Institutional Repository (IR) of Babaria Institute
of Pharmacy (BIP) Library using DSpace
software
By
Dr. (Mrs.) Ranjita N. Dash
Librarian
Babaria Institute of Pharmacy, BITS edu Campus, NH# 8,
Varnama - 391240, Vadodara – Gujarat.
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Overview of Presentation
1. Introduction:
2. The Concept of Institutional Repository (IR)and Definitions:
3. DSpace (www.dspace.org):
4. Why to use DSpace?
5. Installing DSpace 1.8.2 on Window Xp/7/Vista & Prerequisite
Software :
6. Institutional Repository (IR) of BIP Library:
7. DSpace Workflow Steps Description:
8. Conclusion:
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Introduction:
A growing number of academic institutions in
today’s ever-changing world of technology and
information, seek to store documents in an online
and easily accessible digitized format.
The
institutional repositories are powerful systems
that allow institutions to store and maintain their
digital documents for interaction and collaboration
among users.
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The Pharmacy Library has been completely
automated using i-tek management suite software
and has implemented RFID system for charging and
discharging available documents.
The present author has taken the initiative of
developing Institutional Repository of M. Pharm.
theses of two streams i.e. Pharmaceutics and
Pharmacology, out of the six streams offered by the
Institute, using DSpace to support the long term
preservation of the digital materials.
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The Concept of Institutional Repository (IR)




Institutional Repository is a digital archive of the
intellectual output of an academic institution.
It makes the quality and breath of scholarship produced at
an institution accessible to others world wide over the
internet.
It is a set of services that an institution offers to the
members of its community for the management and
dissemination of digital material created by the institution
and its community members.
It is most essentially an organizational commitment to the
stewardship of the digital materials including long term
preservation.
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Definitions

An Institutional Repository (IR) is “a digital
collection capturing and preserving the intellectual
output of a single or multi-university community.”

It consists of formally organized and managed
collections of digital content generated by faculty,
staff and students at an institution.

The content can be made available for integration
with on-campus library and course management
systems and also to colleagues and students at other
institutions, as well as to the general public.
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Contd…

Another definition of IR is that,
“it is a web-based database (repository) of scholarly
material, which is institutionally defined as opposed
to a subject-based repository, cumulative and
perpetual (a collection of record), open and
interoperable and thus collects, stores and
disseminates.”
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DSpace (http://www.dspace.org) – What is it?



Hewlett-Packard Company (HP) awarded $1.8 million to
the Massachusetts Institute of Technology (MIT)
Libraries in March 2000, for an 18-month collaboration
to build DSpace, a dynamic repository for the intellectual
output in digital format of multi-disciplinary research
organizations.
HP Labs and MIT Libraries released the system
worldwide on November 4, 2002, under the terms of the
Berkeley Standard Distribution (BSD) open source
license .
As an open source system, DSpace is now freely
available to other institutions to run as-is, or to modify
and extend as they require meeting local needs.
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Why to use DSpace?
The reasons why to choose DSpace are;
1. DSpace is an open source technology platform
which can be customized or extend its capabilities.
2. DSpace is a service model for open access and/or
digital archiving for perpetual access.
3. DSpace is a platform to build an Institutional
Repository and the collections are searchable and
retrievable by the Web.
4. To make available institution-based scholarly
material in digital formats. The collections will be
open and interoperable .
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DSpace 1.8.2 – What can it do for us?
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Prerequisite Software


Installing DSpace 1.8.2 on Window Xp/7/Vista:
Java JDK 6 or later
www.java.sun.com

Apache-maven-3.0.4 or later (Java build tool)
http://maven.apache.org

Apache-ant-1.8.3 or later (Java build tool)
http://ant.apache.org

Relational Database-PostgreSQL or Oracle)
www.postgresql.org/ftp

Servlet Engine: (Apache Tomcat 6.0.7 or Jetty )
http://tomcat.apache.org
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Installation Steps:
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
Installing Java on Window Platform
Setting up Environment Variable for Java
Installation check for Java, Maven and Ant
Installing Postgresql-9.1.3-1
Creating a Database with Postgresql 9.1
Installing Dspace-1.8.2
Update the Config File
Create the Directory for the DSpace Installation
(e.g. C:\DSpace)
Create an Administer Account
Installing Apache Tomcat 1.7
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The main page of the repository (JSPUI)
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The main page of the repository (XMLUI)
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After Installation of Prerequisite Software
…check the C:/ drive
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To make changes(cutomization) in DSpace
home Page : i.e. layout, images etc etc...
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DSpace Home Page
http://localhost:8080/jspui
http://localhost:8080/xmlui
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Institutional Repository (IR) of BIP Library

Our institution is a center of learning where various
research activities are going on by the faculty members,
which needs proper archival storage for future access.

The outcome of research, proceedings of seminars,
conferences, theses, dissertations, project reports etcetera
will be kept in institutional repositories in digital form
and these information resources have to be uploaded to
DSpace collection on Intranet.

