manual - Department of Library Services
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Contents Part 1: Introduction & Overview of Institutional Repositories Part 2: Example Needs Analysis & Report Part 3: Example Business Plan Part 4: Introduce your IR (Example Presentation) Part 5: Example/ proposed Timeline Part 6: Installation of DSpace Part 7: Administering & Using the IR Part 8: Introduction to Metadata Part 9: Example Evaluation Instrument & Report Part 10: Example IR Policy Part 11: Example Training Material Part 12: Example Marketing Material Part 13: Giving exposure to your IR & content on the IR cc 2008 University of Pretoria Compiled by the UP IR Team Inquiries: ina.smith@up.ac.za Part 1: Introduction & Overview of Institutional Repositories Available on DVD titled “IR Documentation & Templates” cc 2008 University of Pretoria Compiled by the UP IR Team Inquiries: ina.smith@up.ac.za Part 2: Example Needs Analysis & Report cc 2008 University of Pretoria Compiled by the UP IR Team Inquiries: ina.smith@up.ac.za Part 3: Example Business Plan cc 2008 University of Pretoria Compiled by UP IR Team Inquiries: ina.smith@up.ac.za Part 4: Introduce your IR (Example Presentation) Available on DVD titled “IR Documentation & Templates” cc 2008 University of Pretoria Compiled by UP IR Team Inquiries: ina.smith@up.ac.za Part 5: Example/ proposed Timeline cc 2008 University of Pretoria Compiled by UP IR Team Inquiries: ina.smith@up.ac.za Institutional Repository Project Implementation Timeline 2008 Start Date 01/02/2008 Completion Date 08/02/2008 Activity/ Task Unisa IR Role Players 01/02/2008 08/02/2008 Champion Collections 01/02/2008 Cont. Unisa IR Name Cont. Unisa IR Mailing List Cont. Unisa IR Intranet Web 15/02/2008 14/02/2008 Training: Administering the IR & various roles 15/02/2008 15/02/2008 14/02/2008 Cont. IR Community/ Collection Structure IR Policy & Collection Policies 25/02/2008 03/03/2008 29/02/2008 07/03/2008 Deploy IR on Developmental Server Evaluation: IR on Developmental Server cc 2008 University of Pretoria Compiled by UP IR Team Inquiries: ina.smith@up.ac.za Description of Activity/Task Identify initial role players for launch of pilot project (Pilot Group) Identify champion collections for pilot project Start thinking on how you plan to refer to your IR Compile an internal IR mailing list to communicate with all IR role players at UNISA Create a working area where you can document everything on your IR – e.g. proposal, business plan, policies, training tutorials etc. Address the following: - Overview of DSpace - Workflow - Roles & Responsibilities Discuss & finalize Start compiling your IR policy, and also collection policies for individual collections. Make use of a collection policy template. According to Evaluation Instrument. Identify bugs; make recommendations on customization of DSpace (needs analysis), e.g. re Responsible Party Dudu Nkosi & Team Dudu Nkosi & Team Dudu Nkosi & Team Dudu Nkosi & Team Dudu Nkosi & Team External Consultant ina.smith@up.ac.za Dudu Nkosi & Team & Consultant Dudu Nkosi & Team & Consultant IR IT Manager IR Pilot Group submission forms, user authentication etc. Forward report to IR IT Manager. 10/03/2008 17/03/2008 14/03/2008 21/03/2008 Deploy IR on Quality Assurance Server Evaluation: IR on Quality Assurance Server 24/03/2008 30/04/2008 Training & marketing material 01/04/2008 (Specific dates to be scheduled) 30/04/2008 Training: All role players Training: Digitization Training: Metadata Training: eCopyright Training: Open Access 31/03/2008 07/04/2008 04/04/2008 11/04/2008 14/04/2008 21/04/2008 18/04/2008 25/04/2008 cc 2008 University of Pretoria Compiled by UP IR Team Inquiries: ina.smith@up.ac.za Training: Marketing & getting buy-in from library staff, faculty 2nd Deployment: Quality Assurance Server 2nd Evaluation: IR on Quality Assurance Server Deployment: Production Server Evaluation: IR on Production Server According to Evaluation Instrument. Identify bugs. Forward report to IR IT Manager. Develop training & marketing material for your IR (ppt, pamphlets, web); Make available via intranet/ external web where applicable. IR IT Manager IR Pilot Group Dudu Nkosi & Team & Consultant External Consultant ina.smith@up.ac.za Training on best practice re digitization for all material. Develop Digitization Policy Training on best practice re metadata for all material. Develop Metadata Policy Training on best practice re copyright for all material Develop Copyright Policy Overview on Open Access & developing an open access policy for your institution. Best practice shared UP Digitization Specialist ria.groenewald@up.ac.za UP Metadata Specialist amelia.breytenbach@up.ac.za UP Copyright Officer jacob.mothutsi@up.ac.za Conduct final evaluation External Consultant ina.smith@up.ac.za IR IT Manager IR Pilot Group Register handle with CNRI Deploy IR on Production Server Forward report to IR IT IR IT Manager IT IT Manager IR Pilot Group Manager. 28/04/2008 05/05/2008 30/04/2008 09/05/2008 Finalize IR on Production Server Overview of IR to library staff Finalize IR roles Register IR Overview Description of roles; Integrate as part of role/job descriptions. Register IR with international harvesters IR IT Manager External Consultant ina.smith@up.ac.za Dudu Nkosi & Team IR Manager & Consultant Please note: The above is only a proposed timeline. Implementation thereof will depend on the availability of UNISA resources (human, IT, financial, time etc.). The University of Pretoria or the external consultant (Ina Smith) will not be held responsible for any unforeseen events that may impact on the above, resulting in the IR not available on the scheduled date. cc 2008 University of Pretoria Compiled by UP IR Team Inquiries: ina.smith@up.ac.za Part 6: Installation of DSpace cc 2008 University of Pretoria Compiled by UP IR Team Inquiries: ina.smith@up.ac.za Part 7: Administering & Using the IR cc 2008 University of Pretoria Compiled by UP IR Team Inquiries: ina.smith@up.ac.za 1 - Introduction to Institutional Repositories and DSpace 1. What is an institutional repository? A university-based institutional repository offers a set of services to the researchers of that specific research community, for the management and dissemination of digital academic/research materials (excluding work of administrative or commercial nature) donated to or created by the institution and its community members. The set of services includes the collection, storage and preservation in digital format, and retrieval of items submitted to the institutional repository. “It is most essentially an organisational commitment to the stewardship of these digital research materials, including long-term preservation where appropriate, as well as organisation and access or distribution” (Lynch 2003). 2. Open access and institutional repositories Open access (OA) is free, immediate, permanent, full-text, online access, for any user, webwide, to digital scientific and scholarly material, primarily research articles published in peerreviewed journals. An open-access article has limited copyright and licensing restrictions which means anyone, anywhere, with access to the Internet may read, download, copy, and distribute that article. The first major international statement on open access was the Budapest Open Access Initiative in February 2002. This provided a definition of open access, and has a growing list of signatories. Two further statements followed: the Bethesda Statement on Open Access Publishing in June 2003 and the Berlin Declaration on Open Access to Knowledge in the Sciences and Humanities in October 2003. OA has since become the subject of much discussion amongst researchers, academics, librarians, university administrators, funding agencies, government officials, commercial publishers, and society publishers. Although there is substantial (though not universal) agreement on the concept of OA itself, there is considerable debate and discussion about the economics of funding peer review in open access publishing, and the reliability and economic effects of self-archiving. There are two main currents in the open access movement 1. In OA self-archiving (also known as the "green" road to OA), authors publish in a subscription journal, but in addition make their articles freely accessible online, usually by depositing them in either an institutional repository (such as UPSpace) or in a central repository (such as PubMed Central). The deposit can be in the form of a peer-reviewed postprint or a non-peer-reviewed preprint. OA self-archiving was first formally proposed in 1994 by Stevan Harnad. However, self-archiving was already being done by computer scientists in their local FTP archives in the '80s, later harvested into Citeseer. High-energy physicists have been self-archiving centrally in arXiv since 1991. View Publisher’s policies on self-archiving within institutional repositories. Visit Sherpa/RoMEO at http://www.sherpa.ac.uk/romeo.php . If the publisher you are looking for is not listed, contact the publisher directly or visit the web site for that publisher. Also encourage publishers to make their policies on self-archiving available on Sherpa/RoMEO by completing the online form at http://www.sherpa.ac.uk/romeo.php 2. In OA publishing (also known as the "gold" road to OA) authors publish in open access journals that make their articles freely accessible online immediately upon publication. Examples of OA publishers are BioMed Central and the Public Library of Science. cc 2008 University of Pretoria Compiled by UP IR Team Inquiries: ina.smith@up.ac.za Source: Wikipedia http://en.wikipedia.org/wiki/Open_access 3. About DSpace DSpace captures data in any format – in text, video, audio, and data. It distributes it over the web. It indexes work, so users can search and retrieve these items. It preserves digital work over the long term. DSpace provides a way to manage your research materials and publications in a professionally maintained repository to give them greater visibility and accessibility over time. DSpace is freely available as open source software, and can be downloaded from http://sourceforge.net/projects/dspace/ What is “Open source”? Open source is a set of principles and practices on how to write software, the most important of which is that the source code is openly available. The Open Source Definition, which was created by Bruce Perens and Eric Raymond and is currently maintained by the Open Source Initiative, adds additional meaning to the term: one should not only get the source code but also have the right to use it. If the latter is denied the license is categorized as a shared source license. Source: Dspace http://www.dspace.org// 4. Benefits of Using DSpace Getting research results out quickly, to a worldwide audience Reaching a worldwide audience through exposure to search engines such as Google and Google Scholar Storing reusable research materials that can be used with course management systems Archiving and distributing material, linking from a personal website Storing examples of students’ projects (with the students’ permission) Showcasing students’ theses (again with permission) Keeping track of researcher’s own publications/bibliography Having a persistent network identifier for research work, that never changes or breaks No more page charges for images. Researchers can point to the images’ persistent identifiers in their published articles. Preservation function cc 2008 University of Pretoria Compiled by UP IR Team Inquiries: ina.smith@up.ac.za 2 – Prepare an item for submission to DSpace 1. Obtain permission to archive items on institutional repository (Licensing & Copyright Issues) To add content to DSpace, you must have the copyright to the material, or have permission to submit work for which you do not have copyright. You should be willing and able to grant the university library the right to preserve and distribute the work in DSpace. Many publishers offer a “self-archiving” clause in publication contracts, which allows the author/researcher to archive a copy of a work. If the publisher doesn’t offer such a clause, the author/researcher can negotiate to include one. To protect