Scholarly Communication and Digital Services
Annual Report FY 2009-2010
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 Smith, Metadata Specialist;
Julie Speer, Department Head; Karen Walton, Metadata Specialist
Departmental Accomplishments
Supporting Scholarly Communication
Programs/Resources for Campus
This year we reached out to faculty through both print media and public programming. Julie Speer requested an article on
SMARTech and EPAGE@Tech services for the faculty newspaper, The Whistle, (http://tinyurl.com/y98fkgk) and wrote
an article on open access for the Library’s first faculty newsletter (http://hdl.handle.net/1853/29919). Cathy Carpenter and
Julie Speer co-coordinated a campus-wide symposium, “The Future of Scholarly Publishing and Research” during Open
Access Week 2009 (http://library.gatech.edu/openaccess/past-events/symposiums/). The keynote speaker was Rick Luce,
Vice-Provost and Director of Libraries at Emory University, and our panelists were Michael L. Best, Ph.D., Assistant
Professor, Sam Nunn School of International Affairs and the School of Interactive Computing, Editor-in-Chief of
Information Technologies & International Development, Leo Mark, Ph.D., Associate Professor, School of Computer
Science, Georgia Institute of Technology, John M. Nickerson, Ph.D., Associate Professor, Department of Ophthalmology,
Emory University, Senior Editor of Molecular Vision, and Kathy Roper, Associate Professor, Building Construction
Program, Co-Editor of International Journal of Facility Management. The symposium helped us reach our goal last year
to, “provide, and partner with others to provide researchers with educational resources, presentations, and facilitated
discussions on scholarly communication issues.” We hosted workshops the following week, “Expanding the Reach of
Your Research” and “Publishing Open Access Journals and Conference Proceedings Using EPAGE@Tech”. The
workshops helped us reach another FY0809 goal to, “promote the Library’s repository and publishing services as
publishing options to faculty and researchers.”
Consulting
Julie Speer continued to receive emails sent to Georgia Tech’s copyright@gatech.edu email list. This email address, as
well as the Library’s nihpolicy@library.gatech.edu email addresses, was added to the Office of Legal Affairs Copyright
web page http://www.legalaffairs.gatech.edu/topics.html#anchor363252. We received and responded to a copyright
question from the College of Architecture and two NIH policy questions, one from a faculty member in Psychology and
another in Mathematics. We also answered a question about author rights from a faculty member in the School of Public
Policy. These consultations helped us work towards our FY0809 goal to serve as “consultants to researchers on scholarly
communication and rights management issues.”
Overall, our outreach efforts this year were successful : faculty have contacted us with questions regarding publisher
agreements, the NIH policy, and we’ve seen a marked increase in the number of faculty members self-archiving technical
reports, conference proceedings, and published articles in the repository, as well as using our e-publishing recording,
conference, and journal services.
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 14 new communities, 72 new collections, and 4875 new submissions.
Karen Walton and Karen Smith continue to be the main metadata creators and copyright researchers. Karen Smith
continues to provide authority work on author names.
We uploaded 1473 digitized retrospective theses and dissertations. Katie Gentilello supervised students scanning items
and performing OCR. Karen Smith edited and mapped records. Karen Walton de-accessioned materials from the catalog.
We uploaded 676 digitized Office of Sponsored Programs (OSP) final reports, working closely with Archives and
Records Management, and Systems departments. Karen Walton and Katie Gentilello, in collaboration with Kirk
Henderson and Mandie Mitchell, continued to digitize and describe selected final reports. Katie supervised the
digitization and OCR processing of the materials. Karen Walton submitted, edited, and mapped records.
http://smartech.gatech.edu/handle/1853/9274
We continued to use the Web Inventory procedures to identify and research collections of published (journal articles and
conference proceedings) and unpublished materials (technical reports, pre-prints, post-prints, and conference proceedings)
for archiving in SMARTech. Sara Fuchs researched themes related to “Entrepreneurship” and “Sustainability”. Karen
Smith researched “Nanoscience and technology” and “Bioscience and technology” and “Manufacturing”. Karen Walton
researched “Microelectronics” and “Telecommunications”. We researched the copyright status of over 1099 items found
on the Georgia Tech web site and archived 510 in SMARTech.
