Dealing with digital furniture: LMS’, IRs and CRIS‘ –Opportunities for Integration

William J Nixon, Digital Library Development Manager

The LMS, the IR and the CRIS (our silos)

• Library Management System (1995)– Millennium from Innovative Interfaces Inc– Encore (2008)

• Institutional Repository Software– ePrints (2001) and DSpace (2002)– Focus is now on ePrints as the Enlighten Service

• IR Development is collaborative– Support from University’s IT Services Department– Servers hosted and backed up by IT Services

• Current Research System (CRIS)– In-house bespoke system, web interface & SSO

Encore results: Language in Pictland [Screenshot]

WebPAC Record: Language in Pictland [Screenshot]

Research System

Key Drivers for Open Access in the University

• Increased impact for research made openly available

• Public presentation of the University’s research profile

• Compliance with funding body policies on Open Access– Wellcome Trust– Research Councils UK

• Effectively managing our research publications

Enlighten

• Mature and well established institutional repository service (since 2001) at Glasgow

• A “hybrid” repository with over 4900 records for published research outputs

• Focus is on journal articles, conference papers, books and book chapters

• Publications policy approved by University Senate in June 2008

• Has been supported by the University since 2005 when project funding ended

• Is run by staff based in the Library in partnership with IT Services

Repository needs: A Glasgow perspective

• Fulfilling our Open access agenda and obligations

• Increasing the visibility of University research• Implementing a university wide publications

database - based on the repository• Mandating electronic theses deposit• Preparing for assessment exercises• Enabling publications data to be re-used

Twin Tracks : Policies and Technology

Policies• Strongly Encourage (April 2006)• University Policy Statement on Publications

(June 2008)

Technology• Mature repository software• Ease of import and export of data• Integration with Millennium/Encore and the

Research System

• Vice-Principal Research very supportive• Broad support across the University for the

repository• Colleagues asking “How” [to deposit] not

“Why”?• Not losing sight of “full text” [40%]• Copyright no longer an excuse!

A “Quiet Revolution” [or “overnight success”]?

The University Publications Policy

• Policy approved by Senate at the June 2008 meeting

• Various elements within the policy– Bibliographic details of all research outputs must be

made available within Enlighten – applies from January 2008 onwards

– From September 2008 onwards staff should deposit a copy of peer-reviewed, published journal articles and conference proceedings into Enlighten, where copyright allows, as soon as possible after publication

– Staff should use a set form of address when submitting work for publication

Why do we need a policy?

• Work carried out for the RAE and REF pilots made it clear that the University needs a central way of managing publications data

• Data about research publications needs to be gathered on a regular ongoing basis

• Important to make full text of publications as widely available as possible in order to maximise visibility and impact

Usage of full text already held in Enlighten

• High levels of usage of individual items, e.g. ‘Language in Pictland : the case against 'non-Indo-European Pictish‘ by Katherine Forsyth (Department of Celtic) has been downloaded more than 48,000 times

• Top 10 papers have been downloaded >7,000 times

Three Deposit Models

• Mediated deposit:departments continue to maintain a local publications database and send regular imports. Full text will be sent directly by academic staff to a dedicated e-mail address (deposit@lib.gla.ac.uk)

• Proxy deposit: a member of administrative staff will carry out deposit of bibliographic details and full text directly into Enlighten on behalf of academic staff (academics will need to send full text to the nominated member of admin staff)

• Self-deposit: individual members of academic staff will deposit data and full text directly into Enlighten

Staff Support for the Repository

• Two repository managers (P/T)– Advocacy and Service Development

• Bibliographic Services Staff (Cataloguing)– Additional University funding for two posts– Repository “Editors”– Check copyright for full text– Assign subject heading(s)– Validate Glasgow authors– Provide PDF coversheet for articles– Liaise with staff depositing material– Approve records for the Live repository– Add catalogue records for books and theses

Enlighten: LCSH Listings

Enrich: CRIS and Repository Integration

• Delivering a comprehensive University-wide repository which will also act as a central publications database (going back to at least 2001)

• Enhancing usability for depositors with links to the University’s Research System using SSO

• Effectively managing the content in the repository including usage statistics and monthly deposit reports

• Providing clear deposit policies and workflows with academic departments and faculties

• Creating staff profile pages on the web using data from core institutional systems including Enlighten and the Research System

• Ensuring compliance with funders’ open access grant and award policies

• Improving publicity and dissemination of research outputs

Enrich: Three 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.

The Journey to Integration (and Interoperability)

• Research System– Funders and project codes– Staff identifiers– Alerts for compliance with OA Grants

• Integration opportunities with Millennium– WebBridge – Origin and Resource (Find More!)– Encore Harvesting– Research Pro

Questions?

http://www.gla.ac.uk/enrich

http://www.gla.ac.uk/enlighten

William J Nixon(w.j.nixon@lib.gla.ac.uk)