableenvironment for the UScholar Works collection of USpace



Increase content• Automatic faculty notifications of usage

– An IR’s ability to show the viewing and downloading frequency of materials is documented as a top reason for faculty IR contribution. (Kim, 2007).

• Incorporate USpace curation into liaison outreach– A library’s most visible representatives; essential to

IR’s success. (Bailey, 2005).• University archiving policy

– A proven tool for capturing a large percentage of an institution’s scholarly output. (Harnad, 2009).



Increase visibility• Web visibility

– Scholars want greater visibility to their research.

• Push out new content– Scholars will use archives that have significant input

activity and will deposit their work to those archives that show high use. (Shearer, 2003)

• Tailored marketing– Different constituencies require different messages.

Craft marketing plan that recognizes this. (Mower & Chaufty, 2009)



What we learned:

The University Libraries, 4 years into the resolution to actively support and promote OA, are afforded new opportunities for examining faculty publishing habits and trends.



University Libraries & Scholarly Communications

• Original goals were to– Capture, preserve and disseminate intellectual capital– Support OA

• Current opportunity to– Analyze data gathered and study OA participation &

trends at the U.

• Future potential to– Remove silos and build consortia relationships– Continue to increase OA participation on campus



Questions?Anne Morrow, Digital Initiatives LibrarianDigital [email protected]

Lisa Chaufty, USpace CoordinatorInstitutional Repository [email protected]

Scott Cowley, Senior ProgrammerApplication [email protected]

http://uspace.utah.edu

http://sourceforge.net/projects/u-skis/



ReferencesAssociation of Research Libraries. (2007). Know Your Copy Rights. [brochure].

Bailey, C. The Role of Reference Librarians in Institutional Repositories. Preprint 04/06/05. Retrieved August 21, 2009 from http://www.digital-scholarship.org/cwb/reflibir.pdf

Harnad, S. Institutional Repositories: The Great Debate, Institutional Repository Success is Dependent Upon Mandates, Affirmative Argument. (2009). Bulletin of the American Society for Information Science and Technology, 35:4. Retrieved August 21, 2009 fromhttp://www.asis.org/Bulletin/Apr-09/AprMay09_Harnad-McGovern.html

Kim, J. (2007). Motivating and Impeding Factors Affecting Faculty Contribution to Institutional Repositories. Journal of Digital Information, 8:2. Retrieved August 21, 2009 from http://journals.tdl.org/jodi/article/viewArticle/193/177

Morrow, A. & Mower, A. (2009). University Scholarly Knowledge Inventory System: a Workflow System for Institutional Repositories. Cataloging & Classification Quarterly, 47, 286-96. Retrieved August 25, 2009 from http://content.lib.utah.edu/u?/ir-main,23718



References, continuedMower, A. & Chaufty, L. (2009). Do Something No One Has Imagined: The 2008 SPARC

Digital Repositories Meeting. College & Research Libraries News, 70:3, 158-160.

Scholarly Publishing & Academic Resources Coalition (SPARC). (2006). Author Rights: Using the SPARC Author Addendum to Secure Your Rights as the Author of a Journal Article. (Vers.1.1) [brochure]. Washington, DC: SPARC.

Shearer, K. (2003). Institutional Repositories: Towards the Identification of Critical Success Factors. Canadian Journal of Information and Library Science, 27:3. Retrieved August 21, 2009 from http://hdl.handle.net/1880/43357

University of Utah. (2005). Assuring Access, Preserving Over Time. [brochure].

Youngkin, M., et. al. (2005). Bridging the Gap: Helping Authors Make the Leap to Open Access, Ownership & Archiving. [presentation] http://www.mcmla.org/meetings/2005/helping_authors_with_OA_Youngkin.pdf


j. willard marriott library from u-skis to uspace: creating and using an ir workflow tool anne...

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