submitters, other role players as well as the institution, it is important to also archive letters of consent on the repository. This way, links can be created between items submitted and the letter of consent, or between the collection home page for a specific collection and the letter of consent for that collection. Items donated to institution: Archive letter of consent by original owner or donor. Scholarly material/ published articles (publisher holds copyright): View publisher policy on http://www.sherpa.ac.uk/romeo.php or contact publisher directly if policy is not available on Sherpa/RoMEO. Archive letter of consent by publisher. Material created by members of the institution, for which the institution holds copyright (e.g. theses & dissertations): No consent needed. Other Example of a collection which contains letters of consent: https://www.up.ac.za/dspace/handle/2263/1149 2. Scanning/ Digitization Prior to submitting an item to DSpace, it needs to adhere to certain standards according to the Digitization Policy for your institution. Digitally born as well as non-digitally born items can be submitted to the institutional repository after being digitized. A wide variety of scanners are available on the market. For general scanning: EPSON or Hewlett Packard e.g. A3 EPSON 1540 XL For highly specialized scanning: BookEye Scanner Ordinary material is digitised at maximum 600 dpi and slides are digitised at 2400 dpi (depending on the quality etc.). For archival/ special material: Scan the archival version in tiff format, and archive on the archival server. Deriveted version is then submitted to the IR, in pdf format, as well as any additional formats e.g. jpeg in order to generate thumbnails. Why pdf format? The Portable Document Format (PDF) is the file format created by Adobe Systems in 1993 for document exchange. PDF is a fixed-layout format used for representing two-dimensional documents in a manner independent of the application software, hardware, and operating system. Each PDF file encapsulates a complete description of a 2-D document (and, with Acrobat 3-D, embedded 3-D documents) that includes the text, fonts, images, and 2-D vector graphics that compose the document PDF is an open standard, and recently took a major step towards becoming ISO 32000. cc 2008 University of Pretoria Compiled by UP IR Team Inquiries: ina.smith@up.ac.za 3. File formats UPSpace accepts all manner of digital formats. Some examples of items that UPSpace can accommodate are: documents, such as; articles, preprints, working papers, technical reports, conference papers, books, theses and dissertations, data sets, computer programs: visualizations, simulations, and other models, multimedia publications, administrative records, published books, overlay journals, bibliographic datasets, images, audio files, video files, reformatted digital library collections, learning objects, web pages. As for specific file formats, obsolescence and proprietary formats make it impossible to guarantee the exact same level of preservation support services for every file. DSpace follows the following policy re file formats: Everything put into DSpace will be retrievable DSpace will recognize as many file formats as possible DSpace supports as many known file formats as possible Visit http://www.dspace.org// for more info on various file formats accepted by Dspace. Visit http://en.wikipedia.org/wiki/Alphabetical_list_of_file_extensions for an alphabetical list of file naming extensions. 4. File naming conventions – best practices When working with a wide variety of file names, it is quite difficult to apply certain conventions throughout the IR. Needs differ from collection to collection, and also from one file format to another. E.g. data sets for specific research areas have very specific guidelines when file names are assigned. Access the following links from http://www.dspace.up.ac.za/digitisation.htm: DISA Guidelines for best practise Library of Congress naming conventions for digital resources Some general guidelines when assigning file names: 1. 2. 3. 4. 5. 6. 7. 8. Keep file names as short and descriptive possible. Avoid capital letters. Avoid special characters e.g. “, ~. Use _ (underscore) to create spaces between characters – do not use your spacebar. Use logical file names. Apply file name structure consistently throughout the collection if possible. Only use alphabetical letters or numbers. Where numerical sequence is important, use numbers, e.g. 01title_page.pdf; 02contents.pdf etc. 5. Conversion of documents From original format to pdf Adobe Distiller, Abbyy PDF Transformer http://www.pdftransformer.com/, CutePDF (Freeware) http://www.cutepdf.com/ From pdf to original format Abbyy PDF Transformer http://www.pdftransformer.com/ cc 2008 University of Pretoria Compiled by UP IR Team Inquiries: ina.smith@up.ac.za 3 – Roles & Workflow 1. Roles & responsibilities An institution should recognize that Communities (schools/faculties) have very different ideas as to how material should be submitted to DSpace, by whom, and with what restrictions. The system has the notion of e-people who have roles in the workflow of a particular Community in the context of a given collection. There are three possible roles in DSpace as part of the workflow process: submitter, reviewer, and metadata editor. An e-mail message is sent to each person at the appropriate step in the workflow, with authorizations set up in advance for each role. Submitter = Researcher/ Librarian/ Assistant/ Student - Can edit metadata for own submission - Can upload files for own submission - Cannot do anything once item is submitted Reviewer = Subject Expert (optional) - Can review content of all files submitted to collection - Can edit baseline metadata - Can accept or reject all submissions to collection - Can send a message explaining decision - Rejection will stop submission - Acceptance will let submission go to next step - (Cannot edit metadata, or change files) Metadata Editor = Cataloguer (optional) - Can edit metadata of all submissions to collection - Submission automatically becomes part of DSpace after this step - (Any approval would have happened before) Other roles Collection Manager = - Manage all collections within top-level community, incl. Faculty Library human resources. Manager - Stay current on new developments re institutional repositories as applied to specific field, and as communicated by the DSpace Manager. - Keep dean of faculty updated, and negotiate for assistance (e.g. student/ research assistant) to submit research material for all departments within the faculty. - Market DSpace within faculty. - See to implementation of overall DSpace Policy & Procedures within Top-level Community for Faculty. - Take appropriate corrective actions in a timely and appropriate manner. - Make decisions and handle problems in line with DSpace policy. - Guide and give direction to various role players involved. - Communicate with various role players on a frequent basis. - Evaluate the collections within the Top-level Community from time to time. - Give feedback to DSpace Manager as needed. - Investigate creating new collections as necessary. Collection Administrator = - Can edit metadata of all submissions to collection - Market DSpace amongst departments in collaboration with Collection Manager. cc 2008 University of Pretoria Compiled by UP IR Team Inquiries: ina.smith@up.ac.za Subject Librarian permissions (optional) - Identify possible collections in collaboration with Collection Manager. - Liaise with department for assistance & support in collaboration with Collection Manager. - Register new collections. - Compile policy for collection. - Subscribe (stay updated & monitor workflow) to relevant Collections. - Map from other collections to own collections. - Update collection home page from time to time. - Register submitters. - Monitor activity within collection. - Compile Item Template in collaboration with Metadata Editor. - Obtain permission when/where necessary. - Keep clients updated on new submissions. - Conduct training/ support to submitters when necessary, by making use of existing DSpace training material. - Submit material to relevant Collections, if they have the capacity (currently not mandatory – see Role description: Information Specialists). 2. Pre-DSpace Workflow & DSpace Workflow cc 2008 University of Pretoria Compiled by UP IR Team Inquiries: ina.smith@up.ac.za Prepare document: 1. Copyright clearance/ obtain permission to archive 2. Digitize/ scan if necessary 3. Convert/ edit if necessary 4. Save file in correct format with correct file naming Submitter Librarian/ Researcher/ Research Assistant etc. Reject if it doesn’t adhere to policy DSpace Manager Collection Manager (Faculty Library Manager) Reviewer Subject Expert (Subject Librarian/ Researcher) Collection Administrator (Subject Librarian) Specialists (Metadata, Digitization, Copyright) Metadata Editor Library Cataloguer Available on DSpace Notification to Submitter cc 2008 University of Pretoria Compiled by UP IR Team Inquiries: ina.smith@up.ac.za 4 – Submission Process (using UPSpace for training purposes) 1. Access UPSpace UPSpace is very easy to use. If your institution supports open access, access to items will be open to the entire Internet community. You don’t need to log in to UPSpace in order to browse, open or download items without restrictions. Use UPSpace in other words as an anonymous e-person. Access UPSpace at: https://www.up.ac.za/dspace/ 2. Log in to UPSpace For the IR User Support Manager to be able to assign certain rights and responsibilities to you, you need to log in to UPSpace. 1. Go to https://www.up.ac.za/dspace/ (or URL provided by facilitator) 2. Click on My UPSpace or go to https://www.up.ac.za/dspace/gap-login.jsp (or URL provided by facilitator) 3. Use the temp ID and password which were assigned to you for the purpose of this training. Complete the following, and click on Login. cc 2008 University of Pretoria Compiled by the UP IR Team Inquiries: ina.smith@up.ac.za 3/8/2016 Your IR Manager will now be able to assign certain rights, responsibilities and roles to you. For the purpose of this training, the following collections were created in the UPSpace Sandbox, and various roles were assigned to the individuals. See UPSpace Sandbox https://www.up.ac.za/dspace/handle/2263/4262 (or URL provided by facilitator). Collection Name Collection A Collection B Collection C Collection D Collection E Collection F Collection G Collection H Collection I Collection J Collection K Collection L Collection M Collection N Collection O Name Login t0002299 t0002300 t0002301 t0002302 t0002303 t0002304 t0002305 t0002306 t0002307 t0002308 t0002309 t0002310 t0002311 t0002312 t0002313 Password 12345 12345 12345 12345 12345 12345 12345 12345 12345 12345 12345 12345 12345 12345 12345 3. Submit an item to a Collection 1. Once you have logged in at My UPSpace, you can start submitting the item to your Collection. Simply follow the screens. An animated tutorial of the submission process is available at http://www.dspace.up.ac.za/submission.htm 2. Click on Start a New Submission. 