Digital Commons Institutional Repository: Roles for Library Liaisons
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Digital Commons Institutional Repository: Roles for Library Liaisons



Presentation about selecting and implementing Digital Commons as the institutional repository system for Florida State University. The presentation discusses the roles library liaisons and subject ...

Presentation about selecting and implementing Digital Commons as the institutional repository system for Florida State University. The presentation discusses the roles library liaisons and subject bibliographers can play in encouraging faculty and student use of the repository. Presented at Florida State University, May 2011.



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  • Members of Task Force (18 faculty members):College of Business English Department Chemistry and Biochemistry Interdisciplinary Computing Communication and Information College of MedicineCollege of Law Department of Physics College of Education University Libraries Scientific Computing Matthew Goff (Co-Chair), Associate Professor, Department of Religion Jordon Andrade (Co-Chair), e-Science Librarian, Dirac Science Library

Digital Commons Institutional Repository: Roles for Library Liaisons Digital Commons Institutional Repository: Roles for Library Liaisons Presentation Transcript

  • Digital Commons: FSU’s Institutional Repository (IR)
    Sammie L. MorrisAssociate Dean for Special CollectionsFlorida State University
    May 24, 2011
  • Scholarly Communications Task Force
    Task force on scholarly communication established in early 2011
    Part of the Faculty Senate Libraries Committee
    Charged with raising FSU faculty awareness and support for open access
    Matthew Goff , Associate Professor, Department of Religion Jordon Andrade, e-Science Librarian, Dirac Science Library
  • Scholarly Communications Task Force
    Membership of Task Force (18 faculty and staff members):
    College of Business
    Chemistry and Biochemistry
    Communication and Information
    College of Education
    English Department
    Interdisciplinary Computing College of Law
    College of Medicine
    Department of Physics Scientific Computing
    University Libraries
  • Defining Open Access
    “By open access, we mean its immediate, free availability on the public internet, permitting any users to read, download, copy, distribute, print, search or link to the full text of these articles, crawl them for indexing, pass them as data to software or use them for any other lawful purpose…”
    The Budapest Open Access Initiative
  • Institutional Repository (IR)
    “A university-based institutional repository is a set of services that a university offers…for the management and dissemination of digital materials created by the institution and its community members. It is most essentially an organizational commitment to the stewardship of these digital materials, including long-term preservation where appropriate, as well as organization and access or distribution….An effective institutional repository of necessity represents a collaboration among librarians, information technologists, archives and records managers, faculty, and university administrators and policymakers.”
    --Lynch, Clifford A. "Institutional Repositories: Essential Infrastructure for Scholarship in the Digital Age" ARL, no. 226 (February 2003): 1-7.
  • Rationale for Institutional Repository
    Publicly funded university research should be: Widely disseminated
    Universities that support the research of their faculty should not have to pay enormous fees for accessing that same research from publishers
    Several grant funding agencies now require that federally funded research be open access
    Open access articles have much higher citation rates than traditionally published articles
  • About the Institutional Repository
    Set of services to manage and share digital scholarship & intellectual output
    Tool for supporting open access
    One online portal for FSU faculty and student research
    Based on Digital Commons Software (BePress)
  • About the Institutional Repository
    Benefits the entire FSU community by:
    Promoting the research and scholarship of faculty and students to a broader audience.
    Saving resources by allowing the university to manage its own scholarly content rather than paying for it from for-profit publishers.
    Saving paper and printing costs by providing colleges and departments with the ability to publish electronic newsletters, bulletins, and other publications online.
  • Goals for the Repository
    Collectand showcase FSU’s intellectual output in one portal
    Preserve the scholarly output of FSU
    Increase visibility and status of FSU by demonstrating the quality of its research to a wider audience
    Provide evidence of the value of FSU’s research to resource allocators
    Save costs in printing university publications
    Provide a new outlet for faculty research and scholarship
  • Goals for the Repository
    Attract a wider pool of high quality faculty and student applicants
