Open access repository: How to set it up in 22 steps
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The document outlines a comprehensive 22-step process for setting up an institutional repository (IR), emphasizing strategic planning, stakeholder involvement, workflow definitions, and software evaluation. Key steps include forming a project team, conducting needs analysis, developing policies, and ensuring effective communication and training for users. Additionally, it highlights the importance of ongoing evaluation and adaptation after the repository's launch.
Open access repository: How to set it up in 22 steps
- 1. Open access repository: How to set it up in 22 steps Iryna Kuchma Open Access Programme Manager www.eifl.net Attribution 3.0 Unported
- 2. Making a Case: Explaining the need for a repository & the expected benefits Strategic Planning & Business Cases Defining Scope & Planning Checklists Policies
- 3. Step 1 Start with a repository Steering Group (or Project Board, Management Committee, Working Group, etc.) that undertakes the high level management of a repository on behalf of the institution Involve key stakeholders: senior management and policy makers, academic staff, library staff, technical support staff, other support staff
- 4. Assumptions 1. Management has approved the implementation of an institutional repository (IR) (Proposal) 2. A server is in place to host the IR 3. An IR Manager (project leader) has been identified to manage the project – and will have to do most of the work initially (Proposed checklist for the implementation of an Institutional Repository Developed by the Department of Library Services in the University of Pretoria, South Africa)
- 5. Step 2 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.)
- 6. Step 3 Identify 1 to 4 champions to work with initially. Involve them in your meetings and make them part of the implementation team
- 7. Step 4 Conduct a needs analysis & compile a needs analysis report (Example: Needs Analysis http://wiki.lib.sun.ac.za/images/b/b9/Needs_assessment.pdf)
- 9. Step 5 Evaluate available software and decide on which software to use. Join the mailing lists.
- 11. Steps 6-9 6. Start thinking of a name for the IR 7. Decide on how communities and collections will be structured within the IR 8. Define the workflows 9. Discuss licensing & copyright issues with the legal department
- 12. workflows
- 15. The planning checklist 1. What is an institutional repository and what does it mean to you? 2. Have you outlined and documented the purpose and drivers for institutional repository establishment in your institution? 3. Have you defined your vision and initial goals? (adaptation from the Repository Support Project, the UK: http://www.rsp.ac.uk/)
- 16. The planning checklist (2) 4. Have you decided how to position your institutional repository within your wider information environment? 5. What is the target content of the repository? 6. Do you have an institution wide intellectual property rights policy?
- 17. The planning checklist (3) 7. Do any of your Departments already have other digital stores of publications? How will you manage duplication, transfer of resources and metadata, etc.? 8. Does your institution have an information management strategy?
- 18. The planning checklist (4) 9. Have you defined roles & responsibilities for your institutional repository development? 10. What sort of statistics & management reports will you want from your institutional repository?
- 19. Step 10 Compile a business plan and present to management. Examples: Proposal: http://wiki.lib.sun.ac.za/images/3/3f/Proposal.pdf Business Plan: http://wiki.lib.sun.ac.za/images/2/2c/Business_plan.pdf Implementation Timeline: http://bit.ly/oysMEX
- 20. Steps 11-12 11. Register project with IT & establish a service level agreement 12. Incorporate IR as part of role description for cataloguers & subject librarians
- 21. Step 13 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
- 22. Step 14-15 14. Identify members which will participate in the evaluation, and present a training session on how to use the software. 15. IT deploys software on developmental server, implementation team and other role players evaluate, quality assurance server & production server
- 23. Steps 16-17 16. Create Communities & Collections for champions and populate in order to demonstrate to library staff and faculty. 17. Register IR with international harvesters, search engines, have it listed on web pages etc
- 24. Steps 18-19 18. Start developing a marketing presentation (which can be customized for specific subject areas), marketing leaflets, training material, online help e.g. copyright clearance process. Example: http://wiki.lib.sun.ac.za/images/0/0e/Marketing.pdf 19. Introduce IR to rest of community e.g. departments, individuals, etc. Host open sessions over lunch hour, use organisational newsletters, present at meetings & conferences. Negotiate for submitters.
- 25. Steps 20-21 20. Invite all to register new collections. Communicate procedure on e.g. IR home page. Frequently communicate e.g. via e-mail, monthly newsletter, etc. Frequently communicate statistics. 21. Launch IR when ready. Invite administration, heads of faculties & departments, other key- players, etc.
- 26. Step 22 Budget each year and plan for the following year. Keep monitoring server capacity. Stay updated through mailing lists and reading articles, attending conferences etc.
- 27. Staffing requirements Repository Manager - who manages the ‘human’ side of the repository including content policies, advocacy, user training and a liaison with a wide range of institutional departments and external contacts.
- 28. Staffing requirements (2) Repository Administrator - who manages the technical implementation, customisation and management of repository software, manages metadata fields and quality, creates usage reports and tracks the preservation issues. Some recommendations: http://bit.ly/qP2gaQ http://bit.ly/o0zvVk