how to and next steps
TRANSCRIPT
How to and Next steps
Iryna Kuchma,
eIFL Open Access Program Manager, eIFL.netPresented at the workshop “Open Access: How to improve accessibility,
visibility and impact of your research outputs”, December 22, 2008,
Addis Ababa University, Ethiopia
AboutHow to start your institutional repository.
How to launch an Open Access journal or convert a print journal to Open Access journal.
Next steps: Discussion on the national strategy on developing Open Access projects in
Ethiopia
How toProposed checklist for the implementation of an
Institutional RepositoryDeveloped by the Department of Library Services in
the University of Pretoria, South AfricaAssumptions:• Management has approved the implementation of
an IR (Proposal).• A server is in place to host the IR.• An IR Manager (project leader) has been identified to
manage the project – and will have to do most of the work initially.
How toActivity
1. Assign a project leader (IR Manager), and identify members to form part of the implementation team (e.g. external
consultant, copyright officer, metadata specialist/ head cataloguer, digitization
specialist, 2-3 subject librarians, IT etc.). 2. Identify 1 to 4 champions to work with initially. Involve them in your meetings and
make them part of the implementation team.
How toActivity
3. Register an IR e-mail address, e.g. kwela[@]kcn.unima.mw Owner: IR manager.
4. Conduct a needs analysis & compile a needs analysis report.
5. Evaluate available software and decide on which software to use.
6. Join existing mailing lists.7. Start thinking of a name for the IR.
How toActivity
8. Decide on how communities and collections will be structured within the IR.
9. Discuss licensing & copyright issues with the legal department.
10. Compile a business plan & present to management.
11. Register project with IT & and establish a service level agreement.
How toActivity
12. Register a handle with CNRI. Forward info to IT.
13. Incorporate IR as part of role description for cataloguers & subject librarians.
14. Start working on IR policy, and continue to document all important decisions taken. Also
address service definition, open access, copyright, preservation, metadata standards,
digitization, selection criteria etc.
How toActivity
15. Identify members which will participate in the evaluation, and present a training session
on how to use the software.
16. IT deploys software on developmental server, implementation team and other role
players evaluate, and IR manager forward evaluation report containing requests for
changes (e.g. to submission form) to IT Unit.
How toActivity
17. IT deploys software on developmental server for the second time, implementation team and other role players evaluate, and IR
manager forward evaluation report containing requests for changes to IT Unit. It could be
necessary that the deployment on the developmental server has to be tested for a
third time.
How toActivity
18. IT deploys software on quality assurance server, implementation team and other role
players evaluate, and IR manager forward evaluation report containing requests for
changes to IT Unit. It could be necessary that the deployment on the quality assurance server has to be tested for a second time.
How toActivity
19. IT deploys software on production server, implementation team and other role players evaluate, and IR manager forward evaluation report containing requests for changes to IT
Unit. Keep on testing until software is flawless.
20. Create Communities & Collections for champions, and populate in order to
demonstrate to library staff and community.
How toActivity
21. Register IR with international harvesters, search engines, have it listed on web pages
etc. 22. Start developing a marketing ppt (which can
be customized for specific subject areas), marketing pamphlets, training material, online
help e.g. copyright clearance process.23. Introduce IR to Library Management.
24. Introduce IR to Library Steering Committee.25. Introduce IR to library staff.
How toActivity
26. Provide training to subject librarians (Collection Administrators).
27. Provide training to Submitters (appoint students etc if necessary funds are available).
28. Provide training to cataloguers (Metadata Editors).
29. Identify back-up persons for each role in IR.30. Register all persons involved on the
mailing list.
How toActivity
31. Establish the following (will replace initial implementation team):
- - IR Steering Committee- - IR Policy Advisory Group
- - IR User Group32. Introduce IR to rest of community e.g.
departments, individuals, etc. Also host open sessions over lunch hour, use organizational
newsletters, present at conferences, road shows etc. Negotiate for submitters.
How toActivity
33. Invite all to register new collections. Communicate procedure on e.g. IR home
page. 34. Frequently communicate with IR team, e.g.
via e-mail, monthly newsletter, etc. Frequently communicate statistics.
35. Launch IR when ready … Invite principal, vice-principals, heads of faculties &
departments, other major role players, etc.
How toActivity
36. Budget each year and plan for the following year. Keep monitoring server capacity, stay updated through mailing
lists & reading articles, attending conferences etc.
NigeriaCOMMUNIQUE OF THE INTERNATIONAL
WORKSHOP ON OPEN ACCESS REPOSITORIES –NEW MODEL FOR SCHOLARLY
COMMUNICATION
HELD AT THE A.B.U., ZARIA. NIGERIA, APRIL 28.29, 2008
NigeriaStakeholders at the workshop observed with serious
concern that:
1. Open Access Institutional Repositories are now globally accepted as one of the best model for
scholarly communication.
2. Only few countries in Africa have embraced the project.
3. Nigeria with 92 Universities and several other Research Institutes, there is only one pilot
Institutional repository (IR) in Ahmadu Bello University, Zaria Nigeria.
Nigeria4. The Open Access Repositories (OAR) has enormous benefits to the country, research scientists, scholars and information users in
general.
5. Despite the benefits of open access/Institutional repositories, there is a very low level of awareness even among
Authors, publishers and other stakeholders in Nigeria.
NigeriaIn view of the above mentioned observations, the
following recommendations are made: 1. The Federal Government should develop a strategic
plan of action on open access repositories and open access journals with an activity timeline.
2. The Federal Government to setup a National Coordinating Committee for Open Access
Repositories and open access journals in Nigeria. 3. Stakeholders should be sensitized on the need to
support open access and Institutional repositories (IR) and open access journals.
Nigeria4. Favourable policies should be formulated at
different levels on open access repositories and open access journals in Nigeria.
5. Stakeholders should be trained and retrained on open access repositories and modality for the implementation of open access journals.
6. Stakeholders should be encouraged to source and make available funds for the open access repository projects and open access journals.
Brisbane DeclarationFollowing the conference on Open Access and Research
held in September in Australia, and hosted by Queensland University of Technology, the following statement was developed and has the endorsement
of over sixty participants.
Preamble
The participants recognise Open Access as a strategic enabling activity, on which research and inquiry will rely at international, national, university, group and
individual levels.
Brisbane DeclarationStrategies
Therefore the participants resolve the following as a summary of the basic strategies that
Australia must adopt: 1 Every citizen should have free open access
to publicly funded research, data and knowledge.
2 Every Australian university should have access to a digital repository to store its
research outputs for this purpose.
Brisbane DeclarationStrategies
3 As a minimum, this repository should contain all materials reported in the Higher Education Research
Data Collection (HERDC).
4 The deposit of materials should take place as soon as possible, and in the case of published
research articles should be of the author’s final draft at the time of acceptance so as to maximize open
access to the material. Brisbane, September, 2008
Thank you!Questions?
Iryna Kuchma
iryna.kuchma[at]eifl.net; www.eifl.net
The presentation is licensed with Creative Commons Attribution 3.0 License