Building an Institutional Repository Program in Two Months or Less: The Good, The Bad, and the Ugly

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Most of the literature related to creating an institutional repository program suggests starting small -- either with one department or a project such as electronic theses and dissertations. At …

Most of the literature related to creating an institutional repository program suggests starting small -- either with one department or a project such as electronic theses and dissertations. At Bucknell University, we took an entirely different approach in an attempt to get broader experience by working with a cross-section of members of the university community and multiple types of digital objects all in one shot. This initial collection was built around Bucknell's participation in Focus the Nation, a one-day national teach-in being held at colleges and universities, designed to raise awareness about environmental issues. The resulting archive includes video and slide shows from faculty presentations, digital images taken of students and faculty with exhibits, electronic copies of research posters, and other relevant materials. Join us to learn about our experiences, problems encountered, and success stories as we managed to get an institutional repository program off the ground in less than two months. Topics will include: faculty copyright issues, developing a license for submitting materials to a repository; video recording an event from a novice's perspective; working with video files; using an Akamai server; attempting to build a collection with other institutions; getting submissions from students; and Open Access 101 for faculty -- a.k.a., yes, it will be accessible on the Internet.

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  • 1. Focus the Nation 2008 Building a Repository Program in Two Months or Less: The Good, the Bad, and the Ugly Bucknell University Abby Clobridge, Digital Initiatives Group Leader Daniel Mancusi, Digital Projects Technologist Laura Riskedahl, Metadata Librarian CNI Spring 2008 Task Force Meeting – April 8, 2008
  • 2. Lewisburg, PA. Primarily an undergraduate institution. Approx. 3600 undergraduate students. 300 FTE faculty. Library & Information Technology Division – merged.
  • 3. Digital Initiatives Group Leader Metadata Librarian Digital Initiatives Group Digital Projects Technologist
  • 4. Equipment Reserves Instructional Technology Classroom Technology Networking Systems Digital Initiatives Group Special Collections & University Archives
  • 5. Institutional Repository Timeline High-level IR planning discussions held Fall 2007 Focus the Nation Jan. 31
  • 6. 10,000-Foot Planning
  • 7. Student and faculty scholarship Administrative mandate Library materials Electronic Theses Self submission
  • 8.  
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  • 10. Self archiving does not work. Support from the university’s administration vs. the library’s administration .
  • 11. Open Access vs. “opening of access.” Content: focus on the classics and on the extra stuff. Don’t make it about the library.
  • 12. Event driven No library connection Cross-section of campus Variety of media Discrete starting and end points Opportunities for collaboration, ideally outside of the Bucknell community
  • 13. Institutional Repository Timeline High-level IR planning discussions held Fall 2007 December 2007 Announcement of campus involvement in Focus the Nation (FtN) Focus the Nation Jan. 31 January 2008 Jan. 2 - 5 Contacted student FtN coordinator
  • 14. … We encourage your involvement in the Focus the Nation teach-in to the fullest extent possible.  There are a number of ways in which you can directly participate:   1. Encourage your students to participate in the teach-in programming and activities being planned for that day.   2. Focus the subject matter of your own course activities that day to include, if not direct participation in teach-in programming, a discussion of some aspect of global warming and its implications.   3. Serve on an interdisciplinary panel discussion in the main forum of the teach-in.  Bucknell University Environmental Center intern, Jessica Scott ’08, is organizing several of these throughout the day, and would be happy to find a place for you in the program.   From Bucknell University President Brian Mitchell to Faculty:
  • 15. * * * * * * *
  • 16. Institutional Repository Timeline High-level IR planning discussions held Fall 2007 December 2007 Announcement of campus involvement in Focus the Nation (FtN) January 2008 Jan. 2 - 5 DSpace Contacted student FtN coordinator NITLE Liberal Arts Scholarly Repository (LASR) Meeting Jan. 6 - 8 Focus the Nation Jan. 31
  • 17. http://dspace.nitle.org
  • 18.  
  • 19. LASR Liberal Arts Scholarly Repository NITLE Instructional Innovation Fund To develop a framework of policy and best practices for a shared liberal arts scholarly repository.