We collaborated with Ryan Speer, Digital Collections Archivist, to archive 479 campus ePublications (ex. newsletter,
annual reports, facts and statistics), which included 791 total bitstreams. Katie Gentilello oversaw the digitization of back
issues of the Technique, Georgia Tech’s student newspaper, which are being added as ePublications to SMARTech.
http://smartech.gatech.edu/handle/1853/7354
This year we began digitizing the Georgia Tech course catalogs, as they are requested heavily through Research Services
or through Archives. Karen Smith removes the volumes from the collection one at a time and uploads the items to
SMARTech and Katie Gentilello coordinates digitization of the materials. We uploaded 16 course catalogs to
SMARTech this year.
http://smartech.gatech.edu/handle/1853/30459
We collaborated with Charlie Bennett, Library East Commons (LEC) Coordinator, to film and/or archive four events held
in the Commons areas: an Improvisation for Design of Engineering Alternatives (IDEA) group presentation, a Literature
Communication and Culture class "The Thoreau House Project" presents: Walden Remediated, a Literature
Communication and Culture presentation, and the Undergraduate Research Kaleidoscope (UROP).
Electronic Theses and Dissertations
We continued to manage the Georgia Tech Research Options database, in collaboration with the Undergraduate Research
Opportunities Program. We archived 30 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 605 electronic theses and dissertations in SMARTech, processed Proquest/UMI paperwork, and
served as a resource for graduate students submitting their papers to the system.
http://smartech.gatech.edu/handle/1853/4760
Conference Proceedings Support
In cooperation with Distance Learning and Professional Education (DLPE), we were asked to host conference
management software for 6 conferences: the 2010 Gordon Conference on Science and Technology Policy (Public Policy),
Access Services 2009/2010 (Library), 26th Southeastern Analysis Meeting and Southeast SIAM Student Conference
(Mathematics), 9th International Symposium on Functional pi-Electron Systems (Chemistry), and 16th International
Cryocooler Conference (Mechanical Engineering). Sara Fuchs provided training and support for the conferences.
Journal Support
We continue to host journal management software for The Tower, Georgia Tech’s Undergraduate Research Journal. We
worked 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.
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. Julie Speer provided support for ITID.
We continued to provide Open Journal Systems support for International Journal of Facility Management, working
closely with Editor and College of Architecture faculty member Kathy Roper. Julie provided support for IJFM.
Lecture Recording
In our fourth year recording and archiving scholarly events on campus, we acquired 7 new customers: College of
Architecture’s CATEA and the Design and Technology for Healthy Aging Initiative at GA Tech, College of Computing’s
Computational Science and Engineering division and Web Science group, Parker H. Petit Institute for Bioengineering and
Bioscience, and College of Engineering’s School of Material Science and Engineering and ISyE’s MARC-Tennenbaum
Institute. We also filmed 3 new symposia, two for Ivan Allen College’s School of Literature Communication and Culture
and one for the Library.
This year we began streaming our videos from OIT’s Digital Media streaming server. Karen Smith, Karen Walton, and
Sara Fuchs now add a link to a streaming version of each video uploaded to SMARTech, in addition to the downloadable
video file. Karen, Karen, and Sara also added streaming links to 237 records with downloadable video content dating
back to 2006.
We received several collections of lecture series and presentations on VHS or DV tapes, including 5 Sam Nunn Policy
Forum talks, several IMPACT Speaker series presentations, and 19 IBB faculty profile presentations.
This year we recorded the following campus lecture series, presentations, performances, research forums, thesis defenses,
and symposia:
 College of Architecture (37)
o College of Architecture Research Forum (6)
o College of Architecture World Habitat Day – Housing After the Crash, Creating Options for our Future (1)
o College of Architecture Douglas C. Allen Annual Lecture (1)
o College of Architecture Museums and Museum Studies at Georgia Tech: Operations/Analysis/Design (7)
o College of Architecture Design and Technology for Healthy Aging Initiative at Georgia Tech (DATHA) (4)
o College of Architecture T. Gordon Little Lecture Series in Imagination (1)
o Center for Assistive Technology and Environmental Access (CATEA) Invited Speakers (1)
o School of Architecture Lecture series (8)
o School of Building Construction Apartment Industry Lecture Series (3)
o School of City and Regional Planning Invited Speakers (3)
o School of City and Regional Planning Book Series (2)
 College of Computing (11)
o School of Computational Science and Engineering Seminar Series (10)
o Web science Lectures (1)
 College of Engineering (38)
o College of Engineering Invited Speakers and Events (1)
o School of Chemical and Biomolecular Engineering Fourth Year Colloquium (2)
o School of Chemical and Biomolecular Engineering Open Forum on Energy and the Environment (11)