3. Select the name of the collection to which you want to submit the item. All collections to which you have submission rights will be displayed on the dropdown list. cc 2008 University of Pretoria Compiled by the UP IR Team Inquiries: ina.smith@up.ac.za 3/8/2016 4. Click Next and follow the screens step by step. Step 1: Describe your item Check the boxes next to the statements that apply to your submission. Mark any of the options on the above screen if applicable (you can mark all 3 if applicable): - Item has more than one title - Item has been published before - Item consists of more than one file If none, leave blank. Click on Next. cc 2008 University of Pretoria Compiled by the UP IR Team Inquiries: ina.smith@up.ac.za 3/8/2016 Step 2: Describe your item The information required on the following screens will depend upon the choices you made on the first screen. Describe your item according to the following guidelines (also see Quick Guide): Title* Other Titles Author* Advisor, Editor, Illustrator, Other Contributors Publisher Date of Issue* Date of Creation Citation Series/Report No. Identifier Compulsory. Omit articles in Afrikaans. No full stops at end of titles. Use sentence case. E.g. translated title, alternative title. Not compulsory. Compulsory. No spaces between initials. Full stop after each initial. If more than one author, click on “Add More”. Put Unknown if unknown. Complete if applicable. Not compulsory. Name of publisher. Not compulsory. Compulsory. Date of previous publication or distribution. Original date document/item/media etc. was created. Not compulsory. Enter citation for previously issued instance of item according to preference given by your department, e.g. Harvard/ APA Style E.g. DVD or CD number, file name etc. Not compulsory. Identification numbers or codes associated with item. Not compulsory. cc 2008 University of Pretoria Compiled by the UP IR Team Inquiries: ina.smith@up.ac.za 3/8/2016 Type* Language* Compulsory. Select the type of content you are submitting. Hold CTRL down and select more than one type if necessary. Compulsory. Language of the main content (file) of the item. Click on Next. Step 3: Describe your item More Info Available Online Subjects/Keywords* Abstract Sponsors Rights* Inquiries Description Click on Next. cc 2008 University of Pretoria Compiled by the UP IR Team Inquiries: ina.smith@up.ac.za 3/8/2016 Complete URL from authoritative web. Not compulsory. Compulsory. Use free language terms. Start with capital. Use sentence case. Click on “Add More” to add more keywords. Synopsis of item in language of item, as well as in English if original item is in language not internationally used. Not compulsory. Names of individuals/organisations that sponsored research. Not compulsory. Compulsory. Acknowledge other sources. If unknown, put “Unknown” or “No rights apply”. Contact e-mail address. Not compulsory. More info about item not provided for elsewhere. Not compulsory. Step 4: Upload a file 1. Browse for the file you want to attach, and add a File Description. 2. Click on Next. 3. Click on Add Another File if you want to add more files. If not needed, click on Next. Step 5: Verify submission Examine the information and check whether the correct file has been uploaded. Click on Correct one of these to correct information. cc 2008 University of Pretoria Compiled by the UP IR Team Inquiries: ina.smith@up.ac.za 3/8/2016 Click on Next once the information has been checked. Step 6: Grant license Read through the license, and click on I Grant License if you agree to the terms. If not, click on I do not Grant License. The submission process will be terminated if the submitter decides not to grant the license. Step 7: Submission complete! You will receive an e-mail notification once your item has finally been approved for submission. cc 2008 University of Pretoria Compiled by the UP IR Team Inquiries: ina.smith@up.ac.za 3/8/2016 5 – Reviewing an item Depending on the way the workflow was set up for a specific collection, the next person in the workflow will be the Reviewer. Step 1: Receive task via e-mail or via My UPSpace Via E-mail: Via My UPSpace: cc 2008 University of Pretoria Compiled by the UP IR Team Inquiries: ina.smith@up.ac.za 3/8/2016 Step 2: Click on Take Task Step 3: Click on Accept This Task Step 4: Perform the task Select from the options listed. Approve if the item and file/s adhere to the IR and Collection Policies. Reject if the item does not adhere to policy. Edit basic metadata e.g. add keywords, correct metadata, add value if needed cc 2008 University of Pretoria Compiled by the UP IR Team Inquiries: ina.smith@up.ac.za 3/8/2016 Step 5: Review process completed Once Approved, the review process will be completed. cc 2008 University of Pretoria Compiled by the UP IR Team Inquiries: ina.smith@up.ac.za 3/8/2016 6 – Editing the Metadata Depending on the way the workflow was set up for a specific collection, the next person in the workflow will be the Metadata Editor. Step 1: Receive task via e-mail or via My UPSpace Vie E-mail: Via My UPSpace: cc 2008 University of Pretoria Compiled by the UP IR Team Inquiries: ina.smith@up.ac.za 3/8/2016 Step 2: Click on Take Task Step 3: Click on Accept This Task Step 4: Perform the task Edit the basic metadata, and Commit to Archive once the item has been checked. cc 2008 University of Pretoria Compiled by the UP IR Team Inquiries: ina.smith@up.ac.za 3/8/2016 Step 5: Final step A persistent handle will be assigned to the item, and the item will immediately be made available on the repository for others to use. The Submitter will receive an e-mail notification that the item has been approved and that it is available on the repository. cc 2008 University of Pretoria Compiled by the UP IR Team Inquiries: ina.smith@up.ac.za 3/8/2016 Step 6: Editing the Dublin Core Registry for a specific item Once an item has been committed to the archive, rights can be assigned to the Metadata Editor to edit the Dublin Core registry of a specific item. You need to be logged in. 1. View the item in Item Display (see screen below). 2. Click on the Edit button which is displayed next the handle for the item. cc 2008 University of Pretoria Compiled by the UP IR Team Inquiries: ina.smith@up.ac.za 3/8/2016 3. Edit content of DC fields, add new metadata fields, or add/ replace bitstreams (files). Edit existing metadata Add additional metadata fields Remove content Add/replace/delete files (bitstreams) cc 2008 University of Pretoria Compiled by the UP IR Team Inquiries: ina.smith@up.ac.za 3/8/2016 7 – Managing a collection within the IR What are my responsibilities as Collection Administrator within the IR? 1. Promoting & marketing the IR You can promote/market the IR amongst your clients in any of the following ways: - Make an appointment with your departments/individual researchers. Show and tell them how they can benefit from the IR. Mention the IR during departmental meetings. Communicate info about the IR via e-mail, e.g. new items added to departmental collections, usage statistics for items, etc. Participate in departmental exhibits. Keep clients updated by frequently communicating to them about the IR. Etc. According to the DSpace web – marketing lessons learned: Ongoing communication on campus is vital Timing is critical Keep in close contact with existing communities Use success stories, quotations from faculty etc. Work with your university’s Grants Office Invest your time and money in getting a community going Different disciplines think differently, and have different needs. Address them specifically. Educate faculty about issues of digital scholarship, preservation, open access etc. Easy sells – show faculty how easy it is to submit and find content The persistent identifier for content is the single best selling point for the IR when talking with faculty Word-of-mouth among faculty and end-users is invaluable Success doesn’t always follow immediately after a researcher publishes an article etc. Marketing efforts pay off eventually Create some buzz! Make a lot of presentations, write articles for campus publications, build interest in long-term preservation on campus Read campus newsletters and spot opportunities for material that can be submitted. Make contact with the responsible persons. 2. Identify possible collections Identify possible collections to be created within the IR by staying current on research and other activities within your department/faculty, e.g. conferences, visiting lecturers. Encourage researchers to submit all research material to the IR. For inquiries re collections that need to be digitised, please contact ria.groenewald@up.ac.za 3. Gain support from the department Negotiate with the department/researcher for support, in the form of research assistants or part-time staff who can maybe assist with the submission process. Students can submit theses/ dissertations themselves. Departments are also encouraged to purchase their own scanners and pdf conversion software. cc 2008 University of Pretoria Compiled by the UP IR Team Inquiries: ina.smith@up.ac.za 3/8/2016 4. Register new collections Once a new IR collection has been identified, apply for a new collection with the IR Manager at your institution. Please clarify in advance who the submitters & reviewers will be. The Metadata Editor will probably be the person responsible for cataloguing library material for that department. Leave blank if unknown. You will be notified by the IR Manager once the collection has been created. 5. Compile a collection policy To ensure consistency throughout the collection, it is important to make certain decisions in advance before starting to submit items. Each collection will have unique needs. Policy template available at http://www.dspace.up.ac.za/collectionpolicy.doc , and e-mail as an attachment to the IR Manager. This policy can be linked to the collection, and must also be updated frequently. 6. Keep collection home page updated Although the initial home page will be created for you by the IR Manager, it will be necessary to update certain information from time to time, e.g. contact details or other info. As collection administrator you will have certain rights, e.g. to change the logo, to change the introductory paragraph, etc. Most of the fields accept html. If you are not familiar with html, use an html editor e.g. Dreamweaver or MSFrontPage, and copy the code to your IR Collection Home Page. 1. Once you have logged in to the IR, you can simply click on the name of your collection. 2. Click on the Edit button to edit your collection home page. 3. Remember to Update all changes made to the collection home page. cc 2008 University of Pretoria Compiled by the UP IR Team Inquiries: ina.smith@up.ac.za 3/8/2016 Add e.g. a description of the collection Add any copyright text that applies Add name of contact person etc. for specific collection History/ origin of collection Add a logo to your Collection home page. Recommended size: App 140 x 150 pixels Remember to click Update at bottom when finished. cc 2008 University of Pretoria Compiled by the UP IR Team Inquiries: ina.smith@up.ac.za 3/8/2016 7. Register/remove submitters Clients will contact you if they want to become a submitter for a certain collection. View the procedure for registering submitters at http://www.dspace.up.ac.za/submitguide.pdf For you to be able to see that e-person and assign the necessary rights, that person need to login to the IR at least once. 1. 2. 3. 4. 5. To register submitters, first log in to the IR. Click on the name of the collection. Click on Edit Submitters. Select E-People, and click on Add next to the name of each new submitter. Close the window, and Update Group. To remove unwanted submitters, instead of clicking on “Select E-People”, click on “Remove Selected” once you have selected the name of the person in the list. Click on Update Group when finished. 8. Subscribe to a collection Stay updated and monitor the activity within a collection by subscribing to a collection. This is also important if you want to map between collections. By subscribing you will receive e-mail notifications every time a new item has been submitted to the collection you subscribed to. 1. 2. 3. 4. Login to UPSpace. Go to the collection to which you want to subscribe. Click on Subscribe. Click on Unsubscribe to unsubscribe. 9. Map between collections You can map or create links to an item from one collection to another. The item only needs to be submitted once, but it will be accessible from more than one collection. This is especially useful in case of interdisciplinary items, or in the case of personal researcher collections. You can then map cc 2008 University of Pretoria Compiled by the UP IR Team Inquiries: ina.smith@up.ac.za 3/8/2016 from the secondary researchers’ “Research Articles” collection to the primary “Research Articles” collection for the department. Guidelines for mapping are available at http://www.dspace.up.ac.za/itemmapper.pdf 1. The Collection Administrator needs to login under My UPSpace first. 2. Go to the Collection to which you would like to “map” items. E.g. to map items from the “Jonathan Jansen Research Papers Collection”, open the “Jonathan Jansen Research Papers Collection”. 