INTEGRATING DIGITIZED MATERIAL INTO AN INSTITUTIONAL REPOSITORY:
Enlighten: integrating a repository with University systems and processes
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Transcript of Enlighten: integrating a repository with University systems and processes
Enlighten: integrating a repository with University systems and processes
Morag Greig
Advocacy Manager- Enlighten
University of Glasgow
UKCoRR meeting 14/08/09
Background
• Mature and well established institutional repository service at Glasgow (2001-)
• A hybrid repository with over 5500 records for published research outputs (>2100 full text)
• Publications policy approved by University Senate in June 2008 (‘mandate’)
• Policy established Enlighten as both the institutional repository AND the central publications database
• Key Library engagement and participation in the RAE and the REF Pilot
• Strong relationships between the Library’s repository managers and the University academic community and research office
• Recognition that the repository cannot exist as a disconnected data silo
Aims
• To develop a comprehensive central publications database (2001-) across the University
• To develop deposit procedures that will enable departments to provide publications data on a regular and ongoing basis
• To encourage all staff to comply with the Publications Policy and to deposit full text
• To join up systems and processes so that deposit is easy and data can be re-used for many purposes
Initial visits to departments
• Initial meetings with Heads of departments/research champions
• Establish current procedures for collecting publications data
• Establish how best the department can engage with Enlighten
Multiple sources of publications data and update schedules
Reference Manager
EndNote
Word files
Access
In-house databases
Web pages
Monthly
Bi-annually
Rarely!
Deposit options
Self-deposit (two departments)
Mediated – some large faculties
Proxy – most small to medium sized departments
Training for administrative staff
Enlighten deposit manual
Further visits to departments
• Presentations at departmental meetings, including demonstrations and time for questions – addressing issues, e.g. versions, permissions etc.
• Presentations at Faculty level research meetings
• Presentations are ongoing
Data back filling
• Data being added for publications back to 2001
• Some data being entered manually (extra staff trained to do this)
• Bulk of data being imported from REF databases (records will require some details to be added)
• Staff numbers being added retrospectively to older records in Enlighten
Repository enhancements
• HR database – staff numbers (in place)• Single sign-on (institutional integration)• Statistics• Reporting• Automated publications lists (institutional
integration with content management system)
• Two way link-ups with the research system (institutional integration)
• Deposit alerts• More granular editorial roles etc.
Automated publications lists
Integration with research systems
• Two way links between Enlighten and the Research System (auto-complete and look-up features)
• Automated alerts from the Research System which highlight to researchers that they must deposit their papers in an appropriate repository, in line with their grant conditions
• Reports showing Projects/Funders and associated publications
Key elements for success
• RelationshipsStrong relationships between repository managers and staff at all levels are vital in supporting the deposit of content.
• Systems and ProcessesTechnical and administrative processes needed to join-up the existing elements of the research lifecycle which will facilitate the ease of deposit.
• PoliciesManagement and monitoring of both the University’s Publication Policy and those of our funders to ensure compliance.