o School of Chemical and Biomolecular Engineering Seminar Series (9)
o School of Chemical and Biomolecular Engineering Senior Design (4)
o School of Civil and Environmental Engineering Association of Environmental Engineers and Scientists (AEES)
Distinguished Lecturer Series (1)
o School of Electrical and Computer Engineering James R. Carreker Distinguished Lecture Series (1)
School of Industrial and Systems Engineering Best of Senior Design Fall 2009 Finalist Presentations (8)
School of Industrial and Systems Engineering MARC-Tennenbaum Institute Lecture on Systems and Engineering
(1)
College of Management (7)
o Institute for Leadership and Entrepreneurship IMPACT Speaker Series (7)
College of Sciences (14)
o School of Applied Physiology Master of Science in Prosthetics and Orthotics Presentations (9)
o School of Applied Physiology, Neural Correlates of Object Recognition and Action Workshop (no video
bitstreams)
o School of Biology Distinguished Lecture Series in Systems Biology (4)
o School of Mathematics Stelson Lecture Series (1)
College of Liberal Arts (IAC) (39)
o Annual Founder's Day Celebration (3)
o School of History, Technology, and Society Visiting Speaker Series (2)
o School of International Affairs Center for International Strategy, Technology, and Policy (CISTP) Lecture Series
(8)
o School of International Affairs Globalization, Innovation, and Development Invited Speakers Seminar Series (2)
o School of International Affairs European Union Center of Excellence at Georgia Tech Lectures and Symposia (1)
o School of Literature, Communication, and Culture Invited Speakers (2)
o School of Literature, Communication, and Culture James Bond at Georgia Tech (5)
o School of Literature, Communication, and Culture, The Zombie Perceived: Religion, Media, and Society (6)
o School of Literature, Communication, and Culture Pre-Digital Pedagogy seminar skit (1)
o School of Literature, Communication, and Culture 3823HP - Walden Remediated (8)
o School of Public Policy Presentations (1)
Enterprise Innovation Institute (1)
o Georgia Tech Procurement Assistance Center Invited Speakers, Seminars, Symposia, and Workshops (1)
Library and Information Center (9)
o Introduction to Dreamweaver CS3 (1)
o Future of Scholarly Publishing and Research Symposium (7)
o LEC: IDEA: Improvisation for Design of Engineering Alternatives (1)
Nanotechnology Research Center (12)
o Nano@Tech Lecture Series (12)
Parker H. Petit Institute for Bioengineering and Bioscience (17)
o Bioengineering Seminar Series (4)
o Annual Distinguished Lectures (1)
o IBB Breakfast Club Seminar Series (3)
o Faculty Profiles (7)
o Friends of the Parker H. Petit Institute for Bioengineering and Bioscience (1)
o IBB Invited Speakers, Seminars, Symposia, and Workshops (1)
Undergraduate Research Opportunities Program (17)
o Undergraduate Research Kaleidoscope (8)
o Undergraduate Research Spring Symposium (9)
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Katie Gentilello coordinated the capture and processing of presentation materials, and Karen Smith and Karen Walton
submitted, described, and mapped them in SMARTech. Jackie Boyd, in CAM, and Karen Smith volunteered their time to
assist with filming requests.
GALILEO Knowledge Repository
The GALILEO Knowledge Repository proposal was approved and funded this year by the Institute of Museum and
Library Services. The project began in October 2009. Julie Speer serves on the GKR Steering, Outreach and Evaluation,
Workshop and Symposium Committees and chairs the Content and Metadata Committee. Sara Fuchs serves on the
Content and Metadata Committee, Outreach and Evaluation Committee and Workshop and Symposium Committee.
Julie coordinated the creation of the project website for the GKR grant, http://library.gatech.edu/gkr, and maintains the
site. As chair of the Content and Metadata Committee, she coordinated the creation of a living version of the GKR
metadata guidelines on the web site and the creation of a weighted system for prioritizing digitization requests. Julie also
created the web form used by partners for submitting digitization requests. The Content and Metadata Committee meets
in WIMBA the first Tuesday of every month and includes representatives from Georgia Southern University, Georgia
State University, College of Coastal Georgia, Albany State University, Kennesaw State University, Medical College of
Georgia, Valdosta State University, and University of Georgia.
Digital Collections
Katie Gentilello worked closely with Archives to coordinate the digitization of 5513 items from Archives’ manuscript,
photograph, and rare book collections. We digitized 4484 photographs from the Georgia Tech Photograph Collection, 46
items related to the HG Wells rare book exhibit, and 44 Erato book covers. We also digitized 167 College of Architecture
records and 767 photographs from the Edward B. Van Voorhees Visual Materials Collection.
Virtual Research Environments
We began exploring Drupal/Islandora/Fedora this year as a potential researcher tool for hosting project websites. As part
of this process, Julie created virtual communities using Drupal and built collections of digital research materials using
Fedora. This project helped us reach our FY0809goal to investigate, and partner with others to investigate, emerging
digital service technologies.