  • 20. LASR Liberal Arts Scholarly Repository
  • 21. Draft – Mission Statement for LASR : Scholarship is a conversation that depends on the work of others. Vital to this exchange of ideas is the accessibility of research, criticism, and other scholarly and creative work to the larger community of scholars. The Liberal Arts Scholarly Repository is an openly accessible archive that documents the scholarly and other creative activity of the students, faculty, and staff of the participating institutions. It provides individual scholars at those institutions (and beyond) the opportunity to share, explore, discover, and evolve the ideas, experience, enquiry fundamental to liberal education. LASR especially intends to showcase significant student work – such as senior theses and collaborative projects – that demonstrates the accomplishment of students at selective liberal arts colleges and universities and makes it available for world wide discovery and access.
  • 22. Draft – Mission Statement for LASR – Continued : The institutions participating in LASR comprise a community of practice exploring the benefits of cross-institutional collaboration in capturing, preserving and providing perpetual access to liberal arts scholarship through a shared repository. We promote awareness of and advocacy for the rights of creators and users of intellectual property, and the expertise gained by participating institutions is used locally and shared widely.
  • 23.  
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  • 25. Events on campus were organized by students.
  • 26.  
  • 27. Institutional Repository Timeline High-level IR planning discussions held Fall 2007 December 2007 Announcement of campus involvement in Focus the Nation (FtN) January 2008 Jan. 2 - 5 DSpace installed locally & began work with hosted instance of DSpace through NITLE. Contacted student FtN coordinator NITLE Liberal Arts Scholarly Repository (LASR) Meeting Jan. 6 - 8 Focus the Nation Jan. 31 Video crash course Jan. 23 - 30
  • 28. Crash Course in Video Recording Live Events
  • 29.  
  • 30.  
  • 31.  
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  • 33.  
  • 34.
    • Digital Archive:
    • Accessibility - Long-term storage, preservation - Teaching tool - Collaboration with other institutions
    • Public Relations Event:
    • Focus on public web site - Immediacy - “Audio only event”
  • 35. Institutional Repository Timeline High-level IR planning discussions held Fall 2007 December 2007 Announcement of campus involvement in Focus the Nation (FtN) January 2008 Jan. 2 - 5 DSpace installed locally & began work with hosted instance of DSpace through NITLE. Contacted student FtN coordinator NITLE Liberal Arts Scholarly Repository (LASR) Meeting Jan. 6 - 8 Focus the Nation Jan. 31 Video crash course Jan. 23 - 30
  • 36.  
  • 37.  
  • 38.  
  • 39.  
  • 40. Institutional Repository Timeline High-level IR planning discussions held Fall 2007 December 2007 Announcement of campus involvement in Focus the Nation (FtN) January 2008 Jan. 2 - 5 DSpace installed locally & began work with hosted instance of DSpace through NITLE. Contacted student FtN coordinator NITLE Liberal Arts Scholarly Repository (LASR) Meeting Jan. 6 - 8 Focus the Nation Jan. 31 February 2008 Download, process images from FtN events Feb. 1 Video crash course Jan. 23 - 30
  • 41.  
  • 42.  
  • 43. Institutional Repository Timeline High-level IR planning discussions held Fall 2007 December 2007 Announcement of campus involvement in Focus the Nation (FtN) January 2008 Jan. 2 - 5 DSpace installed locally & began work with hosted instance of DSpace through NITLE. Contacted student FtN coordinator NITLE Liberal Arts Scholarly Repository (LASR) Meeting Jan. 6 - 8 Focus the Nation Jan. 31 February 2008 Download, process images from FtN events Feb. 1 Focus the Nation in DSpace Feb. 11 Video crash course Jan. 23 - 30
  • 44. Institutional Repository Timeline High-level IR planning discussions held Fall 2007 December 2007 Announcement of campus involvement in Focus the Nation (FtN) January 2008 Jan. 2 - 5 DSpace installed locally & began work with hosted instance of DSpace through NITLE. Contacted student FtN coordinator NITLE Liberal Arts Scholarly Repository (LASR) Meeting Jan. 6 - 8 Focus the Nation Jan. 31 February 2008 Download, process images from FtN events Feb. 1 Non-exclusive license – further drafts 1 st draft of license Focus the Nation in DSpace Feb. 11 Final version of license approved by University Counsel’s office Feb. 13 License sent to faculty presenters Feb. 14 Received signed licenses from faculty Feb. 14 - March License sent to rest of FtN participants Feb. 17 Feb. 7 - 12 Video crash course Jan. 23 - 30
  • 45.  
