In the coming weeks, Western Libraries at the University of Western Ontario, expects that a campus-wide open access policy will be adopted. The Institutional Repository (IR), Scholarshrip@Western, will feature largely in this new landscape since the suggested method of meeting the policy requirements is hosting the author accepted manuscript in an open repository. In addition to this anticipated policy and need for large-scale mediated deposit, several of our research institutes have realised the great potential of the IR for understanding the outputs and impact of each institute. These two major events will greatly impact the workload of our already stretched scholarly communication team. As an alpha tester of the Scopus harvesting tool, I believe that the tool will play a central role in our burgeoning workflow plans. Using our Brain and Mind Institute (BMI) as an example, I will show the developing workflow collaborative workflow that we are currently honing with BMI administrators, one which will make the work of getting their materials into the IR efficiently and duplicate and error free.

1. Bold as Brass
Trumpeting
the advantages of
the
Digital Commons
Scopus
harvesting tool
in a mediated IR-
deposit workflow
Joanne Paterson, Western University
9 December 2021

2. University of
Western Ontario
in London, Ont.,
Canada
Chonnonton
Anishinaabek
Haudenosaunee
Lūnaapéewak
Nations
Map courtesy https://native-land.ca/
W

3. "No one's ever heard of that in their lifetime"

5. IR, Scholarship@Western
Tooting our horn with some Milestones
• 33,866 total works (December 4, 2021)
• Recently surpassed 10 million downloads
Most downloaded paper 103,976
• Evaluating the Montreal Cognitive Assessment (MoCA) and the Mini
Mental State Exam (MMSE) for Cognitive Impairment Post Stroke: A
Validation Study against the Cognistat (2012)
Most cited 3,385
• Global, regional, and national incidence, prevalence, and years lived
with disability for 354 diseases and injuries for 195 countries and
territories, 1990–2017: a systematic analysis for the Global Burden of
Disease Study 2017 (2018)
Most tweets 2,978
Health effects of overweight and obesity in 195 countries over 25 years
(2017)

6. Overwhelming! • BJI ~145 faculty members
• 5 years of content to be
added
• Subject matter?
• Duplicate in another series?
• CVs in PDF or word doc
• Incomplete bibliographic
citations
• One at a time entry is time
consuming
• Requesting manuscript
version if not available OA?

7. How it started. . .
• Institute member names
• Bibliographic dbase search
• Export search file (CSV?
BibTex?)
• Open Refine to "munge" data
• Export that to excel
• Manual duplicate searching
• Content into batch
spreadsheet
• Link or load article (DOIs in
Zotero or shareyourpaper.org)

8. How it's going! • Scopus metadata harvester
• De-duplication in series, and
now across entire IR
• Added OA type allowable
• Exploring ways to
load permitted version with
metadata
• Starting to get systematic
• Into a rhythm. . .
Year BJI BMI Total
2019 17 1 2950
2020 1086 300 3871
2021 250 453 4942

9. Workflow in progress
Admins@BMI
List of members (40)
Collect CVs
•PubMed,
•Scopus,
•Web of Science,
•Google Scholar etc. . .
Use various
databases to collect
bibliographic
information for
reports
Load bib data into
Group Library in
Zotero. One folder
per member.

10. IR workflow continued
Use the harvester to collect Scopus (or ORCID or PubMed)
metadata
Delete duplicates
Deselect articles not in the Zotero file
Add email address
Using the OA labels find open URL for full-text or a link
OA button chrome extension
Remove unneeded columns
Fix data (e.g., embargo: FALSE)
Load the batch
Link out as final option
Request preprint or post print from BMI admin for any
remaining papers

11. Dr. Ingrid Johnsrude, neuroscientist
Collected from Number of articles/years
Scopus 42 /(2015-2022)
PubMed 38 /(2015-2021)
ORCiD 159 /(not limited by date)
Zotero file 32 /(2016-2021)

12. Time saver
• Loading one at a
time 15m/per article =
32/per day
• Spreadsheet batch load
• Data wrangling still time
consuming
• Individual search for
duplicates
• BJI series : Oct.
2020 807 articles
• One at a time that's 201
hours ( 40x4wks =160
hours)
• Limited data munging
• Deduplication is
automated!

13. Thank you!
Takeaways:
Working with Institute admins is key
Zotero Shared library for collaborating
Harvester is an efficient means of gathering metadata
Each database holds different materials, metadata.
Fewer errors because less re-keying of data
Still some metadata to eliminate, to find, to add
jpater22@uwo.ca Joanne Paterson. ir.lib.uwo.ca