Institutional Identifiers internally and throughout the supply chain

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By Laura Cox
Presented at ALPSP seminar 'Data, The Universe and Everything', January 2014.

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Institutional Identifiers internally and throughout the supply chain

  1. 1. ALPSP Seminar: Data the universe and everything 22nd January 2014 Laura Cox
  2. 2. Contents 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. Healthy data Why now? Institutional Identifiers – what and why? Common data problems Data governance Data integration (linking your data together) Institutional Identifiers in the supply chain Institutional Identifiers – which? ISNI IDs What you can do now?
  3. 3. Why is healthy data important? Good quality, healthy data can be utilized to gain insight into customers, business relationships and to support strategic planning, decision making, and ongoing business operations. But when it’s unhealthy….
  4. 4. Poor data has real consequences  Hard to get a true picture of relationships with institutions  Lack of quality author (and affiliation) data  Inability to see overlap between authors, members and customers  Inaccurate holdings and revenue reports  Protracted time and effort taken to analyse data Everything becomes more difficult, and less accurate
  5. 5. Healthy records are:  Complete  Accurate  Free of duplicates  Current  Consistent  Conform to standards
  6. 6. Unique Identifiers What are they? How can they help?  Numeric or alpha-numeric designations which are associated with      a single entity Entities can be an institution, person, or piece of content Enable the disambiguation of each entity Proper understanding of the customer, author, reader or institution Proper identification of content object, article, product, or package Can be used internally or in conjunction with external partners
  7. 7. Why we should worry about data now?  Number of researchers increasing by 3% per annum*  Number of articles increasing by 3% per annum, current output is 1.8-1.9 million per year*  Number of journals increasing by 3.5% per annum*  Growth in China has been in double digits for over 15 years*  Increased demand for anytime/anywhere access  Library budgets are frozen or being cut, less money for more content means we have to work smarter * Ware, M and Mabe, M, The STM Report, 2012
  8. 8. What are Institutional Identifiers for? Disambiguating:  UCL:  University College London (UK)  Université Catholique de Louvain (Belgium)  Universidad Cristiana Latinoamericana (Ecuador)  University College Lillebælt (Denmark)  Centro Universitario Celso Lisboa (Brazil)  Union County Library (USA)  NPL:  National Physical Laboratory (UK)  National Physical Laboratory (India)  York University  University of York (UK)  York University (Canada)  Northeastern University:  Northeastern University (Boston, USA)  Northeastern University (Shenyang, China)
  9. 9. What are Institutional Identifiers for? Consolidating: Hierarchy View:  University of Oxford  University of Northampton  Univ. Oxford  Northampton Business School  Oxford University  School of Education  Library, Oxford Univ.  Radcliffe Science Library  School of Health  School of Science and Technology   Bodleian Library   Bodleian, Oxford   Oxford, University of  Division of Computing Division of Engineering Environmental & Geographical Sciences Institute for Creative Leather Technologies  School of Social Sciences  School of The Arts
  10. 10. Use cases – the why Identifiers enforce uniqueness  Disambiguate institutional records  Eradicate duplication of data  Ensure correct delivery, entitlements and access rights  Better understand your customer base and relationships with institutions  Improve “trust” in data  Map institutions into their hierarchy
  11. 11. Common data problems  Most publishers have problems with data:  Multiple accounts for each customer  Multiple internal IT systems for different purposes  Data entry without standard names or ID numbers  Lack of hierarchy information  No formal manner to track customers across systems
  12. 12. The challenge: Data Sources  Multiple data sources – ‘system’ data silos  Multiple locations – ‘geographic’ data silos  Data entered by different people for different purposes  Data from third parties in the supply chain  Data from bought-in sources
  13. 13. The challenge: Data Sources Typical publisher systems: Data can be entered by:  Financial system  Organisation staff  CRM/Sales database  Authors  Authentication system  Society members  Fulfilment  Agents in the supply chain  Usage statistics  Submissions system  Author database  Document Storage (contracts and licences)  …..  3rd party organisations  …..
  14. 14. Implementing a data governance plan  Important considerations:  What data is held, where it is held and how it is accessed?  How can the data be used to further benefit different     departments, processes or activities? Could the use of current or planned systems be expanded for further benefit? Is data highly accurate and consolidated or in need of cleansing? Are there applications of data that have not been explored? What requirements are there for additional data?
  15. 15. Improve data capture  If you can – use web forms  Implement required fields  Data validation – at a minimum use naming conventions  Address validation – postcode lookup  Institution validation – institution lookup  Web form consistency across systems  Avoid free-text fields  Make institutional identifiers a requirement
  16. 16. Implementing Institutional IDs Turn your records from this….. …..into this.
  17. 17. Data integration CRM  Using Institutional Identifiers to link internal systems: Electronic document storage Financial System  Prevent duplicate account      creation Break down silos Keep data up-to-date and systems synchronised Enable staff to use data more effectively Simplify data transmission Improve overall data quality Authentication Institutional Identifiers Membership system Usage statistics Author Database Fulfilment system
  18. 18. Linking author and institution IDs  When authors and their affiliations are linked correctly, publishers gain:  Market intelligence about authors and institutions  Author and subscriber information mapped together  Knowledge of where research funding is concentrated  Reduction in time taken calculating open access charges (APCs)  Institutions gain information about their overall research output  Funders gain information about where authors reside and publish
