Digital Commons Institutional Repository: Roles for Library Liaisons


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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

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