Transcript Document

UPSpace
A digital research repository for the
University of Pretoria
Presented by: UPSpace Collection Managers & Experts
Academic Information Service
University of Pretoria
14 February 2006
https://www.up.ac.za/dspace/
Contents
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Introduction – Heila
UPSpace Workflow & Roles – Ina
Open Access / UPePrints - Monica
Digitisation - Ria
Metadata - Amelia
Veterinary Science - Erica & Antoinette
Architecture & Africana – Hettie & Danie
Education - Johann & Elsabé
STRATEGIC PLAN 2005-2010
UP Digital Repository
AIS STRATEGIC
INITIATIVES
eInformation
Strategy
Learning &
eLearning
Support
2006
2007
2008
Restructuring AIS IT Architecture to integrate
with UP Systems redesign
Learning
Centre Phase
2
Teach Students eLiteracy & Life-long Learning Skills
2010
UP
STRATEGIC
OBJECTIVES
The Academic
Enterprise
Enhance InfoLiteracy & Life-long Learning Skills
Federated Search Engine
Develop Research
Support Strategy
Research &
eResearch
Support
Implement Research Support
Strategy
Develop new Research Support Role for
Information Specialists
Researcher
Space
Research Portal
Open Access to Scholarly Material
Implement Institutional Digital Repository
Organisational
redesign to
create eService
2009
Redesign Planning and
Implementation
Marketing &
Communication
Transformation
Institutional Digital Repository
"… a university-based institutional repository is a
set of services that a university offers to the
members of its community for the management
and dissemination of digital materials created by
the institution and its community members. It is
most essentially an organizational
commitment to the stewardship of these digital
materials, including long-term preservation
where appropriate, as well as organization and
access or distribution.”
(http://www.dpconline.org/docs/DPCTWf4word.pdf)
Digital Repository Model
20
UP Digital Repository
Specialist / Expert Roles:
• Metadata: Amelia Breytenbach
• Digitisation: Ria Groenewald
• Platform Manager: Ina Smith
• IT Specialist: Mariette Nordier
• Consultant: Theo Bothma
UP Client /
retrieval
UP Digital Repository
Co-ordinator: Heila Pienaar
Champions
Special
Collections
Manager:
Maureen du Pisanie
Scholarly
Communication
Manager:
Monica Hammes
Dept. of Chemistry
Faculty of Vet.
Science
Manager:
Erica vd Westhuizen
Manager:
Faculty of
Education
Sunette Steynberg
Manager:
Johann van Wyk
Dept. of
Architecture
Manager:
Hettie Groenewald
UP Archives??
Why UPSpace?
To benefit UP, researchers, info specialists
 Digital long-term preservation of files in most formats
 Retrievable via Google
 Research output more visible in international e-research
environment
 Search full text – also .pdf
 Persistent URL
 Thumbnails
 Encourage dialogue between researchers worldwide
 Distributed input
 Ease of use
Reviewer/s
(Accept/ Reject)
Metadata Editor
Description
Collection Administrator
(Commit to Archive)
Available on UPSpace
Notification to Subscribers
Submitter
Notification to Submitter
Collection Administrator
UPSpace Administrator
UPSpace Workflow & Roles
UPSpace Workflow & Roles
Submitter
Role Description
• Describe item: add baseline metadata (e.g. title,
author/s, keywords) to UPSpace submission form
• Upload file/s: in digital format to UPSpace
• Grant License
Responsibility
• Members of the UP Community e.g.
– Authors/ Researchers/ Lecturers
– Information Specialist
– Individual employed by Dept. /Faculty
UPSpace Workflow & Roles
Reviewer
Role Description
• Claim new task
• Examines item (description & file submitted)
• Examines quality of file submitted
• Approve/ Reject item, in line with criteria of specific
Collection and overall UPSpace policy
Responsibility
• Members of the UP Community – preferably subject experts
of the discipline of the Collection e.g.
– Lecturer/s
– Information Specialist
UPSpace Workflow & Roles
Metadata Editor
Role Description
• Edit/ validate metadata of submitted items: examines
metadata and make necessary modification in case some of
the values are wrongly entered
• Add quality to item, e.g. abstract, links to online
information, subject headings
• Spell-check items (baseline metadata)
Responsibility
• Members of the UP Community - preferably Qualified
Dublin Core experts and experts on how it is implemented
within UPSpace e.g.
