IR and DSpace - International Seminar, Dhaka University


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

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IR and DSpace - International Seminar, Dhaka University

  1. 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. 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. 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
  4. 4. 4 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. 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
  6. 6. 6 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.
  7. 7. 7 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
  8. 8. 8 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
  9. 9. 9 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. 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
  11. 11. 11 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
  12. 12. 12 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)
  13. 13. 13 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.
  14. 14. 14 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
  15. 15. 15 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
  16. 16. 16 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
  17. 17. 17 Figure 1: Default DSpace Installation Page
  18. 18. 18 Figure 2: DSpace Login Screen
  19. 19. 19 Figure 3: DSpace Content Submission
  20. 20. 20 Figure 4: DSpace Administrative Tool
  21. 21. 21 Figure 5: Creating Top-level Community
  22. 22. 22 Figure 6: Community and Collection
  23. 23. 23 Figure 7: Institutional Repository Collection Home
  24. 24. 24 Figure 8: Collection Submission-Describe
  25. 25. 25 Figure 9: Collection Submission - Describe Author, Title etc.
  26. 26. 26 Figure 10: Collection Submission – Describe Keywords, Abstract etc.
  27. 27. 27 Figure 11: Collection Submission - Upload
  28. 28. 28 Figure 12: Collection Submission - Upload
  29. 29. 29 Figure 13: Collection Submission - Verify
  30. 30. 30 Figure 14: Collection Submission - License
  31. 31. 31 Figure 15: Collection Submission - Complete
  32. 32. 32 Figure 16: Repository is Ready to be searched and browsed
  33. 33. 33 Figure 17: Search Result
  34. 34. 34 Figure 18: Detailed Result
  35. 35. 35 Figure 19: Collection Home Page for More Submission
  36. 36. 36 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.
  37. 37. 37 ?????