Scholarly Communication and Digital Services Annual Report 2008-2009 Submitted by Julie Speer The Scholarly Communication and Digital Services department includes 2 librarians, 3 staff, and student assistants. FTE: Sara Fuchs, Digital Initiatives Librarian; Katie Gentilello, Digital Projects Coordinator; Karen Manning, Metadata Specialist; Karen Smith, Metadata Specialist; Julie Speer, Department Head Departmental Accomplishments Sara Fuchs became the primary contact for SMARTech and ETD emails. In Julie’s absence, Sara met with faculty/staff inquiring about SMARTech and EPAGE@Tech journal and conference services and Katie became the primary contact for EPAGE@Tech Lecture Recording inquiries. In February, Sara Fuchs assumed the responsibility of repository manager. Supporting Scholarly Communication Programs/Resources for Library Staff This year we met individually with Information Consultants (ICs) to review their Department Assessment Tools in preparation for meetings with their faculty to discuss scholarly communication issues and the Library’s digital services. We met with Lisha Li for Physics, Christine De Catanzaro for Music, Mary Axford for International Affairs, Jon Bodnar and Sherri Brown for Literature, Communication, and Culture, Patty Kenly for Economics, and Lori Critz for Applied Physiology. Programs/Resources for Campus In June 2008, we began organizing the first in a series of Office of Organizational Development Brown Bags on the NIH Public Access Policy with Lori Critz, liaison to the School of Biomedical Engineering, and Michelle Powell, eCommerce Officer from the Office of Sponsored Programs. Information Consultants were asked to market the brown bag to faculty with active NIH grants or proposals, and to encourage staff, research assistants, and graduate students to attend. The brown bags were held July 11, 2008 and September 24, 2008. We added links to our PowerPoint presentation to the web page of information about the NIH Policy: http://www.library.gatech.edu/scholarlycommunication/nihpolicy.html Consulting Julie Speer and Tyler Walters joined Distance Learning and Professional Education’s Fatimah Taherbhai to discuss copyright issues and distance learning. Julie Speer and Mary Axford met with the Fredda Blanchard-Fields, Chair of the School of Psychology, to discuss scholarly communication issues. Julie Speer and Heather King met with Dr. Richard Boateng, Editor of the open access journal The African Journal of Information Systems about the ITID interface. Expanding, Preserving, and Promoting Digital Repositories & Services This year we continued to recruit content for the institutional repository and to develop existing digital services. We made significant progress helping researchers capture, organize, manage, and provide access to scholarly output in the form of electronic journals, conference proceedings and recorded lectures. We collaborated with several Library departments on these initiatives. Institutional Repository, SMARTech (http://smartech.gatech.edu) We expanded the institutional repository to include 60 new collections and 5347 new submissions. Sara Fuchs kept the repository documentation current, including best practices documentation and the community/collection master list. Sara created and/or updated the following libSHARE documentation: SMARTech Items in Collections, SMARTech Best Practices, SMARTech Collections To Be Updated, SMARTech Documented Changes, SMARTech Fixes, SMARTech How to Create a Collection, GFTR Items in Collections, Web Inventory Procedures. Karen Manning and Karen Smith updated these libSHARE pages and are the main metadata creators and copyright researchers. Karen Smith provided authority work on author names. We scanned a total of 3155 retrospective theses and dissertations and uploaded 2392 to SMARTech. Katie Gentilello supervised students scanning items and performing OCR. Karen Smith edited and mapped records. Karen Manning and Karen Smith deaccessioned materials from the catalog. Julie Speer worked with Information Delivery to create a copyright warning page to insert before restricted theses or dissertations requested via InterLibrary Loan. We scanned 88 and uploaded 29 Office of Sponsored Programs (OSP) final reports. Karen Manning and Katie Gentilello, in collaboration with Kirk Henderson