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
A “Quiet Revolution” [or “overnight success”]?
• 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!
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)
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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
• Relationships
Strong relationships between repository managers
and staff at all levels are vital in supporting the deposit
of content.
• Systems and Processes
Technical and administrative processes needed to
join-up the existing elements of the research lifecycle
which will facilitate the ease of deposit.
• Policies
Management 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)