– Metadata Editor employed by the Dept. / Faculty
– Information Specialist
– Cataloguer
UPSpace Workflow & Roles
Collection Administrator
Role Description
• Coordinate & monitor overall workflow within Collection
• Change or edit description of Collection
• Communicate important info on Collection homepage
• Register & modify submitters for specific Collection
• Edit items where required; modify metadata at any stage
• Map items from other Collections into Collection
• Back-up for roles within workflow
• Conduct final step: Commit to Archive
Responsibility
• Members of the UP Community - preferably a member of
the Academic Information Service e.g.
– Information Specialist
UPSpace Workflow & Roles
UPSpace Administrator
Role Description
• Coordinate & monitor collection administrators
• Monitor overall workflow within all Collections
• Link between Collections/ Communities
• Create & edit Top-level Communities, Sub-Communities,
Collections
• Edit Groups (create, delete, edit members)
• Communicate important info through UPSpace homepage
• Perform administrative duties within UPSpace Admin
• Co-Collection Administrator of all Collections (back-up)
Responsibility
• UPSpace Administrator
Open Access and UPePrints
University of Pretoria eScholarship
Initiatives
Taking it to the next level of access
and integration
Open Access and UPePrints
What Open Access is and why it is important (1)
Open Access encompasses a specific online publication
business model as well as a range of channels for
making research literature available to everybody at
no cost. It is based on the philosophy that the
research literature, which is not written for profit but
for the advancement of science and which is largely
funded by public money, is a public good and should
be accessible to everyone who has a need for the
information.
ASSAf (2006)
Open Access and UPePrints
What Open Access is and why it is important (2)
The Open Access research literature is composed of
free, online copies of peer-reviewed journal articles
and conference papers as well as technical reports,
theses and working papers. In most cases there are
no licensing restrictions on their use by readers. They
can therefore be used freely for research, teaching
and other purposes.
JISC (2005)
Limited Access: Limited Research Impact
Impact cycle
begins:
12-18 Months
Research is
done
Researchers write
pre-refereeing
“Pre-Print”
Submitted to Journal
Pre-Print reviewed by
Peer Experts – “PeerReview”
Pre-Print revised by
article’s Authors
Refereed “Post-Print”
Accepted, Certified, Published
by Journal
Researchers can access the
Post-Print if their university
has a subscription to the
Journal
Harnad (2005)
New impact cycles:
New research builds
on existing research
Maximized Research Access and Impact Through Self-Archiving
12-18 Months
Impact cycle
begins:
Researchers write
pre-refereeing
Research is done
“Pre-Print”
Pre-Print is selfarchived in
University’s Eprint
Archive
Submitted to Journal
Pre-Print reviewed by Peer
Experts – “Peer-Review”
Pre-Print revised by
article’s Authors
Refereed “Post-Print” Accepted,
Certified, Published by Journal
Researchers can access the
Post-Print if their university
has a subscription to the
Journal
Harnad (2005)
Post-Print is selfarchived in
University’s Eprint
Archive
New impact cycles:
Self-archived
research
impact is greater (and
faster) because
access is maximized
(and accelerated)
New impact cycles:
New research builds on
existing research
Open Access: another route for scientific publishing
Characteristics of open
access publishing
OA Journals (2026)
http://www.doaj.org/
Institutional and Subject
Repositories
for individual articles
• Content must be free of charge
for all users with an internet
connection.
• The copyright holder must
consent in advance to let users
"copy, use, distribute, transmit
and display the work publicly and
to make and distribute derivative
works, in any digital medium for
any responsible purpose”.
• Peer review is implied.
• Authorship must be properly
attributed.