Now the author uploaded theses of two branches and a
few Ebooks.
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Contd…
 Above mentioned figures are the very first pages of
DSpace that appear after the completion of
installation.

Important locations are being pointed out in this
figure such as, header, location bar, navigation bar
and footer. From here actual work starts to publish
the digitized documents.

Before uploading the documents one should create
communities and collections. BIP library has created
some communities and have uploaded the relevant
documents.
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Log In / My DSpace

Majority of DSpace
administrative tasks
must be performed
centrally, using the
administration user
interface, part of
the Web UI.
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The BIP Digital Library
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Creating Communities and Sub-Communities
Click on the Create
Top Level Community
button
 Fill out the form as
needed.
Name of the
community is
required; rest of the
fields are optional.
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Creation of Community and Sub
communities:
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Creation of Community and Sub communities:
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Creation of Community and Sub
communities:
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Creating Collections and
Populating with Digital Items

Click on the Create
Collection button
next to the
community name
that you want the
collection to
appear in.

Fill out the fields
you wish to use.
Many of the fields
are identical to the
community fields
described above.
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Administer Authorization
Policies
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Administer Authorization
Policies

Now you can
add‘epersons’ to the
group by clicking on
the Add EPerson to
Group button.

Note that all group
members‘ usernames
must already have
been entered in
DSpace through the
E-People tool.
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Start a New Submission

Click on the
Submit to This
Collection
button next to
the collection
name that you
want the item to
appear in.

Fill out the
form as needed.
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DSpace Workflow Steps Description



The DSpace submission workflow system is a critical part
of the DSpace architecture that allows submission,
processing and final addition of content to the live
repository.
DSpace’s underlying model which includes E-People, users
who have registered with the system and have certain
authorizations, roles, rights, and privileges that translate
abilities to complete certain tasks within the DSpace system.
A typical submission begins with the system asking the
user a couple of questions about digital document to be
added in the repository and number of files involved in the
submission. Then the system guides the user through the
different steps, which are outlined in the following.
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Submission Procedures are as below:
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First Step: Describe: User enters metadata
about the document (s) he/she is submitting
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Second Step: Upload: The user selects and uploads the files
on the local machine that he/she likes to upload as part of the
submission.
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Third Step: Verify: An overview of all details of the
submission is given including a summary of the entered
metadata and the files involved in the submission
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Fourth Step: License: The user must agree to the license the
system. Administrator has assigned to submit content for this
collection.
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Fifth Step: Complete: The user’s actions in the submission
process are complete. Based on the workflow steps set for the
collection, the item may immediately be added to the
collection or have to be reviewed by system administrators
before its addition to the collection
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Last step: Disseminate: The items submitted and archived
into the DSpace digital library repository can be disseminated
and accessed by the users through search and browse.
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Search result of the Thesis submitted
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Search result of the Thesis submitted
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New User Registration

Click on “New
User" and
follow the
instructions

Enter your email address
and password in
the login form
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Email sent:
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User Registration Token Mail

After Submission, you
will get an e-mail
containing a special
URL or token

Visit that URL and fill
out some simple
information

You will be now ready
to log-in to DSpace
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Administering EPeople

Registers username and
other information about
people you wish to
authorize – Submitters,
Reviewers, Editors,
Coordinators or
Subscribers

Users can also get onto
this list by selfregistering

To register, click on the
‘Add E Person’ button
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Groups


Create, Edit and Delete groups
of e-persons who can be
authorized for specific functions
in the system.
'Anonymous' group is a 'special’
group that represents every person
using the system

This group exists so that
authorization policies can be
specified for anonymous access
('everyone in the world can read
this item').

Members of the 'Administrator'
group are allowed to perform any
action in the system
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Conclusion:
Institutional repositories are the face index of any institute which
reflects the status of its strength in the form of research productivity.
Therefore, importance should be given for the development of
Institutional repositories, for which librarians need to take positive
initiative to develop the scientific temper of the institution.
The DSpace is fairly powerful software. Institutions and users are
getting benefited by IR, which is a successful digital preservation tool.
The work of the IR at the BIP Library is still in the primary phase.
Efforts are being made to add more materials and made it accessible
all over the world ,so that the users of BITS edu campus, Babaria
Institute of Pharmacy will get benefited by the research output.
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Open Source Library Application Software
Integrated Library Management System
1. KOHA
2. Evergreen
Digital Library and Repositories
1.
2.
3.
4.
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Dspace
Eprints
Fedora
Greenston
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Open Source Software in Indian Library
Greenstone (Digital Library)
 Dspace (Institutional Repository)
 Eprints (Institutional Repository)
 Koha (Library Automation and Management)
 Joomla (Content Management)
 Drupal (Content Management)
These are the few software which are playing a
great rule in library automation and
management

NewGenLib
First Indian open source library automation and management
software
65
4/13/2015
for
Your Patient Hearing.
Questions/Suggestions if any
or
email me at
ran_dash2006@yahoo.co.in
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