To describe the procedure of setting up an institutional repository (IR) with policy formulation and proposal and submission workflow

1. Md. Zahid Hossain Shoeb
31 December 2009
Institutional digital repository in
Bangladesh - a proposal and content
submission workflow
International Seminar on
Digital Library & Information Support for Nation Building
RC Majumder Arts Auditorium
University of Dhaka

2. 2
Outline
 Abstract
 Institutional Repository (IR): a Brief Outlook
 IR: Bangladesh Context
 Planning and Setting up the Repository
 IR: Choosing the Platform
 ICT Condition in the Universities in Bangladesh
 IR:Proposal
 Content Submission
 Discussion and Conclusion

3. 3
Abstract
 Purpose
 to describe the procedure of setting up an institutional repository
(IR) with policy formulation and proposal
 submission workflow of the contents for any university in
Bangladesh using open source software
 Design/Methodology/Approach
 A number of popular IR software packages have been compared
 System requirements along with the steps involved in uploading
and submitting contents in the IR were also examined
 Findings
 DSpace preferred most as IR software locally and globally
 Systematic storing and access to the research output of a
university will be provided

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Institutional Repository (IR) (contd.)
 Digital Repository
 a mechanism for managing and storing reliable digital contents
 Types of Digital Repositories
 institutional, discipline based, consortia, learning objects
 an institutional repository (IR) is a digital archive of the
intellectual product created by the faculty, research staff, and
students of an institution and accessible for end users both
within and outside of the institution with few if any barriers to
access.

5. 5
Institutional Repository (IR) (contd.)
 Special Characteristic of Digital Repository
 content is deposited whether by the content creator, owner or
third party
 the repository architecture manages content as well as metadata
 minimum set of basic services e.g. put, get, search, access control
 the repository must be sustainable and trusted, well-supported and
well-managed
 Why Institutional Digital Repository?
 to make visible institution’s scholarly research globally
 to gather and collect versatile contents in a single location
 to provide open access to institutional research output by self-
archiving or mediated deposit
 scholarly communication and sharing
 management of digital assets and preservation

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Institutional Repository (IR)
 Open Access (OA)
 Open access digital repositories are web sites where authors or
their designated intermediates deposit scholarly publications
for anyone to read freely
 Should no subscription or registration required to read papers
within them
 The repository must provide open access to its content (unless
there are legal constraints); and
 The repository must provide open access to its metadata for
harvesting.
 Who benefits from Open Access?
 Researchers, institutions, global community.

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IR: Bangladesh Context (contd.)
 Three types of Universities in Bangladesh
 The University Grants Commission of Bangladesh (UGC)
can play vital role for formulating policies and implementing
IR
 The Directory of Open Access Repositories listed only two
IRs in Bangladesh (>1400 registered worldwide)
 IR concept is well-known to library and Information Science
(LIS) Professionals here but technology is not as well
 Most of the university library personnel articulate and
recognise the need of institutional repository for their
universities in Bangladesh

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Planning and Setting the IR
 Requirement of Repository
 Repository which is to be established should have a purpose
 Repositories are also changed as per environment which to be
considered
 Way to success: setting up criteria
 Intuitional and local conditions and expectations will need to
be considered and accommodated
 quantitative/strategic
 Costs
 Typical Hardware/Software cost, Startup cost
 Staff cost/maintenance cost
 Benefits of the University
 Costs vs Strategic benefits

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IR: Choosing the Platform
 IR: Choosing the Platform
 Accumulate a team
 Strength, features
 Required IR software
 Fundamental technical building blocks of an IR
 Model, technical aspects when running
 Implementation steps
 Features of the Product
 File formats, metadata standards, interoperability,
search/browse of metadata, full-text search, workflow,
submission for content approval, user authentication and
authorization (back end/front end), customization, Software
Developer/Distributor, Technical support.