    Provide a robust electronic publishing platform for FSU faculty, staff, and students
    Increase opportunities for collaborative and interdisciplinary study online
    Support teaching and learning at FSU
    Preserve FSU history by capturing electronic information on websites that is currently difficult to access and at risk for loss (meeting minutes, course descriptions, newsletters, etc.)
  • Content for the Repository
    Faculty scholarship (journal articles, books, grey literature)
    Teaching materials (lectures, notes, course recordings)
    Conference posters and presentations
    Theses and dissertations
    Undergraduate research journals and posters
  • Content for the Repository
    Images and audio-visual collections
    Research data sets (static)
    Departmental newsletters, bulletins, publications
    Important FSU administrative documents such as meeting minutes and policies, course descriptions, annual reports
  • About Digital Commons
    Hosted institutional repository (no additional costs to manage, store, archive content)
    An electronic publishing tool originally designed for supporting e-journal production
    The most widely implemented hosted IR product available (used by many of our peers)
    Similar to DSpace, Fedora, Greenstone, but requires no in-house programming expertise because it is not open source
  • About Digital Commons (BePress)
    Annual license includes unlimited content hosted by BePress at no additional cost
    No need to purchase hardware/software or hire programmers
    Easily customizable for us with FSU branding
    All maintenance and ongoing support provided by BePress
    Content is full-text searchable
  • About Digital Commons (BePress)
    Content is search engine optimized (easily discovered with search engines like Google)
    Content is easily harvested by other repositories and portals (OAI compliant for sharing metadata with other libraries)
    Provides monthly usage and download reports to each author via email (use statistics)
    Supports peer reviewed journal publishing process through entire life cycle (manuscripts submissions, reviews, editing, approvals, publishing)
  • About Digital Commons (BePress)
    Can be used for various workflows, to support the grants review process, the dissertation submission and review process, and the promotion and tenure case files review process
    Provides a persistent URL for citations and long-term accessibility of the content over time
    Preserves content through onsite and offsite backup and redundancy, at no additional cost
    All content put in the repository belongs to FSU and can be placed in other portals at our discretion
    If we terminate our agreement with BePress we are free to put the content into any other system we choose
  • IR Implementation Team
    Head of Special Collections, Head of Digital Library Center, e-Science Librarian, Marketing Associate, Head of Systems, Web Designer
    Name for IR– Solicited input from President, Provost, and Dean of Libraries (DigiNole Commons)
    Quiet Launch Phase: June 2011
    Publicity Launch Date: October 2011 (during Open Access Week)
    Big Goal: Faculty Senate Mandate for Open Access
  • Design/Layout Info Needed for Setup
    Name of IR
    URL for IR
    IP Range
    Logos/Branding Images
    Banner Images
    Site Colors
    Navigation Tabs
  • Examples of Digital Commons Repositories: Purdue
  • Examples of Digital Commons Repositories: U of CA
  • Examples of Digital Commons Repositories: U of Iowa
  • Examples of Digital Commons Repositories: U of Kentucky
  • Examples of Digital Commons Repositories: Utah State
  • Roles for Library Liaisons
    Promote the Repository to Faculty and Students
    Give Presentations to Departments About the IR
    Let Faculty/Students Know How the IR Benefits Them:
    Use Stats Show Impact of Their Research (P&T)
    Their Works Will Be More Widely Available to a Broader Audience
    Others Doing Similar Research Can Find Them Easier
    Having Each Dept’s ETDs in IR Shows Value of Dept
  • Roles for Library Liaisons
    Talk with Faculty/Students About Their Research
    What Content Do They Create? (Articles, White Papers, Posters, Audio-Visual Material, etc.)
    Do They Have a Professional Website Linking to Their Research?
    What Publications Do Their Departments Create? (Newsletters, Bulletins, Annual Reports, Journals/Magazines)
  • Roles for Library Liaisons
    Offer Guidance on Author Rights to Faculty and Students
    See CIC Author Rights Publication Agreement Addendum
    Ask Faculty for Copies of Their CVs
    See Which of Their Publications May Already be Online for Putting in IR
    See Which Publishers Allow Content to Be Posted in IRs (SHERPA/RoMEO)
    Identify Content for Collecting in the Repository
    Offer Guidance to Faculty/Students in Transferring Content (work with Plato Smith, DLC)
  • Additional Resources
    Digital Commons
    Institutional Repositories (SPARC)
    Scholarly Communication (ACRL)
    Open Access (SPARC)
    Author Rights and Copyright (SPARC)
    Publishers and Copyright Policies (SHERPA RoMEO)