Making a Case: Explaining the need for a repository & the expected benefits; Strategic Planning & Business Cases; Defining Scope & Planning Checklists; Policies
The adoption of national, regional and institutional policies to promote free access to scientific knowledge have contributed significantly to boosting the growth of open access. In this context, the gold route represents one of the most important paths for the universalization of open access to scientific literature and the solutions employed complement the advances of open access globally with the contribution of the commercial publishers that started to gradually adopt open access solutions, the emergence of open access megajournals and open access repositories of articles published in restricted access journals. In recent years we have also seen the easing of use licenses that contribute to the increase of the number of open access publications, mainly in line with the principles and practices of open science.
Although the increase of open access publications is noticeable, the distribution of these titles among countries is not homogeneous; two contexts stand out. On the one hand, there are countries with an important tradition in commercial publishing, especially in the USA, UK, the Netherlands and Germany, and whose advance toward open access depends on business models that ensure the financial returns to large publishers; and on the other, there are mainly the emerging economies, whose journals do not draw much commercial interest, being mostly published in open access. Between these two environments, there are also national initiatives in developed countries that publish journals outside the commercial circuit of the large publishers.
In this scenario, Latin America is known to be one of the most advanced regions of the world to use the open access publishing model as a strategy to increase the visibility of the scientific output in the countries of the region. This protagonism is largely driven by national and regional initiatives, underlining the pioneering SciELO, which, through its decentralized model, promoted and developed a network of national collections of open access journals, focusing on each countries’ conditions and priorities. In most of these countries the collections reflect the implementation of public policies supporting research infrastructure and its communication, with emphasis on nationally published journals.
Through similar solutions, other countries have also highlighted the importance of nationally published journals for their national research systems, and have been making efforts to develop national open access journals collections (France, Serbia, and Japan, among others) as one of the essential components of their strategies of active participation in the global flow of scientific output and scholarly communication.
In view of the above, this panel will analyze the main characteristics of the most relevant national solutions, advances already achieved, barriers and challenges toward…
The adoption of national, regional and institutional policies to promote free access to scientific knowledge have contributed significantly to boosting the growth of open access. In this context, the gold route represents one of the most important paths for the universalization of open access to scientific literature and the solutions employed complement the advances of open access globally with the contribution of the commercial publishers that started to gradually adopt open access solutions, the emergence of open access megajournals and open access repositories of articles published in restricted access journals. In recent years we have also seen the easing of use licenses that contribute to the increase of the number of open access publications, mainly in line with the principles and practices of open science.
Although the increase of open access publications is noticeable, the distribution of these titles among countries is not homogeneous; two contexts stand out. On the one hand, there are countries with an important tradition in commercial publishing, especially in the USA, UK, the Netherlands and Germany, and whose advance toward open access depends on business models that ensure the financial returns to large publishers; and on the other, there are mainly the emerging economies, whose journals do not draw much commercial interest, being mostly published in open access. Between these two environments, there are also national initiatives in developed countries that publish journals outside the commercial circuit of the large publishers.
In this scenario, Latin America is known to be one of the most advanced regions of the world to use the open access publishing model as a strategy to increase the visibility of the scientific output in the countries of the region. This protagonism is largely driven by national and regional initiatives, underlining the pioneering SciELO, which, through its decentralized model, promoted and developed a network of national collections of open access journals, focusing on each countries’ conditions and priorities. In most of these countries the collections reflect the implementation of public policies supporting research infrastructure and its communication, with emphasis on nationally published journals.
Through similar solutions, other countries have also highlighted the importance of nationally published journals for their national research systems, and have been making efforts to develop national open access journals collections (France, Serbia, and Japan, among others) as one of the essential components of their strategies of active participation in the global flow of scientific output and scholarly communication.
