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Enlighten: integrating a repository with University systems and processes


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Presentation by Morag Greig at UKCORR (United Kingdom Council of Research Repositories) Meeting in August 2009

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Enlighten: integrating a repository with University systems and processes

  1. 1. Enlighten: integrating a repository with University systems and processes Morag Greig Advocacy Manager- Enlighten University of Glasgow UKCoRR meeting 14/08/09
  2. 2. Background <ul><li>Mature and well established institutional repository service at Glasgow (2001-) </li></ul><ul><li>A hybrid repository with over 5500 records for published research outputs (>2100 full text) </li></ul><ul><li>Publications policy approved by University Senate in June 2008 (‘mandate’) </li></ul><ul><li>Policy established Enlighten as both the institutional repository AND the central publications database </li></ul><ul><li>Key Library engagement and participation in the RAE and the REF Pilot </li></ul><ul><li>Strong relationships between the Library’s repository managers and the University academic community and research office </li></ul><ul><li>Recognition that the repository cannot exist as a disconnected data silo </li></ul>
  3. 3. Aims <ul><li>To develop a comprehensive central publications database (2001-) across the University </li></ul><ul><li>To develop deposit procedures that will enable departments to provide publications data on a regular and ongoing basis </li></ul><ul><li>To encourage all staff to comply with the Publications Policy and to deposit full text </li></ul><ul><li>To join up systems and processes so that deposit is easy and data can be re-used for many purposes </li></ul>
  4. 4. Initial visits to departments <ul><li>Initial meetings with Heads of departments/research champions </li></ul><ul><li>Establish current procedures for collecting publications data </li></ul><ul><li>Establish how best the department can engage with Enlighten </li></ul>
  5. 5. Multiple sources of publications data and update schedules Reference Manager EndNote Word files Access In-house databases Web pages Monthly Bi-annually Rarely!
  6. 6. Deposit options Self-deposit (two departments) Mediated – some large faculties Proxy – most small to medium sized departments
  7. 7. Training for administrative staff
  8. 8. Enlighten deposit manual
  9. 9. Further visits to departments <ul><li>Presentations at departmental meetings, including demonstrations and time for questions – addressing issues, e.g. versions, permissions etc. </li></ul><ul><li>Presentations at Faculty level research meetings </li></ul><ul><li>Presentations are ongoing </li></ul>
  10. 10. Data back filling <ul><li>Data being added for publications back to 2001 </li></ul><ul><li>Some data being entered manually (extra staff trained to do this) </li></ul><ul><li>Bulk of data being imported from REF databases (records will require some details to be added) </li></ul><ul><li>Staff numbers being added retrospectively to older records in Enlighten </li></ul>
  11. 11. Repository enhancements <ul><li>HR database – staff numbers (in place) </li></ul><ul><li>Single sign-on (institutional integration) </li></ul><ul><li>Statistics </li></ul><ul><li>Reporting </li></ul><ul><li>Automated publications lists (institutional integration with content management system) </li></ul><ul><li>Two way link-ups with the research system (institutional integration) </li></ul><ul><li>Deposit alerts </li></ul><ul><li>More granular editorial roles etc. </li></ul>
  12. 12. Automated publications lists
  13. 13. Integration with research systems <ul><li>Two way links between Enlighten and the Research System (auto-complete and look-up features) </li></ul><ul><li>Automated alerts from the Research System which highlight to researchers that they must deposit their papers in an appropriate repository, in line with their grant conditions </li></ul><ul><li>Reports showing Projects/Funders and associated publications </li></ul>
  14. 14. Key elements for success <ul><li>Relationships Strong relationships between repository managers and staff at all levels are vital in supporting the deposit of content. </li></ul><ul><li>Systems and Processes Technical and administrative processes needed to join-up the existing elements of the research lifecycle which will facilitate the ease of deposit. </li></ul><ul><li>Policies Management and monitoring of both the University’s Publication Policy and those of our funders to ensure compliance. </li></ul>