Mei Wang & Sharon Hu's presentation at CALA Midwest Chapter 2011 Annual Conference on May 21, 2011 at Indiana University Southeast (IUS) Library

1. Institutional Digital Repository (IR) and Academic Libraries (AL) Sharon Hu & Mei Wang Chicago State University University of Michigan, Asia Library Chinese-American Librarians Association Midwest Chapter (CALA MW) 2011 Annual Conference May 21, 2011 0

2. Contents Introduction (Background and Purpose) Concepts, Contents and Functions III. History, Present and Development IV.Academic Libraries (AL) and Institutional Digital Repositories (IR) - Impacts, Challenges, Changes and Concerns V.Conclusion 1

3. Introduction (I-1) 21st Century - Digital Age (Background of Institutional Digital Repository) E-Resources of Library Collections E-Journals/Articles E-Books Data Set in Digital Format D-Audio/Video Materials Digital Library (DL) E-Publishing: as the base for IR set-up 2

4. Introduction (I-2) Purpose of IR from Academic Libraries Improve scholarly communications Enhance library services and support faculty, staff and students for teaching , learning and research 3

5. 4 IR: Concepts, Contents, Functions (II-1) IR vs. Digital Library (DL) Information Technology Base Digital Resources Format

6. IR: Concepts, Contents, Functions(II-2) What is IR? The intellectual information resource databases which are created, collected, stored, and distributed by the students, faculty and researchers from one or more academic institutions. All information resources in IR are openly accessible and sharable in an academic environment. It is one type of approach for academic community to an OPEN ACCESS of a scholarly communication network . Two unique features: Digital Intellectual output as information resourcesfor one or more institutions. Open Network Access by the academic institutional community for scholarly communication through network (internet/intranet) 5

7. IR: Concepts, Contents, Functions (II-3) Contents (1): Digital Intellectual output : Institutional Scholarly Publications Official / Formal Publications Research Data Set Thesis and Dissertations Research Reports, Articles Audio/Video Publications Gray Literature* Other Scholarly Communications Library Resources (Teaching/Research) *Gray Literature:Informal publications, such as pre-publications, presentation slides, research reports, technical documents or research data. 6

8. IR: Concepts, Contents, Functions (II-4) Contents (2): Institutional Academic Information Resources Institutional Management Information Institutional Administration Data Set Teaching Management Information Institutional Archives Information Departmental Management Information Other Institutional Information 7

9. IR: Concepts, Contents, Functions (II-5) Functions (1): Open Network Access for Scholarly Communication Scholarly Communication E-Publishing Open Access Real-Time Communication Users Group Management E-Scholarship E-Scholarship Environment Open Scholarly Activities E-Scholarship Standards, Principles, Methodologies 8

10. IR: Concepts, Contents, Functions (II-6) Function (2): Preserve and Archive Institutional Academic Information (Intellectual Repository) Institutional Management Information (Administrative Repository ) Current Historical Short Term Long Term 9

11. IR: Concepts, Contents, Functions (II-7) IR Systems / Platforms (1) Open Sources DSpace[1] Eprints[2] Fedora[3] Institutional Sources Univ. of California eScholarship[4] Univ. of Illinois IDEALS [5] ARL SPARC (Includes nearly 800 libraries) [6] (Publishing and Academic Resources Coalition DRIVER (European Federation IR) [7] (Digital Repository Infrastructure Vision for European Research) MIT DSpace University of Michigan Deep Blue[8] 10

12. IR: Concepts, Contents, Functions (II-8) IR Systems / Platforms (2) Commercial Products Digital Commons [9] University of Nebraska-Lincoln Cornell University DigiTool[10] Colorado State University Open Repository (UK) [11] Google Scholar / Search Appliance (GSA) [12] 11

13. IR: Concepts, Contents, Functions (II-9) Building Up an IR (Key Elements ) Identify Resources Involved Organization structure and staffing Systems Selection(hardware and software) Contributors / Partners (scholarly community/ academic administrators, Provost / IT administrator and relevant technical staff ) Policies and Plans *Institutional related Policies Finance / Budget How does an IR serve an academic community ? 12