In view of the above, this panel will analyze the main characteristics of the most relevant national solutions, advances already achieved, barriers and challenges toward…
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Open access: What's in there for me? And some ideas for advocacy programmesIryna Kuchma
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FOURTH CODESRIA CONFERENCE ON ELECTRONIC PUBLISHING AND DISSEMINATION: The Open Access Movement and the Future of Africa’s Knowledge Economy, March 31, 2016, Dakar, Senegal
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The presentation covers good practice approaches to designing and implementing open access policies aligned with the European Commission's (EC) Recommendation to Member States on Access to and preservation of scientific information of July 2012, Guidelines on open access to scientific publications and research data in Horizon 2020 and the EC's Horizon 2020 Multi-beneficiary General Model Grant Agreement. Open access policy alignment check-list will be presented covering the following issues: Are beneficiaries required to deposit and ensure open access? What to deposit? Where to deposit? When to deposit? When should open access be provided? Policy monitoring and compliance as well as open access publishing (from the policy perspective) will also be covered as a part of this presentation. PASTEUR4OA report on the Open access policy effectiveness will provide important evidence that open access policies should include at least three elements for effectiveness, namely, a mandatory deposit that cannot be waived, and linking depositing with research evaluation.
Presentation at the Joint Executive Board Meeting of the European Federation of Psychology Students’ Associations (EFPSA), October 28, 2014,Dobra Voda, Serbia
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Open access: What's in there for me? And some ideas for advocacy programmesIryna Kuchma
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How faculty librarians could contribute to open access awareness raising and advocacy, provide support and training for researchers and students on changing scholarly communication landscape
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Open access repository: How to set it up in 22 steps
1. Open access repository:
How to set it up in 22 steps
Iryna Kuchma
Open Access Programme manager
Presented at “New Trends for Science Dissemination”,
ICTP – Trieste, Italy, 27 September 2011
www.eifl.net Attribution 3.0 Unported
2. Making a Case: Explaining the need
for a repository & the expected
benefits
Strategic Planning & Business Cases
Defining Scope & Planning Checklists
Policies
3. Step 1
Start with a repository Steering Group
(or Project Board, Management Committee,
Working Group, etc.) that undertakes the high
level management of a repository on behalf
of the institution
Involve key stakeholders: senior
management and policy makers, academic
staff, library staff, technical support staff,
other support staff
4.
5. Which departments or units
within your institution have
actively advocated the
establishment of a repository?
88% library
28% Information Technology department
18% administration
16% academic departments
14% research office
6. Assumptions 1-3
1. Management has approved the
implementation of an institutional
repository (IR) (Proposal)
2. A server is in place to host the IR
3. An IR Manager (project leader) has been
identified to manage the project – and will
have to do most of the work initially
(Proposed checklist for the implementation of an Institutional
Repository Developed by the Department of Library Services
in the University of Pretoria, South Africa)
7. Step 2
Assign a project leader (IR
Manager), and identify members to
form part of the implementation
team (e.g. external consultant,
copyright officer, metadata
specialist/ head cataloguer,
digitization specialist, 2-3 subject
librarians, IT etc.)
8. Step 3
Identify 1 to 4 champions to work
with initially.
Involve them in your meetings and
make them part of the implementation
team
9. Step 4
Conduct a needs analysis & compile
a needs analysis report
(Example: Needs Analysis
http://wiki.lib.sun.ac.za/images/b/b9/Needs_assessment.pdf)
15. Steps 6-9
6. Start thinking of a name for the IR
7. Decide on how communities and
collections will be structured within
the IR
8. Define the workflows
9. Discuss licensing & copyright
issues with the legal department
17. Which statement best describes
the process of depositing of
materials in the repository?
33% material to be collected by staff members or
librarians independently of the authors or researchers;
30% researchers and authors provide content to
specialised staff members or librarians to deposit into
the repository;
17% self-depositing by researchers and authors with
quality control by specialised staff members;
13% self-depositing by researchers and authors with
no quality control by specialised staff members.
18.
19.
20. The planning checklist
1. What is an institutional repository and
what does it mean to you?
2. Have you outlined and documented the
purpose and drivers for institutional
repository establishment in your
institution?