Open Access and UPePrints
Current status
UPeTD - our database of electronic theses and
dissertations
http://upetd.up.ac.za
 fully fledged
 compulsory for students to submit in this fashion
UPSpace : UPePrints - our institutional repository
https://www.up.ac.za/dspace/
 Live - we will start uploading UP staff’s research articles they can also do it themselves
 a programme of lobbying and marketing similar to UPeTD
 hopefully this too will become compulsory (ASSAf
recommendation: NRF prerequisite for funding)
Open Access and UPePrints
New possibilities
 A collection of published research articles by UP affiliates
 To enhance visibility of our research along the lines of Open
Access and to remove all barriers between our research output
and would-be users
 To create a coherent view of UP research output with
immediate access to the full text
 Linked to UP Research Report
 Online virtual journals
RIS
eArchives
Overlay
Journals
UPeTD
UP Research
Journal
UPSpace: UPePrints
UPSpace: Collection1
UPMedRes
UPSpace: Collection2
UPSpace: Collection3
Hammes (2000)
Should be
linked to the
full text
document –
next slide
Article to be
archived in
UPSpace and
linked to this
entry for easy
open access
– next 2 slides
UPePrints
Notes for participants
 Authors of articles are welcome to contribute to this
collection – we will provide guidelines - and so are you
 Serious copyright issues are at stake and we are going to
adhere to the publishers’ stipulations – expertise linked to
workflow (http://www.sherpa.ac.uk)
 All articles written by UP staff and students while they are
employed by the university will be collected here – you may
map to other collections
Sherpa van Elsevier
eScholarship Office
The eScholarship Office
 Two new staff members to be recruited soon
 Responsible for policy, standards, coordination, integration
 Direction to participants
 Additional processing and submission
Per Publisher (sorting out their requirements and best
practice)
Research Support Department lists
Working backwards  2006
Starting a Digitization Centre
STAGE 1
Selection of
materials
Obtain
copyright
clearance
Preparation and
conservation
of print
materials
OCR
Optical
Character
Recognition
Scan
documents
STAGE 2
Scan archival
600 dpi
100%
OR
Proofread
text to
99,95%
accuracy
Outsource
OR
In-house
Rekey
text
STAGE 3
Archival
images
Conversion
of scanned
images
200 dpi
700 pixels (w)
jpeg
STAGE 4
UPSpace
Submit and
add baseline
metadata
OR
Link to
existing
UPSpace file
Starting a Digitization Centre
Selection of Materials

Uniqueness of materials
 Demand for them
 Physical fragility
Delmas Treason Trial
We need to learn to
manage digital
resources as well as
we do with print.
Pierre Malan
 One-of-a-kind materials such as:
manuscripts, personal papers,
recordings, court cases, historical
artefacts
 Online access is important if the material
is only available at one location
NB!
Obtain COPYRIGHT clearance before
you start to digitize
Starting a Digitization Centre
 Formulating a digitization policy = same as
collection development policy
 Key consideration when planning a digital
collection – know who your audience will be
 The AIS can participate in the creation and
maintenance of the emerging global digital
library by digitizing and sharing the electronic
information (UPSpace)
Home Life on an
Ostrich Farm
by Annie Martin
 The digitization effort must fit into the
university’s overall vision and mission to have
the ongoing support of the administration
Starting a Digitization Centre
Digitization Benefits
 Improve access to materials – ACCESS is the
no.1 reason why we should digitize
 The point of digitization is to improve access
and not to replace the original object
 Promotion of our collections
Negative Side
 Expensive equipment
 Migration of the archival images to new
improved hardware
 Long-term maintenance of the digital files
Die Tsonga Vrou
deur Hille Petra
Terblanche
 Preservation of materials / acid free
Starting a Digitization Centre
WHAT DIGITIZATION CAN DO
Reaction of the public and
the consequences to the National Archives (UK)
sources on the BBC’s
“WHO DO YOU THINK YOU ARE” - programme
Metadata
• Qualified Dublin Core metadata standard
Metadata
Qualified Dublin Core
• Six elements are mandatory in UPSpace
Title
Author
Type
Language
Subject
Rights
• “Describe” pages to submit metadata
Submission interface
Metadata
•
Metadata and workflow in UPSpace
•
Three types of metadata in UPSpace
Descriptive
Structural
Administrative
•
Metadata standard for UP
http://www.dspace.up.ac.za/metadata.doc
•
Standards for specific Dublin Core elements and
qualifiers
Metadata
Useful websites to get in shape for Dublin Core
Dublin Core Metadata Initiative
http://dublincore.org/
Dublin Core Metadata Glossary
http://library.csun.edu/mwoodley/dublincoreglossary.html#I
dentifier
Metadata
Cataloguers are big on metadata!
Hopefully after thinking about it a bit,
you will be too!