3. Click on “Item Mapper”. 4. Type the name of the author for items to which you would like to map, and click on “Search Authors”. cc 2008 University of Pretoria Compiled by the UP IR Team Inquiries: ina.smith@up.ac.za 3/8/2016 5. Select the items you want to “Add” to the Collection by checking the boxes to the right of each title, and click on “Add” at the bottom or top of the list. 6. Click on “Continue”. cc 2008 University of Pretoria Compiled by the UP IR Team Inquiries: ina.smith@up.ac.za 3/8/2016 7. To view the status of a Collection and items mapped within a Collection, go to “Item Mapper” within that specific Collection once again. The following info will be provided: 8. To remove an item mapped from another Collection, scroll down to the Collection/s listed below, and click on the name of the Collection from which the item was mapped: cc 2008 University of Pretoria Compiled by the UP IR Team Inquiries: ina.smith@up.ac.za 3/8/2016 9. Select the item you want to remove from your Collection by checking the square to the right of the title, and click on “Remove”. Click once again on “Remove” at the top/bottom of the list. cc 2008 University of Pretoria Compiled by the UP IR Team Inquiries: ina.smith@up.ac.za 3/8/2016 10. Then click on “Continue”. 10. Obtain permission Always adhere to copyright regulations. Remember to obtain written permission where applicable. Submit the permission note/letter of consent together with the item to the appropriate collection in the IR. For publishers policies on self-archiving, visit: SHERPA/RoMEO: http://www.sherpa.ac.uk/romeo.php Acknowledge sources and donations properly. For referencing techniques, visit http://www.ais.up.ac.za/referencing/ 11. Create an Item Template in collaboration with the Metadata Editor By applying a template to the submission form for a specific Collection within the IR, you can make the submission and metadata editing processes much easier for your Submitters and Metadata Editors. Use the Item template to guide your submitters, or to fill out certain fields in advance. This way Submitters/ Metadata Editors won’t need to manually type in the same thing over and over for each individual item. Example of Item Template that was compiled for the Phronimon Collection (https://www.up.ac.za/dspace/handle/2263/4137) (This is the responsibility of the Collection Administrator, and should be done in collaboration with the Metadata Editor (Cataloguer) for that specific Collection, and other role players if applicable). cc 2008 University of Pretoria Compiled by the UP IR Team Inquiries: ina.smith@up.ac.za 3/8/2016 When Submitters starts a new submission, these fields will be filled out already, since it applies to all items in this specific Collection. Guide users on the referencing technique. Technical metadata which applies to all items in this Collection. The above will display as follows when a Submitter submits an item to the above Collection: cc 2008 University of Pretoria Compiled by the UP IR Team Inquiries: ina.smith@up.ac.za 3/8/2016 How to edit the Item Template for a specific Collection in UPSpace 1. This is the responsibility of the Collection Administrator, in collaboration with other role players. 2. Log in to UPSpace: https://www.up.ac.za/dspace/gap-login.jsp 3. Go to the specific Collection for which you want to add an Item Template. 4. On the Collection home page, click on: Edit cc 2008 University of Pretoria Compiled by the UP IR Team Inquiries: ina.smith@up.ac.za 3/8/2016 Click on Edit 5. On the next screen, scroll down to: 6. 7. 8. Click on Edit. You will now be in the Dublin Core view for that specific Collection. Start adding pre-filled out fields to be displayed on the Submission form for a specific Collection: 1. Select the DC element and qualifier each time 9. Add as many fields to your template as required, to make it easier for your Submitters as well as Metadata Editors. 10. Remember to Update the Item Template when finished. cc 2008 University of Pretoria Compiled by the UP IR Team Inquiries: ina.smith@up.ac.za 3/8/2016 8 – Administering your IR What are my responsibilities as IR Manager/ Administrator? When registered as IR Manager/ Administrator, you will have access to all rights for your IR, including all rights the Collection Administrator has for a specific Collection. Login to the administrator interface, provided by the facilitator. 1. Create new Top Level Communities, Sub-Communities, Collections 1. 2. 3. Login as Administrator on your instance of DSpace at “My DSpace”. Click on “Communities & Collections”. Click on “Create Top-Level Community”. 4. Complete the online form and click on “Create”. Add a name for your Top-Level Community e.g. name of Faculty cc 2008 University of Pretoria Compiled by the UP IR Team Inquiries: ina.smith@up.ac.za 3/8/2016 5. 6. Your new Top-Level Community home page will be displayed. To create a Sub-Level Community, click on “Create Sub-Community”. 7. Complete the online form, and click on “Create”. Add a name for your Sub-Community e.g. name of Department 8. 9. Your new Sub-Level Community will be created. Click on “Create Collection”. cc 2008 University of Pretoria Compiled by the UP IR Team Inquiries: ina.smith@up.ac.za 3/8/2016 10. Complete the wizard, and click on “Next” to move forward. Set up the Collection workflow cc 2008 University of Pretoria Compiled by the UP IR Team Inquiries: ina.smith@up.ac.za 3/8/2016 Add a name for the Collection, e.g. Theses (Department) Select Submitters from the e-persons list (Research Assistants, Researchers, Subject Librarians) cc 2008 University of Pretoria Compiled by the UP IR Team Inquiries: ina.smith@up.ac.za 3/8/2016 Select e-persons Close this screen Select people to review items (Workflow Step 2) (Subject Expert/ Subject Librarian/ Researcher) Select people to edit metadata (Workflow Step 3) (Cataloguer) cc 2008 University of Pretoria Compiled by the UP IR Team Inquiries: ina.smith@up.ac.za 3/8/2016 Select people to administer collection (Subject Librarian & Metadata Editor) You can edit this collection later at any stage, change workflows, description of collection, replace logo, etc.) cc 2008 University of Pretoria Compiled by the UP IR Team Inquiries: ina.smith@up.ac.za 3/8/2016 Edit workflow for collection here Remember to “Update” collection 11. The above will display as follows at “Communities & Collections”: IR Workshop Introduction DSpace Create as many communities & collections as needed. 12. To edit the “policies” of a collection, in the Administrative interface, click on “Authorization”. 13. Click on “Manage Collection’s Policies” cc 2008 University of Pretoria Compiled by the UP IR Team Inquiries: ina.smith@up.ac.za 3/8/2016 14. Select the Collection, and click on “Edit Policies”. 15. You can now edit the policies for this collection: Groups created by DSpace while workflow was set up Anonymous = everybody cc 2008 University of Pretoria Compiled by the UP IR Team Inquiries: ina.smith@up.ac.za 3/8/2016 Actions: READ WRITE ADD 2. Read an item Edit an item Submit an item Create Groups, and assign policies to Groups 1. 2. While in the Administrator interface, click on “Groups”. Create a new group: 3. Name the group, and select e-persons to belong to this group. Name the group Update the group Select e-people 4. Edit a Collection policy, and assign certain actions to certain Groups if required. cc 2008 University of Pretoria Compiled by the UP IR Team Inquiries: ina.smith@up.ac.za 3/8/2016 3. Search and edit a specific item 1. 2. 4. While in the Administrative interface, click on “Items”. Enter the last 4 numbers of the URI of a specific item under “Internal ID”. Withdraw/ Delete (Expunge) an item 1. Once you have found the item by doing an Item search, click on “Delete” or “Withdraw”. cc 2008 University of Pretoria Compiled by the UP IR Team Inquiries: ina.smith@up.ac.za 3/8/2016 5. Abort items from the Workflow 1. 2. 6. While in the Administrative interface, click on “Workflow”. Find the item you want to abort, and click on “Abort”. Edit the news on your IR Home Page 1. 2. While in the Administrative interface, click on “Edit News”. Edit the Top News or Sidebar News – use html if you are familiar with html. cc 2008 University of Pretoria Compiled by the UP IR Team Inquiries: ina.smith@up.ac.za 3/8/2016 Save changes to news Top news cc 2008 University of Pretoria Compiled by the UP IR Team Inquiries: ina.smith@up.ac.za 3/8/2016 Sidebar news 9 – Searching & Browsing for end-users 1. Browsing the IR Browse allows you to go through a list of items in some specified order. Browse by Community & Collection takes you through the communities in alphabetical order and allows you to see the sub-communities and collections within each community. Browse by Title allows you to move through an alphabetical list of all titles of items in the IR. Browse by Author allows you to move through an alphabetical list of all authors of items in the IR. cc 2008 University of Pretoria Compiled by the UP IR Team Inquiries: ina.smith@up.ac.za 3/8/2016 Browse by Date allows you to move through a list of all items in the IR according to most recent issues first, or with oldest issues first. Browse by Subject allows you to move through a list of keywords & subjects assigned to items in the IR. 2. Other options Help offers help for the end-user and submitter. About DSpace takes you to information about the DSpace project and its development. 3. Searching within the IR 3.1 Basic Search To search all of the IR, use the search box at the top of the navigation bar on the left (or the search box in the middle of the home page). You don’t need to be logged in to search. To limit your search to a specific community, navigate to Advanced Search, and select the community from the drop-down list: cc 2008 University of Pretoria Compiled by the UP IR Team Inquiries: ina.smith@up.ac.za 3/8/2016 Some search hints: What is searched in the general keyword search (yellow box) The word(s) you enter in the search box will be searched against the title, author, subject abstract, series, sponsor and identifier fields of each item's record. If your site is enabled for full-text searching, the text you entered will also be searched against the full text of all archived documents. What is not searched - Stop Words The search engine ignores certain words that occur frequently in English, but do not add value to the search. These are: "a", "and" , "are" , "as" , "at" , "be" , "but" , "by" , "for" , "if" , "in" , "into", "is" ,"it" ,"no" , "not" , "of" , "on" , "or" , "such", "the" , "to" , "was" Truncation Use an asterisk (*) after a word stem to get all hits having words starting with that root, for example: will retrieve selects, selector, selectman, selecting. Stemming The search engine automatically expands words with common endings to include plurals, past tenses ...etc. Phrase Searching To search using multiple words as a phrase, put quotation marks (") around the phrase. Exact word match Put a plus (+) sign before a word if it MUST appear in the search result. For instance, in the following search the word "training" is optional, but the word "dog" must be in the result. Eliminate items with unwanted words Put a minus (-) sign before a word if it should not appear in the search results. Alternatively, you can use NOT. This can limit your search to eliminate unwanted hits. For instance, in the search cc 2008 University of Pretoria Compiled by the UP IR Team Inquiries: ina.smith@up.ac.za 3/8/2016 or you will get items containing the word "training", except those that also contain the word "cat". Boolean searching The following Boolean operators can be used to combine terms. Note that they must be CAPITALIZED ! AND - to limit searches to find items containing all words or phrases combined with this operator, e.g. will retrieve all items that contain BOTH the words "cats" and "dogs". OR - to enlarge searches to find items containing any of the words or phrases surrounding this operator will retrieve all items that contain EITHER the words "cats" or "dogs". NOT - to exclude items containing the word following this operator, e.g. will retrieve all items that contain the word "training" EXCEPT those also