and Kevin Brown, continued to digitize and describe selected final reports. Katie supervised the digitization and OCR processing of the materials. Karen Manning submitted, edited, and mapped records. http://smartech.gatech.edu/handle/1853/9274 We collaborated with Kent Woynowski, Digital Collections Archivist, (and later Ryan Speer) to archive 816 campus ePublications (ex. newsletter, annual reports, facts and statistics). Julie Speer met with Rena Brakebill from the School of Mathematics and Kent Woynowski made arrangements to begin archiving their newsletter ProofReader. Sara Fuchs managed ePublications and submission of the Technique collections from Archives upon Kent Woynowski’s departure, and trained Ryan Speer on submitting these items to SMARTech in Spring 2008. Ryan created 10 new collections in SMARTech. Katie Gentilello digitized 3862 Technique pages. http://smartech.gatech.edu/handle/1853/7354 We developed a workflow for our SMARTech Web Inventory project to identify collections of published (journal articles and conference proceedings) and non-published materials (technical reports, pre-prints, post-prints, and conference proceedings) found on the Georgia Tech website. Sara Fuchs researched “Environment and Energy Sustainability” and compiled documentation on the web inventory. Karen Smith researched “Nanotechnology and Medical Systems”. Karen Manning researched “High Performance Computing”. Dr. Michael Best approached Julie Speer about an archive of Liberia Truth & Reconciliation videos. Sara Fuchs began working with Dr. Best and his students on receiving the videos for archiving in SMARTech in Spring 2009. Julie Speer and Jody Thompson met with John Taylor from Communications and Marketing to discuss the possibility of collaborating on Dr. Peterson’s Digital Scrapbook. Sara Fuchs worked with faculty member Karen Feigh on archiving her faculty publications, as well as publications from the Cognitive Engineering Center (Fall 2008). She archived new radio shows from Inside the Black Box, and trained faculty member Pete Ludovice on how to upload to SMARTech himself (Fall 2008). She archived publications from the University Center of Excellence for Photovoltaic Research and Education, as part of the web inventory project (Fall 2008). She researched copyright restrictions on Ellen Dunham-Jones CV (COA); archived eligible publications into SMARTech (16 publications) (Fall 2008). She also researched copyright restrictions on Craig Zimring’s CV (COA); archived eligible publications into SMARTech (14 publications) (Fall 2008). She met with Annette Rohrs to discuss using SMARTech to upload the School of Mathematics Pre-Prints (February 2009). Sara advised the Digital Library Development team on potential usability testing for SMARTech. Sara advised on SMARTech metadata to VuFind. Sara collaborated with other members of SCDS to complete the College of Architecture Undergraduate Projects slide scanning and archiving project for a total of 1518 items (Summer 2008). Electronic Theses and Dissertations We continued to manage the Georgia Tech Research Options database, in collaboration with the Undergraduate Research Opportunities Program. We archived 20 Research Options Theses in SMARTech. Karen Smith edited and mapped items. http://smartech.gatech.edu/handle/1853/13578 We continued to manage the Electronic Theses and Dissertations database, in collaboration with Graduate Studies and Research. We archived 599 electronic theses and dissertations in SMARTech, processed Proquest/UMI paperwork, and served as a resource for graduate students submitting their papers to the system. E-Proceedings Support Services Sara Fuchs worked with Paul Baker & Brian Jones (Interactive Media Technology Center) on setting up an OCS instance for the Wireless RERC conference (Fall 2008), with faculty member Susan Cozzens on using OCS for the Atlanta Conference on Science & Innovation Policy (Spring 2009), and with Karen Glover on using OCS for the Access Services conference (configuring registration through OCS and uPay Marketplace (Spring 2009). She coordinated registration and the conference management system for proposal submission (Spring 2009) for Open Repositories. She provided user support for the 6th International Planetary Probe Workshop, created an OCS crosswalk and