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These slides were presented at the DLF Fall 2012 forum by Justin Gonder, Catherine Mitchell and Lisa Schiff (all from the California Digital Library) as part of a working session on implementing Open Access policies. The adoption of an institutional Open Access policy, while a happy event, presents enormous implementation challenges. Chief among these is the development of a simple, intuitive and virtually labor-free system for faculty compliance. One strategy for meeting this request has been for librarians to do much of the work of gathering the correct manuscript version and generating metadata before depositing in the institutional repository on behalf of faculty. On campuses where librarians' time is already stretched thin, this personalized approach may not be feasible. It is therefore necessary to develop semi-automated, self-service solutions to bridge the gap between faculty needs and available library resources.
The California Digital Library has recently been tasked with such an implementation scenario, following UCSF's adoption of an OA policy. We have so far developed a waiver & addendum portal that allows faculty to request these documents without librarian intervention. Our current challenge is the development of a streamlined, intuitive submission workflow that utilizes 3rd-party services to automate processes such as rights checking and file and metadata harvesting. This working session described the policy considerations that have thus far informed our development of a submission and waiver request workflow, followed by a review of our latest mock-ups and demos of our new submission workflow, highlighting successes, challenges and remaining roadblocks. The second half of the session explored the challenges and roadblocks in more detail, focusing on such topics as synching harvested publications with local deposits, facilitating deposit in multiple repositories, providing aggregated usage statistics across repositories, identifying and pointing end users to the publication of record, etc.