containing the word "cat". Parentheses can be used in the search query to group search terms into sets, and operators can then be applied to the whole set, e.g. 3.2 Advanced Search The advanced search page allows you to specify the fields you wish to search, and to combine these searches with the Boolean "and", "or" or "not". You can restrict your search to a community by clicking on the arrow to the right of the top box. If you want your search to encompass all of the IR, leave that box in the default position. Then select the field to search in the left hand column and enter the word or phrase you are searching in the right hand column. You can select the Boolean operator to combine searches by clicking on the arrow to the right of the "AND" box. Note: You must use the input boxes in order. If you leave the first one blank your search will not work. cc 2008 University of Pretoria Compiled by the UP IR Team Inquiries: ina.smith@up.ac.za 3/8/2016 Part 8: Introduction to Metadata Available on CD titled “Introduction to Metadata” cc 2008 University of Pretoria Compiled by the UP IR Team Inquiries: ina.smith@up.ac.za 3/8/2016 Part 9: Example Evaluation Instrument & Report cc 2008 University of Pretoria Compiled by the UP IR Team Inquiries: ina.smith@up.ac.za 3/8/2016 Part 10: Example IR Policy cc 2008 University of Pretoria Compiled by the UP IR Team Inquiries: ina.smith@up.ac.za 3/8/2016 University of Pretoria Digital Institutional Research Repository UPSpace User Policy Document Working Paper University of Pretoria Pretoria 0001 http://www.dspace.up.ac.za Tel.: +27 12 420 3082 Fax: +27 12 362 5100 E-mail: upspace@up.ac.za cc 2008 University of Pretoria Compiled by the UP IR Team Inquiries: ina.smith@up.ac.za 3/8/2016 Table of Contents 1. About UPSpace 3 2. UPSpace Policy Advisory Group (incl. IR Steering Committee) 3 3. UPSpace User Group 4 4. Open Access Approach at UP Libraries 4 5. Submission Policy 5 6. Policy on Communities within UPSpace 7 7. Responsibilities & Services: Dept. of Library Services, Library Information Systems & Technology & Dept. of IT 10 8. Rights of the Dept. of Library Services 10 9. Responsibilities of the University of Pretoria 10 10. Responsibilities of the Unit for Information Systems & Technology 11 11. Licensing, Copyright, Privacy and Intellectual Property 11 12. Services offered through UPSpace 13 13. Preservation Policy & Support 13 14. Withdrawal policy 16 15. Workflow Policy 16 16. Persistent Identifiers in UPSpace 19 17. Metadata Standards 19 18. Provenance data tracked by UPSpace 20 19. Authentication in UPSpace 20 20. Service Level Agreements 20 21. Communication 20 22. UPSpace Wishlist 21 Bibliography cc 2008 University of Pretoria Compiled by the UP IR Team Inquiries: ina.smith@up.ac.za 3/8/2016 1. About UPSpace UPSpace is a university-based institutional repository which offers a set of services to the members of the UP Community*, for the management and dissemination of digital academic/research materials (excluding work of administrative or commercial nature) donated to or created by the institution and its community members. The set of services includes the collection, storage and preservation in digital format, and retrieval of items submitted to UPSpace. “It is most essentially an organisational commitment to the stewardship of these digital research materials, including long-term preservation where appropriate, as well as organisation and access or distribution” (Lynch 2003). The UPSpace interface provides for easy decentralised self-archiving by faculty, and organizes the documents in logical, easily retrievable fashion. The repository uses DSpaceTM software, developed at MIT with support from Hewlett Packard, which complies with the Open Archives Initiative (OAI); thus allowing articles to be easily discovered by web search engines, services and indexing tools. Each item in the repository is assigned a unique persistent identifier, using the CNRI Handle System. The identifiers are resolvable in perpetuity, and will remain valid even if content migrates to a new system. This allows documents in the repository to be properly and effectively cited in other research. * The UP Community refers to: Present and future staff members of the Department of Library Services, University of Pretoria; Past, present and future academic staff at the University of Pretoria; Focus areas, faculties, centers, institutes and research divisions at UP. 2. UPSpace Policy Advisory Group (incl. IR Steering Committee) 2.1 Focus of the UPSpace Policy Advisory Group It will be the responsibility of the UPSpace Policy Advisory Group to determine the service’s policies on content submission and distribution, privacy and licensing issues, and other service guidelines. The Policy Advisory Group’s role will be ongoing; issues will be revisited on a regular basis and as new issues arise. The Policy Advisory Group’s decisions will have important implications for how the UPSpace service fits into the Department of Library Service’s overall mission and the University of Pretoria’s mission and goals. 2.2 Role of the UPSpace Policy Advisory Group The UPSpace Policy Advisory Group will make decisions related to UPSpace services, standards, and functionality. When the group’s decisions have significant financial, service, or public relations impact, the issues will be referred to the Department of Library Services Management Team, made up of senior library administrators, for endorsement. 2.3 Makeup of the UPSpace Policy Advisory Group This team includes the following individuals: cc 2008 University of Pretoria Compiled by the UP IR Team Inquiries: ina.smith@up.ac.za 3/8/2016 Mrs Ina Smith (IR Manager & Chair) Dr Heila Pienaar (Deputy Director, Dept. of Library Services) Prof Theo Bothma (Faculty: Engineering, Built Environment & Information Technology) Prof Hennie Stander (Faculty: Theology) Mrs Elna Randall (Faculty Library Manager: Engineering, Built Environment & Information Technology & Natural and Agricultural Sciences) Mrs Erica van der Westhuizen (Faculty Library Manager: Veterinary Science) Mrs Ria Groenewald (Digitization Coordinator) Mr Johann van Wyk (Faculty Library Manager: Education) Mrs Hilda Kriel (Deputy Director, Dept. of Library Services) Mr Gerard de Kamper (Curator: UP Museums) 2.4 Meetings This group will meet at least twice per annum. Notes of these meetings will be made available to all relevant parties via the dspace@kendy.up.ac.za mailing list. 3. UPSpace User Group 3.1 Focus of the UPSpace User Group It will be the responsibility of the UPSpace User Group to discuss issues on operational level, and to see to the implementation of policy decisions taken by the UPSpace Policy Advisory Group. The UPSpace User Group’s role will be ongoing; issues will be revisited on a regular basis and as new issues arise. 3.2 Makeup of the UPSpace User Group This team includes the following individuals: IR Manager IR IT Support Manager Digitization Specialist Metadata Specialist Open Access Specialist Copyright Officer Special Collections Representative Representatives (Information Specialists) from Faculty Libraries – give feedback to team 3.3 Meetings This group will meet every three months. Notes of these meetings will be made available to all relevant parties via the dspace@kendy.up.ac.za mailing list. 4. Open Access Approach at UP Libraries Research is not always accessible to all, and often only to the benefit of those who can afford to subscribe to very expensive databases. The Department of Library Services supports open access to cc 2008 University of Pretoria Compiled by the UP IR Team Inquiries: ina.smith@up.ac.za 3/8/2016 all research conducted by members of the UP community, provided that patents, copyright and intellectual property rights issues are taken into account, and the laws that govern these issues are adhered to. Through making UP research output freely available for all to access and use, we would like to help increase the usage, impact and citation rate of research conducted by our members, as well as the visibility of the University of Pretoria on international level. This can in turn impact on the NRF-rating and H-index of individual researchers, and the listing of the University of Pretoria on the Shanghai University List. Currently there are two currents in the Open Access movement: • • OA self-archiving in institutional repositories (“green” road to OA) OA publishing (“gold” road to OA – see e.g. DOAJ) In addition to archive their research output within the institutional repository, researchers are encouraged to publish in journals supporting the gold road. 5. Submission Policy 5.1 Persons allowed to submit content to UPSpace Any UP staff member or research member of the UP Community may submit items to the repository once the necessary rights have been assigned to that individual by the Collection Administrator of a specific Collection. Permission to submit items to a specific Collection will have to be granted to that member by the administrator of a Collection, in order for him/her to be able to upload items. Applications must be send directly to the e-mail address of the Collection Administrator, provided on the Collection Homepage. 5.2 Content to be submitted to UPSpace Content of the following nature will be allowed for submission to UPSpace: 1. The work must be produced, submitted or sponsored by the UP Community. 2. The work must be scholarly or research oriented. 3. The work must not be ephemeral. 4. The work must be in digital form. 5. The work should be complete and ready for "publication". 6. The author/owner should be willing and able to grant the University of Pretoria the right to preserve and distribute the work via UPSpace. 7. If the work is part of a series, other works in that series should also be contributed so that UPSpace can offer as full a set as possible. 8. The motivation for submitting an item to UPSpace should be to ensure long-term preservation of the work. Work of temporary value will not be allowed. 9. Work that has been donated to the University of Pretoria. 10. Copyright for all items and files (bitstreams) submitted to UPSpace must have been cleared in advance and where necessary, and a note has to be added to each individual item on submission to UPSpace. 11. File names for files (bitstreams) should adhere to the file naming structure decided upon by the Collection Administrator, as specified in the Collection policy. 5.3 Content not to be submitted to UPSpace The following material/ content will not be allowed to be submitted into UPSpace: cc 2008 University of Pretoria Compiled by the UP IR Team Inquiries: ina.smith@up.ac.za 3/8/2016 Material which is of controversial nature. Material which contains content of discriminatory nature. Administrative material. Commercial material. Material without the relevant full text attached. Content submitted to UPSpace have to comply with the South African Bill of Human Rights. 