3. Have you defined your vision and initial
goals?
(adaptation from the Repository Support Project, the
UK: http://www.rsp.ac.uk/)
21. The planning checklist
(2)
4. Have you decided how to position your
institutional repository within your
wider information environment?
5. What is the target content of the
repository?
6. Do you have an institution wide
intellectual property rights policy?
22. The planning checklist
(3)
7. Do any of your Departments already have
other digital stores of publications? How
will you manage duplication, transfer of
resources and metadata, etc.?
8. Does your institution have an information
management strategy?
23. The planning checklist
(4)
9. Have you defined roles &
responsibilities for your institutional
repository development?
10. What sort of statistics &
management reports will you want from
your institutional repository?
24. Step 10
Compile a business plan and present to
management.
Examples:
Proposal:
http://wiki.lib.sun.ac.za/images/3/3f/Proposal.pdf
Business Plan:
http://wiki.lib.sun.ac.za/images/2/2c/Business_plan.pdf
Implementation Timeline: http://bit.ly/oysMEX
25.
26. Steps 11-12
11. Register project with IT & establish a
service level agreement
12. Incorporate IR as part of role description
for cataloguers & subject librarians
27. Step 13
Start working on IR policy, and continue to
document all important decisions taken. Also
address service definition, open access,
copyright, preservation, metadata standards,
digitization, selection criteria etc
28. Sample policy
The [repository title] is an OA repository with a set
of services to capture, store, index, and provide
access to scholarship produced by [name of the
institution]. The repository, coordinated by [name of
the university department that coordinates the
project] offers worldwide access to a wide variety of
works: conference proceedings, monographs, book
chapters, peer-reviewed journals and articles,
publicly funded research, reports, theses and
dissertations, working papers and learning objects
are some examples of the scholarly output
represented in the repository.
29. Sample policy (2)
Powered by [software which you use], the aim
of the repository is to improve dissemination
and visibility of a variety of scholarly materials
throughout the academic communities and
general public and to provide a free and
persistent point of access. The Repository
provides a robust, statewide platform for
saving, discovering and sharing—free of charge
—the instructional, research, historic and
creative materials produced by [name of the
institution].
30. ( B 6 ) P le a s e in d ic a t e w h ic h f ile f o r m a t s a r e a c c e p t e d a n d p r e s e r v e d :
80
70
60
50
A c c e p te d
40
P re se rve d
30
20
10
0
F
EG
FF
FF
L
F
F
Ot 3
r?
I
x
ML
ML
AV
GI
CI
d
MP
RT
PD
XM
Te
he
TI
AI
or
JP
HT
SG
AS
W
La
W
MS
31.
32.
33. ●
Metadata Policy
1. Anyone may access the metadata free of
charge.
2. The metadata may be re-used in any
medium without prior permission for not-
for-profit purposes provided the OAI
Identifier or a link to the original metadata
record are given.
3. The metadata must not be re-used in any
medium for commercial purposes without
formal permission.
34. Data Policy
1. Anyone may access full items free of charge.
2. Copies of full items generally can be:
●
reproduced, displayed or performed, and given
to third parties in any format or medium
●
for personal research or study, educational, or
not-for-profit purposes without prior permission
or charge provided:
●
the authors, title and full bibliographic details
are given;
●
a hyperlink and/or URL are given for the original
metadata page;
●
the content is not changed in any way
35. Data Policy (2)
3. Full items must not be sold commercially
in any format or medium without formal
permission of the copyright holders.
4. This repository is not the publisher; it is
merely the online archive.
36. Content Policy
Deposited items may include: working
drafts; submitted versions (as sent to
journals for peer-review); accepted
versions (author's final peer-reviewed
drafts); published versions (publisher-
created files)
Items are individually tagged with: their
version type and date; their peer-review
status; their publication status.
37.
38.
39. OA policy
Universities & research funding agencies have been
implementing OA policies since 2004.
