This document provides an overview of building an institutional repository, including: - Repository structure with communities, collections, and items - Metadata standards like Dublin Core - User roles and permissions - Item submissions and workflows - Copyright issues and embargoes - Gathering usage statistics and registering the repository - Ensuring quality control of metadata and submissions

1. Building an Institutional Repository
Patricia Liebetrau
October 2012
University of Namibia

2. What we will cover
Repository Structure
Intro to metadata
Users and groups
Item submissions
Workflows
Copyright issues and embargos
RSS, Statistics
Information Management (eg controlled vocabularies)
Building UNAM context ie how to structure the IR for your
own purposes, your users and groups

3. Doing things differently….

4. What is an Institutional Repository (IR)?
An IR is a digital collection capturing,
preserving and disseminating the
intellectual output of a single
university community

5. Institutional repository
“A university-based institutional repository is a set of services
that a university offers to the members of its community
for the management and dissemination of digital materials
created by the institution and its community members.
It is most essentially an organisational commitment to the
stewardship of these digital materials, including long-term
preservation where appropriate, as well as organisation
and access or distribution.”
Clifford A. Lynch. Institutional Repositories: Essential Infrastructure for
Scholarship in the Digital Age ARL, no. 226 (February 2003): 1-7.

6. What content?
Research output from academic staff
Research output from students

7. Research output from University staff
Academic research papers
Journal articles
Research data sets
Conference papers

8. Research output from University students
Theses and dissertations
Research data

9. Repository structure
What is a repository?
What is it used for?
What goes into the repository?
Software required?
Skills required?

10. Easy to find resources
(1) “Beasts of Berlin” paper
(2) “Communal land and tenure security” thesis

11. IRs require…..
Defined needs
Defined purposes
Defined users

12. What is it for?
Make University’s intellectual (research) output visible
Facilitate global access
 Especially in geographically remote environments
Why based in the Library?
 Skills in information management, dissemination and access
University rankings

13. IRs in Africa

14. World University Rankings
Times Higher Education (THE)

15. Important elements of IRs
Institutionally defined
Scholarly and research purposes
Cumulative and perpetual
Open and interoperable

16. Many levels of repositories
Institutional repository
 Research output from an individual institutions
• UKZN, DUT, Rhodes, Wits, Stellenbosch, Pretoria
National repository
 Research output from several individual institutions
• NRF NETD project (SA)
• ETHOS (UK)
International repository
 Research output from several national repositories
• DRIVER

17. Implementation
STRUCTURED APPROACH – not ad hoc
Develop policies
Metadata for storage/presentation
Digital document identifiers (DOI’s) = handles
Author permissions and license agreements
Submission guidelines (staff and students)
Submission software training
Marketing concept to depositors – advocacy efforts

18. Software required
Pre-packaged open source software
 E-Prints
 D-Space – most commonly used in Africa

19. Repository software

20. D-Space diagram

21. D-Space
http://www.dspace.org

22. DSpace technical guides

23. DSpace layout

24. UNAM DSpace
http://repository.unam.na
http://digital.unam.na

25. How is it organised?
Communities
Collections
Items

26. Example Structures
Structures may be based around organisational
units:
Community Collections Items
Department Research Groups Items
Department Item Type Items
Faculty Schools Items
Source: The DSpace course

27. Communities
Highest level
 Submitters
 Users
Represents institutional structure
 Colleges
 Schools
 Departments
Metadata
Permissions
Workflows

28. Collections
Hierachical structure
 Represents a collection within a community
One community may have many collections

29. Items
Each item has several parts
 Metadata
 Items for upload

30. UNAM repository structure
DISCUSSION
What will your repository structure look like?
Who will create Communities and Collections?
 Requires administrative rights
Who will have rights to submit items to Collections?
Who will quality assure submissions?

31. Roles, skills required?
Repository Manager
 Policy development, advocacy, liaison with stakeholders,
team leadership
Repository Administrator
 Managing metadata fields and quality, reports, statistics,
training clients
Technical services
 Customisation, software upgrades
General support
 Data entry and general tasks

32. Metadata

33. Dublin Core Metadata
Title Creator
Subject Publisher
Description Contributor
Language Rights
Source Date
Relation Format
Coverage Identifier
Type

34. DC-qualified for Theses
Metadata Tag Definition
Title dc.title Name given to the resource
Subject dc.subject.LCSH Topic of the content of the resource
Description dc.description.abstract Abstract
Coverage dc.coverage Not used
Source dc.source Not used
Relation dc.relation Not used
Format dc.format MIME types (eg application/pdf)
Date dc.date.issued Date on the title page
dc.date.available Date available for embargoed theses
Resource type dc.type Thesis
dc.type.qualificationlevel Honours, Masters, Doctoral
Language dc.language Language of the intellectual content of the resource
Identifier dc.identifier Unambiguous reference to the resource within a given
context: this is the object identifier or OID
Creator dc.creator Entity primarily responsible for making the content of
the resource
Contributor dc.contributor.advisor Supervisors
Publisher dc.publisher.institution Entity responsible for publishing the content of the
dc.publisher.department resource
Rights management dc.rights Information about rights held in and over the resource