5.4 Digital formats accepted by UPSpace At the University of Pretoria all manner of digital formats aimed at supporting research activities will be allowed for submission. Some examples of items that can be accommodated through UPSpace are: Documents (e.g. articles, pre-prints, post-prints, working papers, technical reports, conference papers, speeches, newspaper clippings, manuscripts) E-resources e.g. E-books Data sets Computer programs Visualizations, simulations, and other models Multimedia publications Theses and dissertations The following will, for now, not be accommodated through UPSpace: 5.5 Temporary Learning Objects (Use clickUP/ Blackboard) Full text digital articles and digital images of temporary nature, e.g. reserved material (Use Millennium) Required fields for a Submission The Qualified Dublin Core Schema (http://dublincore.org/ ), consisting of 15 elements and the qualifiers for each, is used to collect metadata from an item (resource). Reasons for collecting metadata: To aid in the retrieval process As a surrogate for the item (for instance, metadata harvesting by another system) For use in later products (for instance, a bibliography in a particular discipline) Listed below are the 15 Qualified Dublin Core fields. Mandatory fields are indicated where applicable. Metadata Element Element Description Policy Creator Main author. An entity primarily responsible for making the content of the resource e.g. a person, an organization or a service. Mandatory (Unknown if not available) Contributor An entity responsible for making contributions to Not required the content of the resource. Coverage The extent or scope of the content of the Not required resource. Spatial/temporal characteristics of the cc 2008 University of Pretoria Compiled by the UP IR Team Inquiries: ina.smith@up.ac.za 3/8/2016 intellectual content of a resource. Date A date of an event in the lifecycle of the resource, associated with the creation, availability or lifecycle of the resource. System supplied if not provided by user Description An account of the content and provenance of Encouraged the resource, e.g. an abstract, table of contents, origin. All available information on the item not provided for elsewhere. Format The physical or digital manifestation of the resource. System supplied Identifier An unambiguous reference to the resource within a given context. System supplied Language A language of the intellectual content of the resource. Mandatory (pull-down menu, including "non-text") Publisher An entity responsible for making the resource Not required available, responsible for publication, distribution or imprint. Relation A reference to a related resource. Required if available Rights Information about rights held in and over the resource. Mandatory (indicate if no rights apply) Source A reference to a resource from which the present resource is derived. Not required Subject (unqualified) The topic of the content of the resource. Free language terms. Mandatory Title (unqualified) A name given to the resource. The title will be the name by which the resource is formally known. Mandatory Type The nature or genre of the content of the resource. Mandatory For a detailed explanation and policy on how to apply the 15 metadata fields within UPSpace, please refer to the Metadata Policy Working Paper available at http://www.dspace.up.ac.za/metadata.pdf Each Community is allowed to have a Community-specific submission user interface, associated with the specific Collections within that Community as specified. Mandatory fields are indicated on the Collection-specific user interfaces. 5.6 Submission of revised versions The repository will treat any revised versions and the first draft as separate records. Every update that is to be archived will need to be submitted separately. A request for the withdrawal of previous submissions may be sent to upspace@up.ac.za. All requests will be archived within the “UPSpace Provenance” Collection. 6. Policy on Collections within UPSpace 6.1 Defining a Collection in UPSpace cc 2008 University of Pretoria Compiled by the UP IR Team Inquiries: ina.smith@up.ac.za 3/8/2016 Items in the repository are organized according to Collections. A UPSpace "Collection" can be described as an academic unit that produces research, has a defined leader, has long-term stability, and can assume responsibility for setting Collection policies. Each Collection must be able to assign a coordinator (administrator) who can work with the UPSpace Platform Manager. Groups wishing to establish a UPSpace Collection that do not fall into this definition will be considered on a case-by-case basis. Individuals may not submit items without belonging to an established Collection in UPSpace because they do not constitute a unit. A Top-level Community will only be created once the need therefore is expressed, and once items become available for submission to Collection/s within that Top-level Community. Communities which contain Collections without any content will be removed from the system by the UPSpace Platform Manager. To register a Community or Collection, the Collection Administrator must complete the necessary online form available at https://www.up.ac.za/dspace/application .The Collection Administrator will then be contacted by the UPSpace Platform Manager. Workflow for registering a UPSpace Top-level Community/Sub-Community/Collection Collection Administrator Online Application UPSpace Platform Manager Rejected Accepted The policy document compiled by a Collection will represent a formal agreement with the Department of Library Services or University of Pretoria, with regard to the fair use of UPSpace. The information model that will be applied at the University of Pretoria is structured as follows: Top-level Community (Faculty/School) Sub-Community (Department/s) Collections (Research Articles, Focus Areas, Conference Papers & cc 2008 University of Pretoria Compiled by the UP IR Team Inquiries: ina.smith@up.ac.za 3/8/2016 Presentations, Conference Proceedings, Chapters from Books, Media & Communication, Working Papers, Open Lectures, Conferences, etc.) 6.2 Responsibilities of a UPSpace Collection Administrator At the University of Pretoria, a UPSpace Collection Administrator agrees to: Arrange for submission and description of content (negotiate for assistance). Decide on policy regarding content to be submitted (within UPSpace policy & guidelines). Make decisions about Community and Collection definitions and Collection membership, in collaboration with the UPSpace Manager. Notify UPSpace of organisational changes affecting submissions. Understand and observe university policies relevant to UPSpace, and educate community submitters regarding these policies. Monitor and arrange for copyright clearance. openUP Office takes responsibility for clearing copyright of research articles. Decide upon a submission workflow for each Collection, in collaboration with the UPSpace Manager and the dept. Decide upon a submission user interface for each Collection, in collaboration with the UPSpace Manager and the dept. Administer submitters within a Collection (register & modify submitters). Update information on submitters where necessary. Withdraw items when required – forward requests to UPSpace Manager. Promote UPSpace amongst potential UPSpace users. Coordinate and monitor overall workflow within Collection. Communicate important information on the Collection Homepage. Edit items where required; modify metadata at any stage in line with Metadata Working Paper. Map items from other Collections into Collection. Back-up for roles within workflow. Create Item Templates in collaboration with Metadata Editor. Frequently communicate information re research available on UPSpace to the relevant department. Responsibility: Members of the UP Community – preferably an Information Specialist 6.3 Rights retained by a UPSpace Collection Administrator At the University of Pretoria a UPSpace Collection Administrator retains the right to: 6.4 Decide who may submit content within the Collection Limit access to content at the item level either to the University of Pretoria only or to specific individuals or groups. Forward requests to the UPSpace Manager. Receive a copy of submitted content upon request (Subscribe to a Collection). Remove items and Collections (as outlined in the "Withdrawal Policy"). Forward requests to the UPSpace Manager. Customise interfaces to Collection content Personal Researcher Collections on UPSpace Only created for UP NRF A-rated researchers on request. Researchers are encouraged to have researcher web pages created on the UP web, from where they can link to searches (“Automated Search Linking”) within UPSpace, grouping their research together. See http://www.nrf.ac.za/evaluation/Content/Facts/Ratings.aspx for NRF rating of researchers. cc 2008 University of Pretoria Compiled by the UP IR Team Inquiries: ina.smith@up.ac.za 3/8/2016 7. Responsibilities and Services offered by the Department of Library Services, Library Information Systems & Technology and Dept. of Information Technology At the University of Pretoria, the Department of Library Services in collaboration with Library Information Systems & Technology and the Dept. of Information Technology will take responsibility for the following: 8. Retain and maintain content submitted to UPSpace. Distribute content according to Collection decisions. Preserve content using accepted preservation techniques. Notify Collections of significant changes to content, e.g. format migration. Submission service: Submitters may contact upspace@up.ac.za to receive help or to inquire about the services offered regarding UPSpace. Repository service: The University of Pretoria (Dept. of IT in collaboration with the Dept. of Library Services) will provide permanent storage, including appropriate back-up and recovery procedures. Access service: Maintain an appropriate interface to browse, search, view and download material from the repository, in line with the policy of the University of Pretoria. System management: The Dept. of IT in collaboration with the Dept. of Library Services will maintain, administer, upgrade and enhance the system and will enhance metadata records providing for better retrieval. When a new version of Dspace becomes available, the system will be migrated to the most recent version. Code developed and owned by the Dept. of Library Services will be donated to the DSpace Community. Rights of the Department of Library Services The Dept. of Library Services/UPSpace retains the right to: 9. Redistribute or amend metadata for items in UPSpace. De-accession items or Collections under certain circumstances - as outlined in the "Withdrawal Policy". Refuse items or collections not within the scope of UPSpace as defined by the content that will be accepted in UPSpace. Renegotiate terms of original agreement with Collections. Perform appraisal for long-term archiving when Collections cease to exist or within thirty years of the creation of a Collection. Move Collections to reflect current agreement between UPSpace and Communities. Migrate items for preservation purposes or at the Department of Library Service’s discretion. Map/link between Communities/Collections/Items to guide the user. Set quotas (size of files, number of items) to determine what constitutes fair use. Charge a fee for activities requiring extensive centralised support from UPSpace (for example, for a large amount of de-accesssioning). Responsibilities of the University of Pretoria At the University of Pretoria, the university is expected to: Be actively committed to the preservation of research material through UPSpace. Provide support with regard to hardware, manpower, funding. Set policy at University level regarding issues that affect UPspace, e.g. copyright rules, image requirements, etc. cc 2008 University of Pretoria Compiled by the UP IR Team Inquiries: ina.smith@up.ac.za 3/8/2016 10. Support functions mandated by existing policies. Responsibilities of the Library Information Systems & Technology The Library Unit Information Systems & Technology provides software support with regard to UPSpace, which include the following (See Service Level Agreement Unit Information Systems & Technology): Software installation and upgrading Projects: Roll-out of Software, Networking and Hardware Supplement or augment in-house technical skills, network administration, project management Their mission are amongst others to “Interpret the strategic plan of UP and the Library in order to ensure that the necessary IT Infrastructure and programs are available in time to realize the strategies”. 