10. 10
Functional Overview of DSpace
 DSpace: the Open Source Digital Repository Software
 Free, open source software
 All content types accepted, Dublin Core metadata standard.
Full text search
 Customizable web interface. OAI compliant
 Workflow process for content submission
 Import/export capabilities. Decentralized submission
 Extensible through Java API. Built in Java and server-side
Java technologies, including Java Servlets, JSP, Taglets,
Filters, Java Bean Activation Framework, and Java Mail.
 Database: PostgreSQL, or SQL database that supports
transactions, such as Oracle, MySQL

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ICT Condition in the Universities in
Bangladesh
 Almost all the universities have adopted updated Information
and Communication Technology (ICT)
 ICT is the driving force and most effective tools for
development
 Universities in Bangladesh are using ICT in learning, teaching
and disseminating information to increase quality, efficiency
and sustainability
 A common IT department is responsible for IT related tasks
 Most of the Universities have broadband or dial up internet
connections and equipments with relevant servers and
workstations. Few have VSAT (Very Small Aperture Terminal)
 So, almost all the universities have more or less ICT facilities
to cope with the current local and global competition

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Proposal for Collections to be Included
 Content Types
 The major content types may be included are:
Publications -
Preprints/Postprints
Datasets
Bibliographic references
(metadata only)
Learning objects
Books and chapters Multimedia and audio-visual
materials
Conference and workshop
papers
Software
Theses and Dissertations Patents
Unpublished reports and
working papers
Special items (depends on
policy)

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Proposal for Hardware
 As almost all the universities have minimum network
facilities and equipments, so only following Hardware is
suggested:
 Two Servers (dedicated), 1 for production and another for
backup. Server must be with high and latest configuration like
dual CPU Intel Xeon Server (or with higher processor).
 It must have four hard disks (4 x 146 swappable)
 high configured primary memory
 high cache memory and other higher specification with dual
Intel Gigabit Ethernet controller.
 In addition, a high-speed face-up book scanner with Optical
Character Recognition software to digitize print documents
and an MPEG card to convert video recorded documents into
digital form is required.

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Proposal for Software
 As earlier the investigation revealed that DSpace got the
highest preference as IR software, so following software will
be acquired as those are freely available.
 DSpace (latest stable version preferred,)
 Java
 Apache Ant
 Apache Tomcat
 Maven
 PostgreSQL
 Operating Systems (Linux Server (Fedora/Debian/Ubantu))
 PDF maker software (e.g. Acrobat Writer) is also needed to convert
documents or images to Adobe PDF

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Other Policies and Legal Issues (Cont.)
 Following policies should be accumulated as per global, national and
organizational policies:
 Policy Development and Legal Issues
 Online materials are governed by government copyright, legal
deposit laws, and publishing contracts
 Intellectual Property Rights (IPR) for IR
 Refer to the ownership and rights over work produced and
distributed online
 Copyright and Content Licensing
 Copyright: offers protection to content creators to control how their
material can be used and distributed
 Content License: legal agreements by which content can be
distributed
 Content Policies
 Author final versions versus Publisher final versions

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Other Policies and Legal Issues
 Collection Policies
 How the contents are organized and regulated for the service
 Submission Policies and Procedures
 Self Archiving/Mediated Deposit
 Preservation Policies
 Retention Period/Functional Preservation/File Preservation
(backing up)/Withdrawal Policy/Withdrawn Items/Version
Control/Closure Policy
 Copyright Issues
 Journal articles/Pre-print and Post-print/Book & Book
chapters/Images
 Restriction
 Thesis/dissertation

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Figure 1: Default DSpace Installation Page

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Figure 2: DSpace Login Screen

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Figure 3: DSpace Content Submission

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Figure 4: DSpace Administrative Tool

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Figure 5: Creating Top-level Community

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Figure 6: Community and Collection

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Figure 7: Institutional Repository Collection Home

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Figure 8: Collection Submission-Describe

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Figure 9: Collection Submission - Describe Author, Title etc.

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Figure 10: Collection Submission – Describe Keywords, Abstract etc.

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Figure 11: Collection Submission - Upload

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Figure 12: Collection Submission - Upload

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Figure 13: Collection Submission - Verify

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Figure 14: Collection Submission - License

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Figure 15: Collection Submission - Complete

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Figure 16: Repository is Ready to be searched and browsed

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Figure 17: Search Result

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Figure 18: Detailed Result

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Figure 19: Collection Home Page for More Submission

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Discussion and Conclusions
 Discussion and Conclusion
 primary focus of this paper was to investigate to set up an institutional
repository to identify suitable IR tool that best practices in the
administrative, technical infrastructure, and access to repository
collections
 IR may be designed using DSpace
 An IR project should be taken and managed centrally
 A format-blind IR (based on probable concern university IR policy
and project committee);
 A centralized resource that will allow the concerned university to
represent the depth and breadth of its research and teaching to the
local community, state, and world;
 A means of preserving the work of researchers in a comprehensive
way; if needed a resource for multidisciplinary archive of
administrative outputs.

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