AIS Metadata Workshop
Friday, 3 March 2006
8:00 – 10:00
Blue Room, Level 2
Veterinary Science enters UPSpace …
Veterinary Science
Collections
 Arnold Theiler Collection
 Veterinary Science Faculty Newspaper Clippings
 Pasture Science
Veterinary Science
Arnold Theiler Collection
 Community Manager - EvdW
 Collection Administrator - AB
 Submitters – EvdW, AB, AL, TC
 Metadata Editor - AB
Sir Arnold Theiler - Historical material inherited by SU Vet
- photos, letters, postcards
Arnold Theiler Collection
Arnold Theiler Collection
Arnold Theiler Collection
Arnold Theiler Collection
Arnold Theiler Collection
Veterinary Science
VET Faculty News Items
 Community Manager - EvdW
 Collection Administrator - AB
 Submitters – EvdW, AB, TC
 Metadata Editor - AB
Newspaper articles showcasing the activities and history of the
Faculty
Veterinary Science
Pasture Science Collection
 Community Manager - EvdW
 Collection Administrator - AL
 Submitters – Prof D L, AL, AB
 Metadata Editor - AB
Slides and documents on pastures, herd health and dairy
management
Veterinary Science
Pasture Science - examples
Veterinary Science
Pasture Science - examples
Special Collections and Architecture
“The dream of the virtual library comes forward now not because it promises an
exciting future, but because it promises a future that will be just like the past, only
better and faster.”
—James J. O'Donnell, Avatars of the Word
Presented by:
Danie Krüger and Hettie Groenewald
Academic Information Service
University of Pretoria
14 February 2006
Special Collections
What is Africana?
• One of the four sections in Special Collections
– Term applies to books, music, art, architecture, fauna, flora,
letters, diaries, maps, photographs and other material
– Anything that has cultural value for Africa
• Some collections of note are:
– De Loor with 1447 books
– Woodhouse collection with more than 20,000 rock art slides
– Birch whose donation consists of rare mining maps, sketches and
documentation
– F.Z. vd Merwe music sheet collection with nearly 15,000 music
sheets
– Entire collections of magazines, Huisgenoot and Boervrou
– First edition facsimilies of the Gutenberg Bible, Leonardo da
Vinci’s Notebook’s
Special Collections
Our Mission
To support UP in fulfilling its research, teaching and
learning goals by collecting, preserving and making
accessible primary resource material of unique and
enduring research value to graduates, faculty and other
researchers.
Digitisation and Special Collections
Digitisation and Special Collections
• Why digitise?
– Provide access to valuable research material
– Prevents deterioration, use-damage, material is
preserved
– UPSpace, world wide audience
• What are we going to digitise?
– Maps
– Rare books
– Photographs
– Audio
– Slides
Challenges
Challenges in Special Collections
• Building capacity
– Improved scanning capacity
– Training
– Active participation: students, funds, knowledge
– Marketing
• How are we going to do it?
– Pretoriana Collection
Special Collections and Architecture
The project
• Interested parties
– The academic department, I/S and Special
Collections
• Define metadata fields
• Establish workflow
• The departmental commitment
– A contact person (line manager)
– Contribution
• Financial
• Students
• Equipment
• AIS Commitment
– Training
– Quality control
– Metadata
Innopac record = Pieter
Identify for scanning
Prof Roger Fisher
+ “hot items”
UPSpace Workflow for Van der Waal
(Pretoriana) Collection
“
Scanning : students
File:Ria:specs & admin form
CD/DVD to Ria
Use of Collection:
File: Africana
Quality control: Ria
Reject : students
Accept : Hettie
Accept/Reject
Edit Metadata
(Roger, Danie, Hettie)
Submit
Karlien +
Edit Metadata
(Roger, Danie, Hettie)
Edit DC Metadata
and submit (Pieter)
(Roger) contact experts
for contributions
feedback to Hettie
Available on UPSpace
Notify interesting parties to subscribe
to collection; Roger +
feedback ; administrator (Hettie)
Procedures
Procedure
• Establish the relationship
• Be aware of the needs of the department
• Challenges might include
– Capacity
– Metadata
– Process
Content
Knowledge output
• Tacit knowledge contribution:
– Submitters
– Collection subscribers
– Contact lists supplied by expert
– Option to send image for comment
Special
Collections, Architecture and UPSpace
Content
Content
Special
Collections, Architecture and UPSpace
Content
Faculty of Education launches the
Jonathan Jansen Collection
into virtual space …
The Jonathan Jansen Collection
Elsabé Olivier
Academic Information Service
University of Pretoria
[email protected]
Collections
Home page
Curriculum Vitae
Abbreviated Curriculum
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