archived the proceedings in SMARTech (Spring 2009). Sara Fuchs, Karen Manning, and Karen Smith archived proceedings for the 11th World Conference on Continuing Engineering Education (WCCEE) hosted by Distance Learning and Professional Education. http://smartech.gatech.edu/handle/1853/24907 E-Journal Support Services We continue to provide Open Journal Systems support for The Tower, Georgia Tech’s Undergraduate Research Journal, working closely with Karen Harwell, Director of Undergraduate Research and faculty advisor, and the student editorial board. Sara Fuchs provided training and support for The Tower. The final articles for the first two issues of the journal are now in SMARTech. http://smartech.gatech.edu/handle/1853/26926 We continued to provide Open Journal Systems back-end workflow and technical support for Information Technologies and International Development, working closely with Michael Best, College of Computing / School of International Affairs Assistant Professor and Editor-in-Chief. In Fall 2007, we began collaborating with the editorial board to plan for enhancements to the overall look and feel of the site and to add the full text of the finished articles to the system. We worked with Systems and Digital Library Development to complete the customization, which involved a complete redesign of the smarty templates and the CSS. We created new plug-ins and added additional functionality. http://itidjournal.org We began providing Open Journal Systems support for International Journal of Facility Management, working closely with Editor and College of Architecture faculty member Kathy Roper. Lecture Recording Service In our third year recording and archiving scholarly events on campus, we acquired 15 new recurring lecture events: four College of Architecture, four College of Engineering, two College of Sciences, three College of Liberal Arts, one Enterprise Innovation Institute and one Students for Sustainability. We recorded a total of 166 lectures. This year we recorded the following campus lecture series, presentations, performances, research forums, thesis defenses, and symposia: ARCH 3231 Guest Speaker Architecture Centennial Lecture Series City/Regional Planning Invited Speaker City and Regional Planning Program Studio Final Presentations College of Architecture Research Forum Responsive Objects Surface and Spaces (ROSS) Workshop Advanced Technology Development Center (ATDC) Brown Bag Advanced Technology Development Center (ATDC) Meet the Angel Advanced Technology Development Center (ATDC) Meet with VC School of Biology Seminar Series Building Construction Apartment Industry Lecture Series Building Construction Career Day 4th year students Ashton Cary Lecture ChBE Open Forum ChBE Seminar Series ChE Special Guest GTISC Security Summit Carreker Lecture 2008 Public Forum Inventors Workshop2 Inventors Workshop3 Inventors Workshop4 Lecture EU Center of Excellence EU Public Forum Karlovitz Lecture Poster Session Lecture Black History Month Speaker Breakfast Club Faculty Research Videos IBB Distinguished Lecture ID@GT CISTP Lecture Series 1 CISTP Lecture Series 2 Global Innovation and Dev'p Best in Senior Design 08 ISyE Distinguished Lecture Best in Senior Design 09 Lecture Literature, Communication, and Culture Distinguished Lecture Literature, Communication, and Culture Guest Speaker Minds, Media and Machines Science Fiction Conference Writing & Comm. Speaker Constitution Day LaTeX training videos Tuesday Talks Lecture Series Gegenheimer Lecture Microelectronics Research Center Nano@Tech Seminar Microelectronics Research Center NanoFANS 1 Microelectronics Research Center NanoFANS2 Master of Science in Prosthetics and Orthotics Presentations Center for Relativistic..DLS Joseph Ford Lecture Series Tech High School Lecture 2009 UROP Spring Symposium UROP: Kaleidoscope Katie Gentilello coordinated the capture and processing of presentation materials, and Karen Smith and Karen Manning submitted, described, and mapped them in SMARTech. Government Funded Technical Reports Repository We digitized 22 selected Environmental Impact Statements and other NTIS technical reports and submitted them to the Government Funded Technical Reports Repository. Sara trained Bette Finn & Lisha Li to upload items into the Government Funded Technical Reports repository; she