14. Deep Blue (University of Michigan Library) [8] Visibility Making your work accessible via Deep Blue will ensure more of your peers can find it (in Google Scholar, for example) and will cite it. Permanence Deep Blue uses special technology that assures the stability of your work's location online, making the citation to it as reliable as a scholarly journal, while as accessible as any website. No broken links! Comprehensiveness Deep Blue supports a variety of formats, and we encourage you to deposit not just the finished work but related materials (including data, images, audio and video files, etc.) to create a "director's cut" that gives context to that work and promotes further scholarship. Safe storage This goes hand-in-hand with permanence. Deep Blue ensures that you only have to deposit the work once. From then on the Library takes care of backups, compatibility, and format issues. There are some technical limitations to the formats we can support indefinitely, but our commitment to preserving the integrity of your work exactly as you deposit it is 100%. Control over access Deep Blue allows you to limit who can see various aspects of your work for a given time, if you need to. This is difficult to do on a personal website without hiding the work completely. Context Beyond what is described above, Deep Blue provides context in two additional ways. First, UM is a destination for the best researchers and scholars, and Deep Blue places you in the larger context of the UM environment, side-by-side with the scholarly and artistic contributions of your colleagues and students. Second, as other universities, institutions, and organizations begin to provide this service for their work as well, we will collaborate with them to create discipline-specific services.

16. Deep Blue Services Deposit Services Deep Blue offers contributors a flexible, easy-to-use deposit process. A contributor completes a brief deposit form and grants non-exclusive permission to distribute and preserve the work. Access Services Deep Blue's Access Services give users the ability to browse, search, and discover items of interest, request one or more items from the system, and take delivery of the requested items. Repository Services and Quotas Deep Blue provides storage and preservation services to ensure the longevity of deposited materials. Users should be assured that content deposited in many formats will be accessible even when the original application in which it was created is obsolete and the means to access it are inoperable. Community Management Services Deep Blue's Community Management Services are a set of consultative and applied services designed to meet the needs of individual communities. Library staff will provide guidance in developing a community or collection's workflow process, metadata requirements.

17. Deep Blue (Services (cont.) End-User Support Services The Library will provide both web-based and telephone support to all Deep Blue users. Support will be provided Monday through Friday, 9:00am to 5:00pm. Inquiries will typically receive a return response via e-mail or telephone within one business day. System Management Services System Management Services are the back-office support for Deep Blue, working to ensure optimal system performance and high availability. Premium Services Deep Blue was designed as a distributed system that allows communities to manage their own collections, and the areas listed above include all necessary functionality to achieve that. As with any new service, though, it is difficult to determine how users will employ specific features of the system and the resulting services they will demand. The Library anticipates that some Deep Blue communities may want to outsource certain activities to the Library or may put demands on the system that require additional resources for support. The Library introduces a set of Premium Services to meet the exceptional resource requirements of Deep Blue communities. Your work: cited more, safe forever. Deep Blue makes it simple.

18. IR History, Present, Development (III-1) IR Developing History (-1) ARL 2006Survey Report (1) (123 memberships,Effect Reponses: 87) 43%with IRs, 35%planned ;till 2007 will be 89%; IRexisted time: (0.5 – 1 yr) 30%; (1- 6 months) 24%; IR staff number: 92% (have 2 – 26 staff) System Used: 70% DSpace; 94% OAI-PMH Policies and Standards: 75%have setup policies and standards 17

20. IR History, Present, Development (III-3) Present Primary Research Group (PRG) Survey Reports [13] The International Survey of Institutional Digital Repositories(2007) The Survey of Higher Education Faculty: Use of Digital Repositories and Views on Open Access (2009) (Survey includes 11countries and 56institutionsfor IR Reports includes 121 pages with over 300data tables) 19

21. IR History, Present, Development (III-4) PRG reports -- IR Contents (12% Pre-existing) 39% faculty publications 78% journal articles 54% academic presentations’ documents 48% digital images (18.52% rare books images), 72% dissertations and theses (60% USA institutions) 14.81% course syllabus 14.81% institutional recorded documents 2% patents (USA) 18.52% archival records and personnel documents 20

22. IR History, Present, Development (III-5) PRG reports: -- IR system financial issues $78,802 (mean) to develop IRs 500-3600hours/ yearly($9,000-$145,000) 73.04%staff from Libraries USA: 86% Other developed countries:65.68% Other developing countries:60% 21