  • 46. -- DRAFT --
  • 47. You agree that Bucknell University may, without changing the content, convert the submission to any medium or format and keep more than one copy for the purposes of preservation, security, and back up. You agree that Bucknell University may edit the submission to create an abbreviated version of the original (i.e., clips or highlights).
  • 48. If the submission contains material for which you do not hold the copyright, you represent that you have obtained the unrestricted permission of the copyright owner to grant Bucknell University the rights required by this license, and that such third-party owner material is clearly identified and acknowledged within the text or content of the submission.  
  • 49. Publicly available? On the Internet?
  • 50. Institutional Repository Timeline High-level IR planning discussions held Fall 2007 December 2007 Announcement of campus involvement in Focus the Nation (FtN) January 2008 Jan. 2 - 5 DSpace installed locally & began work with hosted instance of DSpace through NITLE. Contacted student FtN coordinator NITLE Liberal Arts Scholarly Repository (LASR) Meeting Jan. 6 - 8 Focus the Nation Jan. 31 February 2008 Download, process images from FtN events Feb. 1 Non-exclusive license – further drafts 1 st draft of license Focus the Nation in DSpace Feb. 11 Final version of license approved by University Counsel’s office Feb. 13 License sent to faculty presenters Feb. 14 Received signed licenses from faculty Feb. 14 - March Copyright issue #1 Feb. 15 License sent to rest of FtN participants Feb. 17 Feb. 7 - 12 Video crash course Jan. 23 - 30
  • 51.  
  • 52.  
  • 53. Institutional Repository Timeline High-level IR planning discussions held Fall 2007 December 2007 Announcement of campus involvement in Focus the Nation (FtN) January 2008 Jan. 2 - 5 DSpace installed locally & began work with hosted instance of DSpace through NITLE. Contacted student FtN coordinator NITLE Liberal Arts Scholarly Repository (LASR) Meeting Jan. 6 - 8 Focus the Nation Jan. 31 February 2008 Download, process images from FtN events Feb. 1 Download, encode video from FtN events Feb. 5 - 18 Determine video format specifications Feb. 7 - 12 Non-exclusive license – further drafts First draft of the non-exclusive license Focus the Nation in DSpace Feb. 11 Final version of license approved by University Counsel’s office Feb. 13 License sent to faculty presenters Feb. 14 Received signed licenses from faculty Feb. 14 - March Copyright issue #1 Feb. 15 Start to upload video to Onstream server Feb. 16 License sent to rest of FtN participants Feb. 17 Feb. 7 - 12 Video crash course Jan. 23 - 30
  • 54. Video
  • 55.  
  • 56.  
  • 57.  
  • 58. Video recorded during event Imported to iMovie, saved to hard drive as an uncompressed .dv stream Edited (separated) into one clip per presentation Compressed the .dv stream to .mp4 using MPEG Streamclip Video Processing Workflow (1) For 5.5 hours of video: 65 GB of disk space (~200 MB/min of video) Settings: Compression: H.264 Bitrate: ~1000 kilobits per second De-interlace video Size: 640x480 Audio: MPEG-4 AAC compression at 128 kbps After compression: 5.5 hours of video = 3 GB (10 MB/min)
  • 59. .mp4 file Created cover page (PDF) Uploaded to DSpace Uploaded to Onstream Server Video Processing Workflow (2)
  • 60. Record video Import to iMovie, save to hard drive as an uncompressed .dv stream Edit Compress and prepare for streaming – “hinting” the video Workflow for Streaming Video (Ideal Scenario) Prepare for archiving Catalog, store archival footage Publish to streaming server
  • 61.  
  • 62.  
  • 63. Institutional Repository Timeline High-level IR planning discussions held Fall 2007 December 2007 Announcement of campus involvement in Focus the Nation (FtN) January 2008 Jan. 2 - 5 DSpace installed locally & began work with hosted instance of DSpace through NITLE. Contacted student FtN coordinator NITLE Liberal Arts Scholarly Repository (LASR) Meeting Jan. 6 - 8 Focus the Nation Jan. 31 February 2008 Download, process images from FtN events Feb. 1 Download, encode video from FtN events Feb. 5 - 18 Determine video format specifications Feb. 7 - 12 Non-exclusive license – further drafts First draft of the non-exclusive license Focus the Nation in DSpace Feb. 11 Final version of license approved by University Counsel’s office Feb. 13 License sent to faculty presenters Feb. 14 Received signed licenses from faculty Feb. 14 - March Copyright issue #1 Feb. 15 Start to upload video to Onstream server Feb. 16 License sent to rest of FtN participants Feb. 17 Web forms for submission upload Feb. 18 Metadata: create keywords for all expected records Feb. 18 - 20 March 2008 Feb. 7 - 12 Video crash course Jan. 23 - 30
  • 64. Metadata and Content Submissions
  • 65.  