streamlined the workflow, standardized practices, and created instructions on uploading (Summer 2008). Promotion, Outreach, and Marketing We met with various constituencies around campus to discuss our EPAGE@Tech services, including: Kathy Roper (Building Construction, OJS), Veronique Bredas (Center for Organic Photonics & Electronics, OCS), Rachel Ponder & Leyla Conrad (Summer Undergraduate Research in Engineering/Science Program, OCS), Ignacio Taboada (Center for Relativistic Astrophysics, OCS), Oksana Zhigaylo (Provost’s Office, SMARTech), Dr. Roozbeh Kangari and Dr. Linda Thomas-Mobley (Building Construction, Lecture Recording), Cindy Pendley (OCS), Colly Mitchell (IBB, EPAGE@Tech), and David Morton (Architecture Program, SMARTech). Following the department assessment tool meetings with the ICs, we presented to the School of Physics in September, the School of Polymer, Textile, and Fiber Engineering in September, the School of History, Technology, and Society in November, the School of Electrical and Computer Engineering the School of International Affairs in March, and the School of Applied Physiology in April. Library, Campus, and Institutional Collaborations Sara Fuchs, Katie Gentilello, Karen Manning, Karen Smith and Julie Speer serve on the Library’s DigiTech committee, a weekly interdepartmental IT-related forum for initiating and receiving updates on technical requests for Library-managed repository and publishing systems. Julie Speer serves as Co-Chair. Julie Speer and Sara Fuchs serve on the GALILEO Knowledge Repository Technical Committee. Julie Speer serves on the GKR Outreach and Evaluation Committee and began collaborating with members to prepare a survey on scholarly communication issues for distribution to USG faculty. Julie Speer serves on the Library’s Copyright Committee. Julie collaborated with members of the committee to create and organize a copyright Frequently Asked Questions web site and invited Richard Biever, Information Security Policy and Compliance Manager, to speak at a committee meeting about OIT’s education efforts for students on copyright issues. Julie and Tyler Walters were added as recipients to Georgia Tech’s copyright@gatech.edu email list. Julie Speer and Katie Gentilello attend Digital Media Projects meetings with Sean Brennan, Digital Media Initiatives, Office of Information Technology. This year we participated in a discussion about a Library iTunesU collaboration with OIT. In particular, pushing SMARTech video collections into Georgia Tech’s iTunesU via RSS feed. Sara Fuchs serves on the Repositories Development Team and served as a GT Library representative for the MetaArchive Cooperative, also serving on the Preservation subcommittee. Sara served on RATSWeek CeLIBration committee and organized indoor dodgeball (Summer 2008). She served as Julie Speer’s replacement on the Marketing Group and served on the logo subcommittee (Fall 2008) and on the Digital Collections Archivist search committee (Spring 2009). Julie Speer serves on the Library’s Data Curation Work Group, EPIC Committee, TRS Heads Committee, Employee Appreciation Planning Committee, Library Planning Group and Marketing Group. Julie served on the Systems Analyst I and User Experience Librarian search committees. Julie Speer and Sara Fuchs served on the Library’s Information Resources Council and both served one hour a week on the Information Services Desk. Karen Manning began serving on the Library’s Mentoring Committee and serves as Chair of the Library’s Staff Activities Committee. Georgia Tech Presentations Julie Speer, “Complying with the NIH Public Access Policy: Depositing in PubMed Central" with Lori Critz and Michelle Powell, July 11, 2009. Julie Speer, “Library Services: Complying with the NIH Public Access Policy”, Office of Sponsored Programs Research Admin Buzz Meeting, July 29, 2008. Julie Speer, New Faculty Orientation, August 13, 2008. Sara Fuchs, “Georgia Tech Library Digital Services”, Communications and Marketing brown bag, September 10, 2008. Julie Speer presented to faculty in the Ivan Allen College of Liberal Arts, “Digital Tools for Georgia Tech Researchers”, September 18, 2008. Julie Speer, “Complying with the NIH Public Access Policy: Depositing in PubMed Central" with Lori Critz and Michelle Powell, September 24, 2009. Julie