11. Licensing, Copyright, Privacy and Intellectual Property Issues 11.1 UPSpace Distribution License When submitting an item to UPSpace, the submitter, author/s or copyright owner/s grants nonexclusive distribution rights to the University of Pretoria. This non-exclusive distribution rights in no way prevents an author/s or copyright owner/s from publishing the work in a research journal or distributing it in any other fashion. The author/s or copyright owner/s retains full copyright of the work. It is the responsibility of the submitters to gain copyright clearance where necessary, and to familiarize themselves with the self-archiving policies of the various publishers, nationally and internationally. When submitting items to UPSpace, please make sure that you adhere to copyright requirements. Ask permission before you archive material on UPSpace, and submit the letter of consent to the UPSpace Letters of Consent Collection (https://www.up.ac.za/dspace/handle/2263/1149) on UPSpace. Use the "Rights" field to refer to the permission that was obtained. Copyright of Research articles: Policies of many publishers of research articles can be found in the Romeo Project available at http://www.sherpa.ac.uk/romeo.php. If the publisher’s policy is not available on this database, publishers are contacted directly to obtain permission. The letter of consent/ no consent is then archived within the UPSpace Letters of Consent Collection. Publishers are also encouraged to make their policies on self-archiving within institutional repositories available on SHERPA RoMEO. See http://www.sherpa.ac.uk/romeoupdate.php Where embargoes apply to articles, these articles are submitted and access to the full text is restricted on bitstream level for the duration of the embargo. A note is added to the <rights> field. This is done via communication between the Collection Administrator and the IR Manager. Once the embargo expires, the Collection Administrator notifies the IR Manager, who will in turn remove any restrictions to the bitstream. cc 2008 University of Pretoria Compiled by the UP IR Team Inquiries: ina.smith@up.ac.za 3/8/2016 Access to the UPSpace Letters of Consent Collection is restricted, since permission policies within this collection only applies to permission granted to the University of Pretoria. Apply to be registered as a Submitter with upspace@up.ac.za . Copyright of UP Theses & dissertations: It is compulsory for all UP students to submit electronic copies of their theses or dissertations to an online repository (see General Regulation G57.4(i) - page 19). UP holds the copyright for theses and dissertations produced by its members during enrolment at the University of Pretoria. The University of Pretoria uses the following license agreement in UPSpace: Non-Exclusive Distribution License In order for UPSpace to reproduce, translate and distribute your submission worldwide your agreement to the following terms is necessary. By submitting this license, you (the submitter, author or copyright owner) grant to the University of Pretoria the non-exclusive right to reproduce, translate (as defined below), and/or distribute your submission (including the abstract) worldwide in print and electronic format and in any medium, including but not limited to audio or video. You agree that the University of Pretoria may, without changing the content, translate the submission to any medium or format for the purpose of preservation. You also agree that the University of Pretoria may keep more than one copy of this submission for purposes of security, back-up and preservation. You represent that the submission is your original work, and that you have the right to grant the rights contained in this license. You also represent that your submission does not, to the best of your knowledge, infringe upon anyone's copyright. If the submission contains material for which you do not hold copyright, you represent that you have obtained the unrestricted permission of the copyright owner to grant the University of Pretoria the rights required by this license, and that such third-party owned material is clearly identified and acknowledged within the text or content of the submission. IF THE SUBMISSION IS BASED UPON WORK THAT HAS BEEN SPONSORED OR SUPPORTED BY AN AGENCY OR ORGANIZATION OTHER THAN THE UNIVERSITY OF PRETORIA, YOU REPRESENT THAT YOU HAVE FULFILLED ANY RIGHT OF REVIEW OR OTHER OBLIGATIONS REQUIRED BY SUCH CONTRACT OR AGREEMENT. The University of Pretoria will clearly identify your name(s) as the submitter, author(s) or owner(s) of the submission, and will not make any alteration, other than as allowed by this license, to your submission. All items in the UPSpace collection are subject to the SA Copyright Act No. 98 of 1978 (as amended) available at http://www.buys.co.za/publications/cyberlaw/CopyrightAct.htm 11.2 UPSpace Privacy Policy The UPSpace Privacy Policy at the University of Pretoria states that the university is committed to preserving privacy. The personal information the University of Pretoria receives through UPSpace is used solely for purposes of the functioning of the system, and for the specific research purposes as described in the policy document. This system collects personal information from: 1. Users involved in the submission of UPSpace content and metadata 2. Users who subscribe to the UPSpace alerting service Personal information collected by UPSpace will not be used for any commercial or philanthropic purpose not directly connected with or approved by the University of Pretoria. cc 2008 University of Pretoria Compiled by the UP IR Team Inquiries: ina.smith@up.ac.za 3/8/2016 We do not disclose information about your individual visits to our site, or personal information that you provide us, such as your name, address, email address, telephone number, etc. to any outside parties except when we believe, in good faith (i) that the law requires it, or (ii) that disclosure is necessary to protect the rights and property of UPSpace users. 12. Services offered through UPSpace The UPSpace Service will offer a set of core services, available at no charge to Community members and consumers of UPSpace content. Services will be reviewed over time. UP Space Core Services are comprised of two distinct but interconnected service elements, Interactive Services and Operations Services. UPSpace Interactive Services offer a fully functional system that allows UPSpace Community members and consumers of UPSpace content to accomplish all tasks necessary to submit and access items in UPSpace, as applicable. Additionally, the Dept. of Library Services in collaboration with the Dept. of IT, University of Pretoria provides Operations Services to host and preserve faculty materials, establish and deliver ongoing support for UPSpace Communities, respond to customer inquiries, and supply system monitoring, back up, and recovery. 13. Preservation Policy & Support 13.1 File formats The University of Pretoria implementation of DSpace/UPSpace attempts to support as many file formats as possible. UPSpace identifies two levels of digital preservation: bit preservation, and functional preservation. Bit preservation ensures that a file remains exactly the same over time and not a single bit is changed while the physical media evolve around it. Functional preservation: the file does change over time so that the material continues to be immediately usable in the same way it was originally while the digital formats (and the physical media) evolve over time. Some file formats can be functionally preserved using straightforward format migration (e.g. TIFF images or XML documents). Other formats are proprietary, or for other reasons are much harder to preserve functionally. At the University of Pretoria, for the time being, we acknowledge the fact that the formats in which faculty create their research material are not something we can predict or control. Faculties use the tools that are best for their purposes, and we will get whatever formats those tools produce. Because of this UPSpace defines three levels of preservation for a given format: supported, known, or unsupported. Supported: The format will be fully supported and preserved using either format migration or emulation techniques. Known: The format can be recognised by UPSpace, but full support cannot be guaranteed. Unsupported: The format cannot be recognised by UPSpace; these will be listed as "application/octet-stream", aka Unknown. cc 2008 University of Pretoria Compiled by the UP IR Team Inquiries: ina.smith@up.ac.za 3/8/2016 When a file is uploaded to UPSpace, it will be assigned to one of those three categories. For all three levels bit-level preservation will be done so that digital archaeologists of the future will have the raw material to work with if the material proves to be worth that effort. For the full text of text items to be fully searchable in UPSpace, these items must be made available on UPSpace in any of the following formats: Adobe PDF (only if text-based or OCRed) - without any securities added Microsoft Word Plain Text HTML 13.2 Description Metadata (Administrative, Technical, Preservation) For preservation purposes - in other words, so that we will still be able to access files submitted to UPSpace in a 100 years time - it is very important to give a description of how the file was created in the "Description" field of the submission form, the origin of the file etc. Also use this field to describe the dimensions of the object, how it was digitized, etc. This kind of information will help information architects of the future to migrate obsolete files to updated versions, so that it will still be accessible long after our time. Any info the submitter can offer, will be of value in such a case. Also see the guidelines in the UPSpace Quick Guide: http://www.dspace.up.ac.za/quickguide.pdf (Updated on 17 March 2008) Example 1: https://www.up.ac.za/dspace/handle/2263/2273 Description: Black/white wash painting technique. Original canvas size: (w)24.5 x (h)25.0 cm. Original scanned size in pixels: 6312 x 7872 pixels (800 dpi). Final size in pixels: 550 x 436 (150 dpi). Estimate download time: 37 sec @ 28.8 kbps. Example 2: https://www.up.ac.za/dspace/handle/2263/5220 Description: This paper was transferred from the original CD ROM created for this conference. The material on the CD ROM was published using Adobe Acrobat technology. The original CD ROM was produced by Document Transformation Technologies Postal Address: PO Box 560 Irene 0062 South Africa. Tel.: +27 12 667 2074 Fax: +27 12 667 2766 E-mail: doctech@doctech.co.za URL: http://www.doctech.co.za 13.3 Checksums For each item submitted to UPSpace a checksum is generated. This checksum is used to verify the integrity of a full text file over time. Therefore replacement of bitstreams will be restricted as far as possible. To summarise - UP's policy for file formats is: Everything put in UPSpace will be retrievable. As many files formats as possible will be recognised. As many known file formats as possible will be supported through UPSpace. Formats and techniques will be continuously monitored to ensure needs can be accommodated as they arise. The size of a bitstream allowed for submission is currently unlimited, but this will be revised over time. cc 2008 University of Pretoria Compiled by the UP IR Team Inquiries: ina.smith@up.ac.za 3/8/2016 All files need to be submitted in at least pdf format (open standard, recommended for preservation purposes), and then any additional format. For media files: Below a list of various file formats in UPSpace: MIME type Description Extensions Level Application/marc MARC marc, mrc supported Application/mathematica Mathematica ma known Application/msword Microsoft Word doc known Application/octet-stream Unknown (anything not listed) unsupported Application/pdf Adobe PDF pdf supported Application/postscript Postscript ps, eps, ai supported Application/sgml SGML sgm, sgml known Application/vnd.ms-excel Microsoft Excel xls known Application/vnd.ms-powerpint Microsoft Powerpoint ppt known Application/vnd.ms-project Microsoft Project mpp, mpx, mpd known Application/vnd.visio Microsoft Visio vsd known Application/wordperfect5.1 WordPerfect wpd known Application/x-dvi TeXdvi dvi known Application/x-filemaker FMP3 fm known Application/x-latex LateX latex known Application/x-photoshop Photoshop psd, pdd known Application/x-tex TeX tex known audio/x-aiff AIFF aiff, aif, aifc supported audio/basic audio/basic au, snd known audio/x-mpeg MPEG Audio mpa, abs, mpeg known audio/x-pn-realaudio RealAudio Ra, ram known audio/x-wav WAV wav known image/gif GIF gif supported image/jpeg JPEG jpeg, jpg supported image/png PNG png supported image/tiff TIFF tiff, tif supported image/x-ms-bmp BMP bmp known image/x-photo-cd Photo CD pcd known text/html HTML html, htm supported text/plain Text txt supported text/richtext Rich Text rtf supported cc 2008 University of Pretoria Compiled by the UP IR Team Inquiries: ina.smith@up.ac.za 3/8/2016 Format text/xml XML xml supported video/mpeg MPEG mpeg, mpg, mpe known video/quicktime Video Quicktime mov, qt known 14. Withdrawal Policy It is foreseen that sometimes it may be necessary to remove items from the repository. Under some circumstances items will be removed from view (withdrawn), but to avoid loss of the historical record, all such transactions will be traced in the form of a note in the <description.provenance> field of the Dublin Core record. The content of the note should be one of the following: " removed from view at request of the author" " removed from view at the library's discretion" " removed from view at UP's discretion" " removed from view by legal order" Since any repository item that has existed at some time may have been cited, we will always supply a “tombstone” when the item is requested, which will provide a withdrawal statement in place of the link to the object. The metadata should be visible, but not searchable. These items will be made unavailable for metadata harvesting. Items to be finally deleted (expunged) from the system will be considered on a case-by-case basis. 