35. Elements
Mandatory?
Optional?
Repeated?
Controlled vocabulary?

36. Checklist for Theses metadata
Checklist for DC‐qualified metadata for Theses
Controlled
Metadata Tag Definition Mandatory Repeatable Vocab
Title dc.title Name given to the resource Yes No No
Subject dc.subject.LCSH Topic of the content of the resource
Description dc.description.abstract Abstract
Coverage dc.coverage Not used
Source dc.source Not used
Relation dc.relation Not used
Format dc.format MIME types (eg application/pdf)
Date dc.date.issued Date on the title page
dc.date.available Date available for embargoed theses
Resource type dc.type Thesis
dc.type.qualificationlevel Honours, Masters, Doctoral
Language dc.language Language of the intellectual content of the resource
Unambiguous reference to the resource within a given context: this is
Identifier dc.identifier the object identifier or OID
Creator dc.creator Entity primarily responsible for making the content of
the resource
Contributor dc.contributor.advisor Supervisors
Publisher dc.publisher.institution Entity responsible for publishing the content of the resource
dc.publisher.department
Rights management dc.rights Information about rights held in and over the resource

37. Standards
International standards
 Date YYYY-MM-DD
 Surname, first name or First name, Surname
 Metadata (DC-qualifief/ETDMS)
 MIME types
• application/pdf
• audio/mpeg
• video/mp4

38. Quality assurance
Consistency
Adherence to standards
Guidelines
Training is consistent

39. DSpace users
User accounts are required in order to grant privileges to
different users
 If not logged in, you are considered to be an anonymous user
 If you have a user account, rights and roles can be granted to
you to allow you to interact with Dspace
 Some users will be ‘administrators’ and have access to all
functions in DSpace

40. Rights
New users (e-people) have no rights
They have to be granted rights and roles

41. DSpace groups
Combine users into logical groups
 Assists with the management of users
 Assign privileges to groups not individuals
 Groups can be members of other groups
For example….
 Computer Science staff group
 Faculty staff group
 All staff group

42. Concept: Authentication and Authorization
Two important concepts:
 Authentication
• The process of establishing the identity of a user (eg LDAP)
 Authorization
• The granting of privileges to a user to perform an action on a
resource

43. Item submissions
A typical submission:
 Choose a collection to submit to
 Answer some initial questions
 Enter some metadata
 Upload some files
 Verify the submission
 Agree to the deposit licence

44. Register, login, submit

45. Copyrights, embargoes etc
Who owns copyright of ….
Theses (university/student)
Journal articles (accepted version/publisher version)
Conference Papers (published proceedings)
Lecture presentations (university/lecturer)
Pending patents - embargo

46. Openness
Open source
 software where the source code is available for modification
Open standards
 Specifications
 De facto standards
Open access
 access to resources made available without fees or cost

47. Degrees of openness
Copyrighted resources (all rights reserved) which
require permission
Creative Commons Licenses
Public Domain

48. Degrees of openess
Public Creative Copyright
domain Commons
No rights Some All rights
reserved rights reserved
reserved

49. Degrees of openess
Public Creative Copyright
domain Commons
No rights Some All rights
reserved rights reserved
reserved

50. What is copyright?
“A right granted by law to an author, designer or artist
to prohibit others from copying or exploiting his or
her works in various ways without permission”
Managing Digital Collections p. 8

51. Intellectual Property
Copyright Trade Marks Patents

52. Intellectual Property
Copyright Trade Marks Patents

53. Copyright protection for….
 Literary works  Broadcasts
 Musical works  Programme‐carrying signals
 Artistic works  Published editions
 Cinematograph films  Computer programmes
 Sound recordings

54. SHERPA
http://www.sherpa.ac.uk/

55. Sherpa/Romeo
http://www.sherpa.ac.uk/romeo/

56. Degrees of openess
Public Creative Copyright
domain Commons
No rights Some All rights
reserved rights reserved
reserved

57. Public Domain
No rights reserved
Outside the Copyright Act No 98 of 1978 (in South Africa)
Resources > 50 years (in South Africa)

58. Degrees of openess
Public Creative Copyright
domain Commons
No rights Some All rights
reserved rights reserved
reserved

59. Creative Commons
http://creativecommons.org

60. Creative Commons Licences
Retain copyright
 Allow others to copy/distribute
 Attribution/Credit
License specifies
 Use/re-use
 Modify
Options:
 Public domain, Attribution,
 Share-alike, non-commercial...
Non-commercial purposes

61. RSS feeds
RSS feeds
 Site level (all new items)
 Community level (new items in all contained collections)
 Collection level (new items in that collection)
Can be read in modern web browsers
Can be subscribed to in news reader software

62. Alerts
Alerts
 Created by users
 Created for a collection
 Emails sent each day for new items
 Script must run daily:
• [dspace]/bin/sub-daily

63. Collecting DSpace statistics
Statistics available from DSpace
Set up DSpace server for daily statistics  reports
(daily/monthly)
Access statistics by adding ‘/statistics’ to the end of the
Dspace URL
Can be made private (must be logged in) or public

64. What statistics do you get?
General overview metrics
 Numbers of items in repository; numbers of users
Archive
 List of how many of each type
Item views
 List of items and downloads of each
Actions
 Actions (eg browse) and numbers of each
Search terms
 Search terms used

65. Google statistics
More detailed statistics –
 Geographic location of users
 Mobile phone access
 Search engine terms to find items
 Time spent on the site
 Graphic (visual) representation of usage
 Requires Javascript

66. http://www.google.com/analytics/

67. Mobile users statistics

68. Location of users

69. Register on OpenDOAR
http://www.opendoar.org/

70. Repository Rankings
http://repositories.webometrics.info/en

71. This work was carried out with the aid of a grant from the
International Development Research Centre, Ottawa, Canada