Institutional OA policy may be voluntary (e.g.
requesting that researchers make their work OA in
the institutional repository) or mandatory (e.g.
requiring that researchers make their work OA in the
institutional repository).
Mandatory policies do result in a high level of self-
archiving which in turn provides a university with the
increased visibility and impact.
40. Open access policy
options
Request or require?
If you are serious about achieving OA
for the research you fund, you must
require it.
(Peter Suber’s Open access policy options for
funding agencies and universities
http://bit.ly/1Tp1KV)
41. Green or gold?
If you decide to request and encourage
OA, rather than a mandate it, then you
can encourage submission to an OA
journal and encourage deposit in an
OA repository as well, especially
when researchers publish in a toll
access journal.
42. Green or gold? (2)
But if it decides to mandate OA, then it
should require deposit in an OA
repository and not require submission
to an OA journal, even if it also
encourages submission to an OA
journal.
43. Deposit what?
The final version of the author's peer-
reviewed manuscript
Data
A citation and link to the published
edition
44. Deposit what? (2)
Allow the deposit of unrefereed preprints,
previous journal articles, conference
presentations, book manuscripts, the
journals edited or published on campus,
open courseware, administrative records,
digitization projects from the library, theses
and dissertations
45. Scope of policy
For simplicity and enforceability, follow
the example of most funding agencies:
apply your OA policy to research you
fund "in whole or in part"
46. What embargo?
No more than six months.
Any embargo is a compromise with the
public interest; even when they are
justified compromises, the shorter they
are, the better.
47. What exceptions?
Private notes, records not intended for
publication, classified research
Patentable discoveries
Royalty-producing books
48.
49.
50. Step 14-15
14. Identify members which will participate in
the evaluation, and present a training
session on how to use the software.
15. IT deploys software on developmental
server, implementation team and other role
players evaluate, quality assurance server
& production server
51. Steps 16-17
16. Create Communities & Collections for
champions and populate in order to
demonstrate to library staff and faculty.
17. Register IR with international
harvesters, search engines, have it listed
on web pages etc
http://www.jiscinfonet.ac.uk/infokits/repositories
/technical-framework/registering
& http://www.jiscinfonet.ac.uk/infokits/repositories/technical-framework/search
52. Steps 18-19
18. Start developing a marketing
presentation (which can be customized for
specific subject areas), marketing leaflets,
training material, online help e.g. copyright
clearance process. Example:
http://wiki.lib.sun.ac.za/images/0/0e/Marketing.pdf
19. Introduce IR to rest of community e.g.
departments, individuals, etc. Host open
sessions over lunch hour, use organisational
newsletters, present at meetings &
conferences. Negotiate for submitters.
53.
54. Steps 20-21
20. Invite all to register new collections.
Communicate procedure on e.g. IR home
page. Frequently communicate e.g. via e-
mail, monthly newsletter, etc. Frequently
communicate statistics.
21. Launch IR when ready. Invite
administration, heads of faculties &
departments, other key-players, etc.
55. Step 22
Budget each year and plan for the following
year.
Keep monitoring server capacity.
Stay updated through mailing lists and
reading articles, attending conferences etc.
56. Staffing requirements
Repository Manager - who manages the
‘human’ side of the repository including
content policies, advocacy, user training
and a liaison with a wide range of
institutional departments and external
contacts.
57. Staffing requirements
(2)
Repository Administrator - who manages
the technical implementation,
customisation and management of
repository software, manages metadata
fields and quality, creates usage reports
and tracks the preservation issues.
Some recommendations:
http://bit.ly/qP2gaQ
http://bit.ly/o0zvVk
58.
59. Useful links
The Digital Repositories infoKit:
http://bit.ly/bOpG9F
Open Access Scholarly Information
Sourcebook by Alma Swan and Leslie Chan:
http://www.openoasis.org
SPARC Institutional Repository Checklist &
Resource Guide: http://bit.ly/rdfweE
Creating an Institutional Repository: LEADIRS
Workbook: http://bit.ly/nU13mH