15. Workflow Policy The University of Pretoria recognizes that Communities (schools/faculties) have very different ideas as to how material should be submitted to UPSpace, by whom, and with what restrictions. The following are issues that should be addressed by the Community representatives (administrators), working together with the UPSpace Platform Manager, and are then modeled in a workflow for each collection to enforce their decisions. 15.1 Who can deposit items? What type of items will they deposit? Who else needs to review, enhance, or approve the submission? To what collections can they deposit material? Who can see the items once deposited? What metadata fields should be included on the Submission User Interface for specific Collections? Will it be the default DSpace Submission user interface, or a customised interface for that specific Collection? UPSpace Roles The system has the notion of e-people who have roles in the workflow of a particular Community in the context of a given collection. Individuals from the Community are automatically registered with cc 2008 University of Pretoria Compiled by the UP IR Team Inquiries: ina.smith@up.ac.za 3/8/2016 UPSpace via the UP Portal (after authentication against the LDAP Server), then manually assigned to appropriate roles. There are three possible roles in UPSpace as part of the workflow process: submitter, reviewer, and metadata editor. An e-mail message is sent to each person at the appropriate step in the workflow, with authorizations set up in advance for each role. We are committed towards processing items within a period of six working days. UPSpace responsibilities are formally part of the role descriptions of all Cataloguers (Metadata Editors) and Information Specialists (Collection Administrators) at UP libraries. Submitter permissions - Can edit metadata for own submission - Can upload files for own submission - Cannot do anything once item is submitted Reviewer permissions (optional) - Can review content of all files submitted to collection - Can edit baseline metadata of all items - Can accept or reject all submissions to collection - Can send a message explaining decision - Rejection will stop submission. Possible reasons: duplicates, item does not adhere to UPSpace policy/ collection policy, incorrect version of file/ file naming, formatting incorrect, etc. - Acceptance will let submission go to next step - Can edit metadata of all submissions to collection (Cannot change files) Metadata Editor permissions (optional) - Can edit metadata of all submissions to collection - Add LCSH to each item submitted - Submission automatically becomes part of DSpace after this step - (Any approval would have happened before) Collection Administrator permissions - Primary responsibility to communicate to departments - Identify opportunities - Monitor activities within Collections - Create Item Template in collaboration with Metadata Editor - Update Collection Home Page cc 2008 University of Pretoria Compiled by the UP IR Team Inquiries: ina.smith@up.ac.za 3/8/2016 15.2 Workflow Below a demonstration of the UPSpace automated workflow: Copyright clearance Research articles: openUP All other: UP Copyright Officer Digital format Prepare document & digitize if not born digital Submitter submits Information Specialists/ Research Assistants/ Researchers/Other Reject if it doesn’t adhere to policy Reviewer Collection Administrator/ Subject Expert Metadata Editor Library Cataloguer Available on UPSpace UPSpace Manager = Ina Smith; Collection Manager = Faculty Library Manager; Collection Administrator = Information Specialist Digitization & Metadata Specialists play an advisory role in Digitization & Metadata Editing processes cc 2008 University of Pretoria Compiled by the UP IR Team Inquiries: ina.smith@up.ac.za 3/8/2016 16. Persistent Identifiers in UPSpace UPSpace uses the Handle System from CNRI to assign and resolve persistent identifiers for each and every digital item. Handles are URN-compliant identifiers, and the Handle resolver is an open-source system which is used in conjunction with the DSpace (UPSpace) system. Handles in DSpace are currently implemented as URLs, but can also be modified to work with future protocols. Additional development work would be required to adopt some other form of persistent identifiers. When citing items within the repository, end-users are required to use the persistent URL as indicated on the Item Display of each item. 17. Metadata Standards Submitters can access UPSpace via the UP Portal, metadata can be entered into UPSpace, stored in the database, indexed appropriately, and made searchable through the public UPSpace UI. At the present time, this applies mainly to descriptive metadata, although as standards emerge it could also include technical, rights, preservation, structural and behavioral metadata. Currently DSpace supports only the Dublin Core metadata element set. UPSpace has been registered with OAISTER (http://oaister.umdl.umich.edu/o/oaister/ ), a metadata harvester harvesting the digital resources of an institution like the University of Pretoria. Through OAISTER freely available, previously difficult-to-access, academicallyoriented digital resources that are easily searchable by anyone will be made available to the rest of the world. Metadata from items are also retrievable via Google and GoogleScholar, and the repository has been registered with the following: Institutional Archive Registry DSpace Open Archives Institute openDOAR ROAR Scirus Wikipedia UP Dept of Research UP Library Catalogue A Metadata Specialist has been assigned. This person has the responsibility to monitor the overall quality of metadata within UPSpace, and plays and advisory role with regard to metadata decisions. The Metadata Specialist has rights to editing the metadata of any item within the repository. LCSH’s are assigned to each item within the repository. Rationale for assigning LCSH’s: For retrieval purposes it is very important to group material that belongs together by assigning responding keywords or subjects. This is even more important within a digital environment. The reason being that one should be able to create a hyperlink to a search result in UPSpace, based on certain search criteria. cc 2008 University of Pretoria Compiled by the UP IR Team Inquiries: ina.smith@up.ac.za 3/8/2016 18. Provenance data tracked by UPSpace The following data is tracked by the system: 19. Creation of item, collection, or community Changes re accessibility, format, organizational (per item, per collection and per community) Withdrawal of item, collection, or community Authentication in UPSpace Browsing and downloading items from UPSpace is open to the WWW Community, unless access to an individual Community, Collection or Item is restricted to registered users only. Restriction to a specific Community/Collection will be indicated on the home page of that specific Collection/Community, and to a file (bitstream) in the Description metadata field. The University of Pretoria uses the following user authentication rules in order for users to be able to submit items to UPSpace: Access is gained via the UP Portal, using the personnel no. (Username) and e-mail password (Password) aka as the e-mail username and password. E-persons are authenticated against the LDAP Server of the University of Pretoria, against the e-mail registered for that person on the LDAP Server. Non-UP people will have to apply for permission to submit. Passwords can be edited at http://mx1.up.ac.za. Remember to frequently change your password for security purposes. Inquiries: IT Help +27 12 420 3082 20. Service Level Agreements re System Availability & System Backup The backup of the UPSpace System is the responsibility of the Dept. of IT, University of Pretoria. Back-up’s of the UPSpace system (all data, incl. the databasis, bitstreams and metadata) are done on and off campus. Master copies of archival material (i.e. unique material after being digitized) are stored on the Archival Server, in tiff format. Details of the UPSpace Production Server: w3.up.ac.za (Sun): Dual Intel(R) Xeon(TM) CPU 3.20GHz, 4GB Memory The software, metadata, and bitstreams are stored across 3 file systems on this serverSize: 405G. 21. Communication ePersons and other UPSpace members are encouraged to make use of the internal UPSpace mailing list: dspace@kendy.up.ac.za cc 2008 University of Pretoria Compiled by the UP IR Team Inquiries: ina.smith@up.ac.za 3/8/2016 Ground rules for this mailing list 1. 2. 3. 4. 5. 6. Mail to the group should be of broad interest to the group as a whole. Please be conscientious of the volume of mail posted. Send personal mail directly to the person concerned. No flaming! Any messages of complaint about another subscriber should be sent directly to that person or to the list administrator: ina.smith@up.ac.za . The writings and opinions posted to the mailing list are strictly the opinions of the writer and do not contain any endorsements or guarantees of any kind, unless otherwise noted. Postings that could be construed as defamatory, libelous, or offensive to individuals, organizations, or institutions should not be posted to this list. Membership on this list constitutes an undertaking to abide by these ground rules and to be considerate of other members when posting mail to the list. Owner & Administrator: IR Manager For direct e-mail communication: All UPSpace Inquiries/ Requests Ina Smith upspace@up.ac.za or ina.smith@up.ac.za Tel.: 012 420 3082 Metadata Inquiries Amelia Breytenbach amelia.breytenbach@up.ac.za Tel.: 012 529 8391 Digitization Inquiries Ria Groenewald ria.groenewald@up.ac.za Tel.: 012 420 3792 Copyright Inquiries (incl. Copyright Clearance) Copyright Officer (For all material, except journal articles) Jacob Mothutsi jacob.mothutsti@up.ac.za Tel.: 012 420 5452 Journal Articles Elsabé Olivier elsabe.olivier@up.ac.za Tel.: 012 420 3719 22. UPSpace Wishlist Requests for improvement/changes re UPSpace can be posted to the following wishlist. URL: http://upspacewishlist.wikispaces.com/ cc 2008 University of Pretoria Compiled by the UP IR Team Inquiries: ina.smith@up.ac.za 3/8/2016 Bibliography DSpace Policy Planning. Retrieved April 22, 2005, from http://dspace.org/implement/policy-planning.html Lynch, C.A. (2003, February). Institutional repositories: essential infrastructure for scholarship in the digital age. ARL, 226. Retrieved April 22, 2005, from http://www.arl.org/newsltr/226/ir.html cc 2008 University of Pretoria Compiled by the UP IR Team Inquiries: ina.smith@up.ac.za 3/8/2016 Part 11: Example Training Material cc 2008 University of Pretoria Compiled by the UP IR Team Inquiries: ina.smith@up.ac.za 3/8/2016 Part 12: Example Marketing Material cc 2008 University of Pretoria Compiled by the UP IR Team Inquiries: ina.smith@up.ac.za 3/8/2016 Part 13: Giving exposure to your IR & content on the IR Available on DVD titled “IR Documentation & Templates” cc 2008 University of Pretoria Compiled by the UP IR Team Inquiries: ina.smith@up.ac.za 3/8/2016
