UBRISA is the institutional repository of the University of Botswana that collects, preserves, and provides access to the university's intellectual output. The document discusses four key processes of UBRISA: content selection, deposit process, content management, and analysis. It covers what types of content can be deposited, copyright issues, roles and skills required for repository management, and quality assurance processes.

1. UBRISA
Patricia
Liebetrau
January
2013
University
of
Botswana

2. What we will cover
4 key UBRISA processes
§ content selection – what goes in?
§ deposit process – who puts it in?
§ content management – looking after it
§ analysis – who is using it

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

4. What content?
§ Output from academic staff
§ Research output from students

5. Output from academic staff
Software Refereed articles
Journals Non-refereed articles
Miscellaneous
Artefacts
Prototypes Other Outputs
Authored
Products
Books Edited
Chapters
Refereed contributions
Conferences Non-refereed Contributions
Plenary
Other significant output
Keynote Speeches Scholarly
Special lectures Output Types
Presentations
Notes
Editorials
Lectures
Letters Viewpoints
Teaching Outputs Open Online Course
Opinions
Social media
Simulations
Published reviews
Images
Technical reports
Policy reports Media
Reports Exhibitions
reports References
Creative Outputs Curated installations
Catalogue entries
Creative writing

6. Research output from UB students
§ Theses and dissertations
§ Research data

7. Networked environment

8. Ensure that nothing in UBRISA infringes your copyright law

9. 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

11. Reserved rights
§ Copyrighted resources (all rights reserved) which
require permission
§ Creative Commons Licenses (some rights reserved)
§ Public Domain (no rights reserved)

12. Degrees of rights
Public
CreaAve
Copyright
domain
Commons
No
rights
Some
All
rights
reserved
rights
reserved
reserved

13. Intellectual
Property
Copyright
Trade
Marks
Patents

14. Degrees of rights
Public
CreaAve
Copyright
domain
Commons
No
rights
Some
All
rights
reserved
rights
reserved
reserved

15. Copyright
protec3on
for
creators
of
….
§ Literary
works
§ Broadcasts
§ Musical
works
§ Programme-­‐carrying
signals
§ ArAsAc
works
§ Published
ediAons
§ Cinematograph
films
§ Computer
programmes
§ Sound
recordings

16. Degrees of rights
Public
CreaAve
Copyright
domain
Commons
No
rights
Some
All
rights
reserved
rights
reserved
reserved

17. Public Domain
§ No rights reserved
§ Outside the Copyright Act
§ Resources > 50 years
§ 50 years after the death of an author
§ Some government publications

18. Degrees of rights
Public
CreaAve
Copyright
domain
Commons
No
rights
Some
All
rights
reserved
rights
reserved
reserved

19. Creative Commons
http://creativecommons.org
§ Goal = overcome access barriers and encourage creative
use and users

20. Creative Commons Licences
§ Retain some 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

21. The three layers

22. Create your licence

23. Copyright and deposit in UBRISA
§ Can deposit items in UBRISA only if
§ the author hold the rights and wants to deposit
OR
§ the rights holder has given permission for deposit
§ Deposit in UBRISA still allows the author to publish elsewhere

24. Intellectual
Property
Copyright
Trade
Marks
Patents

25. Embargoes
§ Research registered as a pending patent development
§ Deposit thesis/research into UBRISA
§ metadata made visible on UBRISA
§ Thesis is embargoed in UBRISA for a period of time

26. Checking copyright in the work
§ For each item ask who owns the copyright?
§ Author?
§ University?
§ Publisher?
§ Multiple authors?

27. Output from UB staff

28. Journal articles - versions
§ Pre-prints (Author’s version)
§ a draft of an academic article or other publication before it
has been submitted for peer-review
§ Post-prints
§ Final accepted manuscript, after peer-review, but before
publishers editing and typesetting
§ Publisher’s version
§ PDF (or other version) with DOI or link to the publisher’s
website

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

30. What is RoMEO?
§ RoMEO is a searchable database of publisher's policies
regarding the self- archiving of journal articles on the web
and in Open Access repositories
§ Covers over 18,000 journals

31. Colour coding

32. What goes into the repository?
§ What is academic and scholarly?
§ [list of UB accepted content genres]

33. 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

34. Deposit process
§ Academic deposit process
§ [Workflow diagram]
§ Content Co-ordinator
§ [Workflow diagram]
§ Library deposit process
§ [Workflow diagram]

35. How is it organised?
Communities
Collections
Items

36. Communities in UBRISA

37. 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

38. DSpace backend
§ DSpace security based on
§ Roles
§ Responsibilities
§ e-People
§ Submitters
§ Quality assurers

39. Quality assurance
The role of the Library in ensuring quality in what is made
available to a global audience
§ UBRISA website
§ Uploaded content
§ Metadata
§ Adding value
§ [workflow of institutional repository]

41. Google search return

42. Quality of uploaded content
§ All pages in the pdf
§ Cover page if required

43. Quality of metadata
§ Completeness
§ Consistency
§ Adherence to standards
§ Added value
§ Copyright attribution

44. 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

45. DC-qualified for other content
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 Geographical coverge
Source dc.source Reference to the book, journal, conference
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 research
Resource type dc.type Controlled vocabulary of content genres
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 – DOI, handle
Creator dc.creator Entity primarily responsible for making the content of
the resource
Contributor dc.contributor Contributors
Publisher dc.publisher Entity responsible for publishing the content of the
resource
Rights management dc.rights Information about rights held in and over the resource

46. Quality assurance
§ Consistency
§ Adherence to standards
§ Completeness

47. 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

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

49. 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

50. 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

51. 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

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

53. Collecting DSpace statistics
§ Statistics available from DSpace
§ Set up DSpace server for daily statistics à 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

54. 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

55. 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

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

57. Mobile users statistics

58. Location of users

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

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

61. World University Rankings
Times Higher Education (THE)

62. This work was carried out with the aid of a grant from the
International Development Research Centre, Ottawa, Canada
§ Thanks to Yvonne Sing Min for the Scholarly Output Types graphic
§ Thanks to Henry Trotter for the slide on Output from UB staff