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Community Forum Call: Workflow Strategies for Populating Your IR

Sharing best practices, challenges, and questions. The call will be dedicated to answering participants questions and discussing workflows.

Call for DCAT topics

We invite ideas for topics for August through December

Upcoming DSpace events:

Aug 22-23 North American DSpace User Group Meeting https://www.library.georgetown.edu/node/19724


Preparing for the call

Bring your questions/comments you would like to discuss to the call, or add them to the comments of this meeting page.

If you can join the call, or are willing to comment on the topics submitted via the meeting page, please add your name, institution, and repository URL to the Call Attendees section below.

Meeting notes

Maureen convened the meeting and announced that it was a community forum, a time to share practices and ask questions.  Felicity volunteered to take meeting notes.

Community Forum Call: Workflow Strategies for Populating Your IR

Sharing best practices, challenges, and questions. The call will be dedicated to answering participants questions and discussing workflows.

Discussion:

Marianne - University of Kansas - KU ScholarWorks

  • Open access policy since 2009 at the University of Kansas. This only includes journal articles, not books or book chapters.
  • Many science journals are federally-funded and works are often shared in PubMed Central. They use publisher policy on whether articles can be shared and in what version. In PubMed one can filter by organization and accepted manuscripts. Those are the versions that are often allowed to be shared. With this feature, they are finding a lot more accepted manuscripts.  Marianne found 900+ accepted manuscripts since 2009.  They check the journals in SHERPA/RoMEO to ensure that this version can be shared in a local IR.  Marianne set up a monthly update in PubMed Central so that she now gets a list of recently added accepted manuscripts.  There are 3-4 articles per month.  This is a manual process and takes time.  
  • Question: Are authors aware that you are adding these.  Marianne: Generally not. They send an email to departments each year to advise them of actions.  
  • PLOS: Creative Commons license, so they can use all publications.  Other sites do not always have the searching/filtering capabilities of PubMed Central.  BioMed Central: have changed their search mechanism so it is difficult to find the KU material without paying them. 
  • Marianne only gets publications for faculty from the KU-Lawrence campus. The open access policy does not cover the KU Medical Center.  
  • APIs not always useful, especially with commercial vendors.
  • Faculty are required to put a list of their works ProRec (Digital Measures) .  They get an export each year of the citations added in the last year.  The number is usually about 2500 article citations.  books are not included.  They do a SHERPA/RoMEO check and determine which they can add.  
  • In 2010, the repository had 4,000 items in 2010 and now the number is over 20,000.

Gayle - Virginia Tech

  • Virginia Tech uses Symplectic Elements, which they started using this in the past spring.  Faculty have the option to deposit  articles to the IR.  Received 1,100 this last year.  The faculty upload the articles.
  • They do not have an open access policy. A draft policy is before the faculty senate.

Terry - Georgetown

  • Batch processing of ETDs with files from ProQuest.
  • They are loaded directly into the repository.  The program groups them by academic department.  Staff manually initiate ingest into each collection.  They are departmental collections.
  • Marianne - have one ETD collection.
  • They have a simple workflow process
    • Have an ingest collection that can't be read, but people can deposit items.
    • Custom metadata gathering form for that collection.  It has customized license agreements.
    • Two-step review process using 
  • They put academic and digital collections into their IR. They developed a process to add items in a test environment.  They create a new collection in production to preserve a handle.  Put it in preview.  Export it as an AIP package and do development in a test environment.  Then they upload the features and into production environment and then move them out of preview.

Question: How are people finding content?

  • Gayle - Virginia Tech
    • Manual labor
    • Looking for gray literature to add to the repository.  Checking websites of new collaborations between colleges and institutes to find research products.
    • Plans to involve liaisons who will let each department know of the activities.
    • Faculty also submit items directly. Get a range of material:  digital files, print journals. They also use SHERPA/RoMEO to check policies.

Question: Are people contacting individual faculty members or departments for content?

  • Marianne.  They are working with an engineering unit to add its report series to ScholarWorks.  They do contact departments and request permission to add items to ScholarWorks as they come across possible content.  The assume the department has the rights.  They have a form for student work.  They will take content down when requested.

COAP COAPI discussion

  • Maureen Marianne said there is a current discussion about harvesting content (primarily pre-prints) from ArXiv.  

Question:  Is anyone using the Elsevier/ScienceDirect API for automated ingest?

  • This is just for metadata. 
  •  "Automatic ingestion of metadata and abstracts of all articles and chapters by authors affiliated with your institution."–Elsevier site.  


Call for DCAT topics

We invite ideas for topics for August through December.

August: DSpace 7.

Add other ideas to the comments page.


Upcoming DSpace events:

Aug 22-23 North American DSpace User Group Meeting https://www.library.georgetown.edu/node/19724

Terry: Georgetown University is hosting this 1.5 day meeting.  They are targeting this for repository managers and developments.  There are a few spots remaining.  They are accepting topic ideas. 

Call Attendees