  • 66.  
  • 67.  
  • 68.  
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  • 72.  
  • 73.  
  • 74. Institutional Repository Timeline High-level IR planning discussions held Fall 2007 December 2007 Announcement of campus involvement in Focus the Nation (FtN) NIH mandate for open access Dec. 26 January 2008 Jan. 2 - 5 DSpace installed locally & began work with hosted instance of DSpace through NITLE. Contacted student FtN coordinator NITLE Liberal Arts Scholarly Repository (LASR) Meeting Jan. 6 - 8 Focus the Nation Jan. 31 February 2008 Download, process images from FtN events Feb. 1 Download, encode video from FtN events Feb. 5 - 18 Determine video format specifications Feb. 7 - 12 Non-exclusive license – further drafts First draft of the non-exclusive license Focus the Nation in DSpace Feb. 11 Harvard University Faculty of Arts & Sciences passed open access mandate Feb. 12 Final version of license approved by University Counsel’s office Feb. 13 License sent to faculty presenters Feb. 14 Received signed licenses from faculty Feb. 14 - March Copyright issue #1 Feb. 15 Start to upload video to Onstream server Feb. 16 License sent to rest of FtN participants Feb. 17 Web forms for submission upload Feb. 18 Metadata: create keywords for all expected records Feb. 18 - 20 Next collections: contacted editors of student publications Feb. 27 March 1-8 Started discussions with two student publications who agreed to include their materials in the repository. March 2008 Feb. 7 - 12 Video crash course Jan. 23 - 30
  • 75.  
  • 76. Notice of Digital Archiving
    • What we are doing
    • Why are we creating a digital archive?
    • What can you do to help?
    • Logo and description
    • Timeline
    • Known copyright conflicts
    • Questions or concerns…
  • 77.  
  • 78.  
  • 79. March 12, 2008 Lawrence Lessig Bucknell University
  • 80.  
  • 81. Challenges & Lessons
  • 82. Video
    • Video recording events: challenges vs. rewards
    • For users: stream or download  storage, bandwidth
    • Time, resource investment
    • Equipment
  • 83. Collaboration: On campus, Off campus
  • 84.  
  • 85.  
  • 86. Cooperating with students, with faculty
  • 87.  
  • 88. Event driven No library connection Cross-section of campus Variety of media Discrete starting and end points Opportunities for collaboration, ideally outside of the Bucknell community What Worked Well
  • 89. Acknowledgements
    • Stock Exchange Photos
    • Selected photos from Christine Kassab
    • University of Toronto [site visit]
    • University of Rochester [site visit]
    • Grinnell College [non-exclusive license]
    • NITLE
  • 90. Institutional Repository Timeline High-level IR planning discussions held Fall 2007 December 2007 Announcement of campus involvement in Focus the Nation (FtN) NIH mandate for open access Dec. 26 January 2008 Jan. 2 - 5 DSpace installed locally & began work with hosted instance of DSpace through NITLE. Contacted student FtN coordinator NITLE Liberal Arts Scholarly Repository (LASR) Meeting Jan. 6 - 8 Focus the Nation Jan. 31 February 2008 Download, process images from FtN events Feb. 1 Download, encode video from FtN events Feb. 5 - 18 Determine video format specifications Feb. 7 - 12 Non-exclusive license – further drafts First draft of the non-exclusive license Focus the Nation in DSpace Feb. 11 Harvard University Faculty of Arts & Sciences passed open access mandate Feb. 12 Final version of license approved by University Counsel’s office Feb. 13 License sent to faculty presenters Feb. 14 Received signed licenses from faculty Feb. 14 - March Copyright issue #1 Feb. 15 Start to upload video to Onstream server Feb. 16 License sent to rest of FtN participants Feb. 17 Web forms for submission upload Feb. 18 Metadata: create keywords for all expected records Feb. 18 - 20 Next collections: contacted editors of student publications Feb. 27 March 1-8 Started discussions with two student publications who agreed to include their materials in the repository. March 2008 Feb. 7 - 12 Video crash course Jan. 23 - 30