  19. 19. The scholarly supply chain  Purpose:  Serving the author and reader  Disseminate content as widely as possible  Ensure content is easily discoverable  Provide information in an efficient and trouble-free manner regardless of:    Content type User requirements Desired methods of access
  20. 20. The supply chain (simple version) Author Funders Submission and Peer Review System End User Discovery Service Consortium Consortium Data Providers and Systems (multiple) Publisher Online Host or Technology Partner Library Fulfilment House or System Subscription Agent or Sales Agent Societies
  21. 21. Supply-chain spaghetti Author Funders Submission and Peer Review System End User Discovery Service Consortium Consortium Data Providers and Systems (multiple) Publisher Online Host or Technology Partner Library Fulfilment House or System Subscription Agent or Sales Agent Societies
  22. 22. What could possibly go wrong?  Records are unconnected through the supply chain, links fail:  Between entities  Between internal systems  Between external systems        Renewals are mishandled Journal transfers are mishandled Access and authentication is mishandled Authors and individuals are not linked to their institution Open access fees have to be checked manually Authors are not linked to their research Funders are not linked to the research they fund
  23. 23. Where stronger links are needed  Finding a path to using standardized data, which:  Eradicates duplicate records within and between systems  Enables seamless communication between organizations  Smoothes the supply chain, removing ambiguity or lack of information for any party  Enables higher quality of service  Increases understanding of customer base and enables better decision making for everyone involved
  24. 24. Supply-chain spaghetti Author Funders Submission and Peer Review System End User Discovery Service Consortium Consortium Data Providers and Systems (multiple) Publisher Online Host or Technology Partner Library Fulfilment House or System Subscription Agent or Sales Agent Societies
  25. 25. …becomes organised, with accurate data and information flow Consortium
  26. 26. The vision In an ideal world we would be able to utilise, provide and obtain data that is accurate, complete and easily joined together:  Reducing problems and errors  Providing better overall service  Creating seamless processes  Providing a better understanding of customers and our own businesses
  27. 27. External linking – in the supply chain  Using Identifiers will:  Ensure accuracy of information  Speed up data transactions  Reduce queries  Reduce costs  Open data up to new uses  Ensures that authors receive credit for the work they produce  Ensures that end users receive uninterrupted access to the content they need
  28. 28. A truly linked supply chain Identifiers
  29. 29. Institutional Identifiers – which ones?  JISC and CASRAI (Consortia Advancing Standards in Research Administration Information) report on Organisation IDs: http://repository.jisc.ac.uk/5381/1/CC549D0011.0_org_ID_landscape_study.pdf  Examined the landscape of organisational identifiers in the UK and identified 23 different IDs  Based on interviews with key individuals  Lots of detail on use cases for publishing, funders, and institutions
  30. 30. CASRAI report  Disambiguating organisational information from multiple sources typically described as “a nightmare”  Benefits from effective unique identifiers are truly realised when data is shared  Key aspects of identifiers that support the widest range of uses:  Governance  Trust  Transparency  Temporal  Appropriate metadata
  31. 31. ● ● ● ● ● ● ● ● ● ● ● ● ● ● ● ● ● ● ● ● ● ● ● ● ● ● ● ● ● ● ● ● ● ● ● ● ● ● ● ● ● ● ● ● ● ● ● ● ● ● ● ● Publishers ● ● Funders Companies ● ● ● ● Curated Regulated Mainly used for linking ● ● ● ● HEIs Global Global Global Global Global Global Global Global Global UK UK UK UK UK UK UK UK UK UK UK UK England EU Historic Please note that ORCID had not released the institutional affiliation at the point at which this report was published. Identifier Name Dun & Bradstreet FundRef ISNI ORCID Ringgold's Identify MACE & UK Federation VIAF Research Analytics Companies House Gateway to Research Government bodies HESA IDBR Janet Je-S/CDR OrgID Research Fish RCUK ROS UCAS UKPRN HEFCE PIC Coverage Identifiers identified ● ● ● ● ● ● ● ● ● ● ● ● ● ● ● ● ● ● ● ● ● ● ● ● ●
  32. 32. ● ● ● ● ● ● ● ● ● ● ● ● ● Publishers ● ● Funders Companies ● HEIs ● ● ● ● Curated Regulated ● ● ● ● Historic Global Global Global Global Global Global Global Global Global Mainly used for linking Identifier Name Dun & Bradstreet FundRef ISNI ORCID Ringgold's Identify MACE & UK Federation VIAF Research Analytics Coverage Global Identifiers ● ● ● ● ● ● ● ● ● ● ●
  33. 33. ISNI ISNI Number ISNI Number Party ID 1 Party ID 2 Proprietary Information and/or Metadata Proprietary Information and/or Metadata  ISO Standard 27729  ISNI is designed to be a “bridge identifier”  Covers any type of entity
  34. 34. ISNI IDs  Ringgold is an ISNI Registration Agency for institutions  Unique ISNI Institutional ID number can connect any data and any systems  ISNI IDs should be used by publishers and across the scholarly supply chain to:  Link systems using the ID numbers  Link data sets which contain proprietary metadata  Provide clean data transmission
  35. 35. ISNI spans all industries, market segments, and regions Academia Medical Corporate Government Not-for-profit Public libraries Schools Publishers Funding bodies Intermediaries Distributors http://isni.org/
  36. 36. What can YOU do now?  Engage with the problems you have with data  Find some resources – think about time not just money  Consider how data could better serve your organisation  Appoint a data champion and document everything  Generate a data governance policy  Create some basic rules for data entry  Utilise universal identifiers to clean and link your data  Work with suppliers and customers to utilise institutional identifiers to strengthen the supply chain
  37. 37. Laura Cox President, Chief Financial and Operating Officer Ringgold Inc. laura.cox@ringgold.com

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