23. IR History, Present, Development (III-6) PRG reports: -- IRApplication Software 41% use IRCommercial Systems (28% Digital Commons; 1.85% DigiTools) USA based much more than elsewhere Open Source System: 37.4% with DSpace (83% developing countries) 13% GNU Eprints (USA, etc.); 16.67% Fedora (outside US) Over 50%preferIRcommercial systems 40% prefer combine commercial systems with Open Sources systems 22

24. IR History, Present, Development (III-7) PRG reports: --Open Access 74%have Open Access with some policies 11.11% have restricted Access 14.81% have ONLY for consortium Access 1/3 developing countries have restricted Access Less than20% US/Developed Countries restricted Open Access PRG reports: -- IR existed time 2.85 years “old” (0-10 yrs) 23

25. IR History, Present, Development (III-8) PRG reports: --IR Usage Users Ave. 247,013 yr 45.47% are owners’ users Download resources 19 inst: mean 30,000 yr USA: mean 75,000 yr IRusageincrease rate 75.67% (mean) 71% USA 95.17%developed countries 24

27. Harvard University ModelOpen Access more than Restricted Access Security Control Copyright Claim

28. IR History, Present, Development (III-10) IR Development (-2) Gray publications increase Pre-/Post-Publications Course Materials Research Data, tech reports Presentations Scholarly Communication Cooperation/Collaboration Management IT / Libraries / Departments. Academic Community Quality Control Policies Standards 26

29. 27 Academic Libraries and IR (IV-1) IR to Academic Libraries (AL) Impact on Academic Library Visible Resources Management Process Digital Resources Enhanced Services to Faculty (E-Publishing) Management changes due to IR Organization Structure Staffing Acquisitions Budgeting

30. Academic Libraries and IR (IV-2) IR to Academic Libraries Challenges Collaboration IT Institutional Administration Institutional Scholar Community Disciplines/Principles Lib Mission – support/services Lib Discipline – IT Librarian’s Knowledge & Skills 28

31. Academic Libraries and IR (IV-3) OCLC 2005 Survey Report: Users: 96% used libraries 57% often use libraries 69% use libraries frequently Users will look for information resources from: Search Engine (such as Google): 58% Library: 43% Library Websites: 17% Book Store: 38% Book Store Website: 26% 29

33. Academic Libraries and IR (IV-5) AL Responsibilities for IR Academic Libraries Should be: IR Designer IR Builder IR Contributor IR Manager IR Maintainer 31

34. Academic Libraries and IR (IV-6) AL Changes responding to IR (-1) Collaborative Services Support e-Publishing Support e-Scholarship Management IR management Organization Structure Liaison with Departments for IR 32

35. Academic Libraries and IR (IV-7) AL Changes responding to IR (-2) Staff Competence Metadata cataloging (RDA) Network knowledge/skills Web knowledge/skills E-publishing knowledge/skills Liaison for subjects capability Instructional skills for providing training to the students/faculty to use information resources 33

36. Academic Libraries and IR (IV-8) Concerns and Issues Cooperation and Collaboration (developing & managing) Faculty’s Participation/Contribution (marketing) Cost / Budget (funding) Copyright issues 34

37. Conclusion IR and AL: IR is expanding because of the needs from academic scholarly communications Open Access is the trend in the information age Faculty ‘s engagement in IR is essential in developing IR IR challenges and changes academic libraries Academic libraries must take initiative to participate in and be the pioneers of developing IR 35

38. Reference : (All URL links were accessed on May 18, 2011) Dspacehttp://www.dspace.org/about-dspace/introducing/ Eprintshttp://www.eprints.org/ Fedora http://fedoraproject.org/en/index eScholoshiphttp://escholarship.org/ IDEALS http://www.ideals.illinois.edu/ ARL SPARC http://www.arl.org/sparc/about/index.shtml DRIVER http://www.driver-repository.eu/Driver-About/About-DRIVER.html Deep Blue http://deepblue.lib.umich.edu/ Digital Commons http://digitalcommons.bepress.com/ DigiToolhttp://www.digitool.com/home.html Open Repository http://www.openrepository.com/ Google Search Appliance http://www.google.com/enterprise/search/gsa.html Primary Research Group (PRC) Survey Reports http://digitizationblog.interoperating.info/node/382 36

39. 37 The End Thank you !