Drivers & Benefits of a Hosted Repository Solution - Helmholtz Workshop

Drivers & Benefits of a Hosted Repository Solution
Claire Bundy
Open Repository Specialist

Agenda
The drivers & benefits for implementing a repository
Hosted repository solutions Vs an in-house solution
Case study –Helmholtz-ZentrumfürInfektionsforschung GmbH

BioMed Central – Who Are We?
BioMed Central is the open access publisher
Launched in 1999 - We pioneered the open access movement
The world’s largest publisher of STM open access peer-reviewed journals
We provide immediate barrier-free access to 207 journals, 20 tracked by ISI and 77 with Impact Factors
307 member institutes in 39 countries
Open Repository

What is
Launched in 2004 by the open access specialists
A hosted solution for building and maintaining customized DSpace repositories
Simplest & quickest way for institutes to own a repository
Enables organizations to collect, showcase and preserve scholarly output without any expertise needed by the institute
Stores a variety of document types for internal material (dark archives) as well as publicly available documents

Open Access Mandates
Funding Agency Mandates
http://www.biomedcentral.com/info/about/apcfaq#grants
For example:
NIH
Wellcome Trust UK and British Councils
Deutsche Forschungsgemeinschaft (DFG)
Institutional Mandates
For example:
- Hemholtz Association
Humboldt University

Benefits Of An Institutional Repository
For researchers
Showcase your institute’s output
Increases citation for authors
24 hour access
Life’s work in one location
To satisfy funder mandates
For librarians
Provides new ways for archiving & preserving valuable work
Time-saving and cost-effective
Helps to identify trends
Reduce duplication of records

More Benefits
For the institute
An institutional repository is an effective marketing tool
Increases the visibility, reputation and prestige
Greater interdisciplinary research
Enhanced funding
Facilitates gathering data such as publications for audits/assessments
For the global community
Free access of scholarly information
Taxpayers fund a large amount of scientific research
Developing countries
Increase public knowledge
Gain access to a wide variety of materials

Obstacles To Building A Repository In-House
Open source institutional repository software is free to acquire but expensive to implement
Delays due to slow response times from over-burdened IT services
Lack of personnel with the correct skills
Projects often go on for much longer than necessary
Other priorities can crop up unexpectedly and divert resources away from the repository project

In-House Solution= Hidden Costs
Front end
Server
File storage
IT personnel
Back ups
Upgrades

Why Outsource Your Repository?
Flexible pricing & service levels
Cost-effective & rapid deployment
Open access expertise
Ownership & control retained by the customer
No technical expertise/hardware needed from the institute

HostedSolution = Transparent Costs
Try before you buy
Rapid set up
Seamless upgrades
Predictable/lower costs
Technical support

The Helmholtz Open Access Project
2003 - one of the initial signatories of the Berlin Declaration
2004 - Commitment towards open access formally approved by its Assembly of Directors:
”Publications from the Helmholtz Association shall in future, without exception, be available free of charge, in so far no conflicting Agreement with the publishers or others exists.”
2004/2005 - The Helmholtz Open Access Project supports the scientists as well as the respective Helmholtz Centers in the realization of Open Access
2005 - 13 of the 15 Helmholtz Centres begin institutional repository projects

The Helmholtz Open Access Project
Scientists are explicitly requested to deposit the final drafts of their publications in the repository, given that copyright is not infringed
Scientists are asked to retain the respective copyrights when publishing with a traditional, non-open access publisher.
Regularly organized workshops support the establishment of a Helmholtz Open Access community
“Open access to research will in the future be an indispensable part of scientific culture and will generate considerable added value to science. Even today, data sharing already has a high relevance for the many Centers within the Helmholtz Association”

Helmholtz (HZI) Case Study – Starting Their IR Project
Driven from the Library
Tried to install an in-house repository
Setup of a repository turned out to be much work.
Chose a hosted option in 2004
BioMed Central were the ideal choice to partner for their needs – also a BMC member of gold open access

Helmholtz (HZI) Case Study- Managing Their IR
Managed and funded by the Library

“Populating the repository is easy, because we manage this centrally”
All departments are fully represented

The Library asks the researchers for their manuscripts and deal with embargos

Encourage users to add items to the repository
Library checks the legal conditions for depositing items and adds covers with institutional logo and reference to the original article.

Helmholtz (HZI) Case Study- Benefits Of Their IR

“This repository is representing the scientific output of our institute in the worldwide”

”We realized that the main usage comes from Asia, Africa and South America were many scientists may not have access to the original article

Open Repository provides Google Analytics incorporated directly into the IR to assess the usage
“ We were surprised by the fact the usage was is up by 12.32%. This results from a total of 2653 visitors in the last month”
The majority of visitors come from the USA, despite the fact that most scientists there have access to most journals they need. China comes next with 286 visits India (190 visits) and the United Kingdom(190 visits)
High usage by visitors from Germany (292 visits in 1 month)
“We used to attribute to the library staff working on the repository. But we were surprised that as a matter of fact 87,7% of these German visits are from new visitors!”

Thank you for your time!claire.bundy@biomedcentral.com+44 203 192 2218
The institutional repository service
from BioMed Central

Drivers & Benefits of a Hosted Repository Solution - Helmholtz Workshop

by Michael Guthrie on Dec 09, 2010

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