Government Funded Technical Reports Repository
We digitized 21 Environmental Impact Statements and 12 NTIS technical reports. We submitted 18 items to the
Government Funded Technical Reports Repository.
Promotion, Outreach, and Marketing
We made 26 new campus contacts in the School of Mechanical Engineering, School of Interactive Computing, School of
Physics, School of Industrial and Systems Engineering, School of Aerospace Engineering, two researchers in the GVU
Lab, School of Public Policy, School of Chemical and Biomolecular Engineering, School of Applied Physiology, School
of Electrical and Computer Engineering, School of Mathematics, two faculty members in the School of Psychology,
School of Computational Science and Engineering, IBB, CATEA, School of Materials Science and Engineering, College
of Management, Architecture DATHA group, MARC-Tennenbaum Institute, and the Web Science group. Most of these
contacts approached us to learn about archiving materials in SMARTech and about our publishing services.
We gave 8 campus presentations on scholarly communication, open access, author rights, and/or the Library’s digital
services and we hosted one campus-wide symposium on open access in October 2009. As mentioned earlier, we
requested an article on SMARTech and EPAGE@Tech services for the faculty newspaper, The Whistle, and Julie Speer
wrote an article on open access digital services for the Library’s first faculty newsletter.
Georgia Tech Presentations
Julie Speer, “Open Access and Scholarly Communication”, Aerospace Engineering Faculty Meeting, May 6, 2010
Julie Speer, “Open Access and Scholarly Communication”, Associate Deans Meeting, March 8, 2010.
Julie Speer, “Scholarly Communication and Digital Services at Georgia Tech Library”, Research Library Leadership
Fellows, April 9, 2010.
Sara Fuchs, “Digital Tools for Georgia Tech Researchers”, School of Psychology Faculty Meeting, November 3, 2009.
Julie Speer, “Open Access, Author Rights, and Scholarly Communication”, Library Faculty Advisory Board, November
20, 2009.
Julie Speer, “Publishing Open Access Journals and Conference Proceedings Using EPAGE@Tech”, Open Access Week,
October 30, 2009.
Sara Fuchs, “Expanding the Research of Your Research”, Open Access Week, October 30, 2009.
Conference Presentations
Sara Fuchs and Julie Speer, “Providing an Incentive: Developing Publishing Services for Researchers” with Heather
Jeffcoat, at the International PKP Scholarly Publishing Conference, Vancouver, Canada, 2009.
Julie Speer, “Retrospective Conversion of Theses and Dissertations”, Digital Issues Panel with Martin Halbert (University
of North Texas), Toby Graham (University of Georgia, Digital Library of Georgia), and Tim Daniels (Georgia Public
Library Service), at the Georgia Council of Media Organizations Conference, Columbus, GA, 2009.
Conferences/Symposia Attended
Julie Speer attended the Spring Membership Meeting of the Coalition for Networked Information in Baltimore, MD in
April 2010 and the Georgia Library Association sponsored COMO conference in Columbus, GA, in October 2009. Sara
Fuchs attended the 2nd International PKP Scholarly Publishing Conference in Vancouver, Canada, in July 2009 and the
Repositories in Georgia Workshop in March 2010. Karen Walton attended the COMO conference in Columbus, GA, in
October 2009.
Training
Julie Speer participated in the following webcasts online, ALA/ALCTS sponsored “The Potential of Partnerships:
Dissolving Silos for a Successful IR Implementation” (Dec 2009), CNI sponsored “Symposium on the Right to
Information Access” (Oct 2009), SPARC sponsored “Administrators and Open Access to research: The view from today”
(Oct 2009), “Reaching Out to Leaders of Scholarly Societies at Research Institutions” (Aug 2009) and “Engaging faculty
and students through the Sparky Awards; Creative Partnerships at Penn State” (July 2009).
Julie attended the DigCCurr Professional Institute on Digital Curation at the University of North Carolina, Chapel Hill, in
May 2010.
Julie also registered the Library for an 8-part ARL/ACRL sponsored Institute on Scholarly Communication webinar
series, “Strengthening Programs through Collaborations”, with sessions on open access policies, publishing support, and
staff training. The goal was to help prepare Library staff to promote open access and related Library services to
researchers, which supports our FY0809 goal of preparing staff to begin promoting our services to researchers.
