Digital Commons Institutional Repository: Roles for Library Liaisons

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
Co-Chairs:
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
www.soros.org/openaccess

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. http://www.arl.org/resources/pubs/br/br226/br226ir.shtml.

Rationale for Institutional Repository
Publicly funded university research should be: Widely disseminated
Online
Free
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

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)

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
Layout
Navigation Tabs
Fonts

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

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)

Offer Guidance on Author Rights to Faculty and Students
See CIC Author Rights Publication Agreement Addendum www.cic.net/Libraries/Library/authorsrights.sflb
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)
http://www.sherpa.ac.uk/romeo/PDFandIR.php?la=en
Identify Content for Collecting in the Repository
Offer Guidance to Faculty/Students in Transferring Content (work with Plato Smith, DLC)

Additional Resources
Digital Commons digitalcommons.bepress.com
Institutional Repositories (SPARC) www.arl.org/sparc/repositories/
Scholarly Communication (ACRL) www.ala.org/ala/mgrps/divs/acrl/issues/scholcomm/scholarlycommunication.cfm
Open Access (SPARC) www.arl.org/sparc/openaccess/
Author Rights and Copyright (SPARC) www.arl.org/sparc/author/addendum.shtml
Publishers and Copyright Policies (SHERPA RoMEO) www.sherpa.ac.uk/romeo/

Digital Commons Institutional Repository: Roles for Library Liaisons

by Sammie Morris

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