Speer, “Digital Tools for Georgia Tech Researchers”, School of Physics department meeting, September 25, 2008. Julie Speer, “Digital Tools for Georgia Tech Researchers”, School of Polymer, Textile, and Fiber Engineering, September 26, 2008. Julie Speer, “Digital Tools for Georgia Tech Researchers”, College of Sciences faculty at the request of Janet Ziebell, October 7, 2008. Sara Fuchs, “Georgia Tech Library Digital Services, “ School of History, Technology and Society, November 4, 2008. Julie Speer, “Digital Tools for Georgia Tech Researchers”, School of International Affairs, March 24, 2009. Julie Speer, “Scholarly Communication, Author Rights, and GT Library Services”, Faculty Advisory Board meeting, April 14, 2009. Julie Speer, “Digital Tools for Georgia Tech Researchers”, School of Electrical and Computer Engineering, April 21, 2009. Julie Speer, “Digital Tools for Georgia Tech Researchers”, School of Applied Physiology, April 29, 2009. Conference Presentations Sara Fuchs, Heather Jeffcoat, and Julie Speer submitted a proposal for the PKP Scholarly Publishing conference, “Providing an Incentive: Developing Publishing Services for Researchers”, Spring 2009. Sara Fuchs, “Advances in Scholarly Communication” with Fatih Oguz and Rebecca Drummond, COMO 2008, October 18, 2008. Conferences/Symposia Sara Fuchs attended “Scientific Collaborations, Connections, and Communities” conference at Emory University (October 2008). Sara Fuchs attended the NDIIPP Project Meeting and MetaArchive Cooperative Membership Meeting at Emory University as a Georgia Tech representative (October 2008). Sara Fuchs attended the USG Faculty Development Workshop, “What You Don’t Know Can Hurt You: Copyright and Fair Use in the University System of Georgia” (November 14, 2008). Sara Fuchs attended the SPARC Digital Repositories conference in Baltimore, Maryland (November 2008). Julie Speer attended the USG Faculty Development Workshop, “Developing Research & Teaching Portfolios” (January 23, 2009). Sara Fuchs attended “Community Approaches to Digital Preservation” at the Atlanta University Center (February 20, 2009). Julie Speer and Sara Fuchs attended Clifford Lynch’s USG Faculty Development Workshop, “Scholarly Communication” (March 6, 2009). Julie Speer and Sara Fuchs attended Open Repositories 2009 (May 18-21, 2009). Julie Speer participated in the SPARC webcast, “2009 Public access strategy” February 27, 2009. Training Julie Speer completed the Office of Organizational Development training session Conference and Event Planning on July 24, 2008. Other Professional Activities Julie Speer and Sara Fuchs served as poster reviewers for Open Repositories 2009. Julie Speer helped prepare the IMLS National Leadership Grant application, “The GALILEO Knowledge Repository ”, submitted January 2009. Karen Manning serves on Georgia Library Association’s Awards Committee and this year received the Association’s Nora Symmers Paraprofessional Award. She is also Vice Chair of GLA’s Paraprofessional Division. Sara Fuchs met with ISD intern Kara Mullen to discuss SMARTech and SCDS (February 23, 2009). Julie Speer met with ISD intern Amelia Glawe to discuss activities of SCDS on September 26, 2008. Sara Fuchs, Katie Gentilello, and Julie Speer served on the Open Repositories 2009 Host Organizing Committee. Sara Fuchs served as coordinator for registration and the OCS system. Katie Gentilello served as volunteer coordinator. Julie Speer served as cocoordinator for travel & lodging, coordinated the poster reception and transportation for the banquet. Karen Manning and Karen Smith served as volunteers for the conference. Sara supervised intern Alison Valk on copyright research and submitting to SMARTech (Spring 2009). Katie Gentilello supervised Alison on scanning and video creation and processing (Spring 2009). Julie Speer served as Alison Valk’s internship supervisor. Julie Speer served on the DSpace Global Outreach Committee and on the DSpace User Group Meeting Program Committee for Open Repositories 2009. Julie Speer and Katie Gentilello pursued converting the ConneXus staff newsletter to a blog in LibSHARE based on feedback from the Library. Julie Speer and Sara Fuchs participated in the Library’s Research & Writing Group. Julie Speer and Sara Fuchs volunteered for the Library’s Welcome Back Event.