Committee Memberships
Library. Julie Speer chairs DigiTech and Karen Smith, Karen Walton, Katie Gentilello, and Sara Fuchs serve as members
of the committee. Julie co-chairs the Open Access Week Committee and serves on the Information Resources Council,
Marketing Committee, Library Planning Group, and the EPIC Committee. Sara Fuchs serves as a member of the
Information Resources Council, Open Access Week Committee, Digital Development Team, Research Data Project
Team, and RATS committee. Sara also serves as LFO Vice-President (chairs the Professional Activities Committee), and
serves on the Cross-Functional Team for Assessment. Karen Smith serves on the Cross-Functional Team for Collection
Search and Discovery. Karen Walton serves on the Sustainability Committee, Mentoring Committee, chairs the Staff
Activities Committee, and serves on the Cross-Functional Team for Faculty Engagement. Katie Gentilello serves on the
Sustainability Committee.
Julie serves on the DSpace Global Outreach Committee and is a member of ALA, LITA, and ACRL. Karen Walton is a
member of GLA and serves on the Awards Committee and as Chair of GLA’s Paraprofessional Division.
Other Activities
Julie Speer served as internship supervisor for two UNT/Emory MLIS students. Sara Fuchs trained them on copyright
research, Karen Smith on metadata policies and submission, Karen Walton on the OSP project, and Katie Gentilello on
scanning and video creation and processing.
Katie Gentilello also cross-trained Jackie Boyd on digitization and video recording.
FY0910 Departmental Statistics
SMARTech (http://smartech.gatech.edu)
TOTAL SCANS/IMAGES CREATED
TOTAL ITEMS SUBMITTED
Electronic Theses and Dissertations
Summer 2009
Fall 2009
Spring 2010
Research Option Theses
Fall 2009
Spring 2010
Retrospective Theses and Dissertations
Scans
Item Submissions
Deaccessions
Techniques
Scans
Item Submissions
General Course Catalog Project
Scans
Item Submissions
Office of Sponsored Programs Final Reports
Scans (bound and unbound)
Item Submissions bound
Item Submissions unbound
Deaccessions
Usage Statistics
Items viewed
Bitstreams viewed (downloads)
Searches
OAI requests
Total
Notes
3383
4875
2230 epublications
3414 batch; 1461 manual
190
217
198
batch load
batch load
batch load
6
24
manual
batch load
177
1473
153
batch load
2230
294
batch load
12
12
manual
929
454
222
828
batch load
batch load and manual
2693150
4046314
789327
42799
Archives’ Digital Collections (http://history.library.gatech.edu)
DIGITIZED 5513
Georgia Tech Photograph Collection 4484
H.G. Wells Rare Books Exhibit 46
Edward B. Van Voorhees Visual Materials Collection 767
College of Architecture Records 167
Government Funded Technical Reports Repository (http://govreports.library.gatech.edu)
DIGITIZED 33
ITEMS SUBMITTED 18
Requests
Video Recordings
41
11
4
9
11
1
4
202
37
11
38
39
7
14
Lecture Recording Service
TOTAL
College of Architecture
College of Computing
College of Engineering
College of Liberal Arts
College of Management
College of Sciences
Enterprise Innovation Institute
Library and Information Center
Nanotechnology Research Center
Parker H. Petit Institute for Bioengineering and
Bioscience
Undergraduate Research Opportunities Program
1
3
1
7
1
9
12
17
2
17
Requests
Items Hosted/Archived
6
2
902/232
176 archived in ST
1
1
16 archived in ST
13 hosted
1
462 hosted
1
195 hosted
Conference Proceedings Support Services
TOTAL
2010 Gordon Conference on Science and Technology
Policy (Public Policy)
Access Services 2009/2010 (Library)
26th Southeastern Analysis Meeting and Southeast
SIAM Student Conference (Mathematics)
9th International Symposium on Functional piElectron Systems (Chemistry)
16th International Cryocooler Conference
(Mechanical Engineering)
Conference on the Beginning Design Student
(Architecture)
40 archived in ST
Journal Support Services
TOTAL
Informational Technologies and International
Development Journal (Interactive Computing /
International Affairs)
Undergraduate Research Journal The Tower (UROP)
International Journal of Facility Management
(Building Construction)
925
862 hosted
47 hosted
16 hosted
Total
SMARTech/OCS/OJS Training
Individual Training Sessions 3
Notes
Author Rights and Copyright Requests
School of Public Policy 1
College of Architecture 1
School of Mathematics 1
Marketing/Outreach
Internal - Meetings with Information Consultants
Campus Presentations
Presentations at Local/National/International
Conferences
Seminars/Symposia
1
8
2
1
FY0910 Departmental Goals
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Promote self-archiving and open publishing and market the Library’s digital services
Recruit content for the institutional repository
Develop new and existing policies for our digital services