Transcript HKUST LIBRARY 香 港 科 技 大 學 圖 書 館 Purpose-driven Digital Repositories at HKUST Samson Soong, Ph.D. University Librarian The Hong Kong University of.

HKUST LIBRARY
香 港 科 技 大 學 圖 書 館
Purpose-driven Digital Repositories
at HKUST
Samson Soong, Ph.D.
University Librarian
The Hong Kong University of Science and Technology
July 20, 2007
HKUST LIBRARY
香 港 科 技 大 學 圖 書 館
Outline of the Presentation
1. HKUST and Digital Initiatives of the HKUST
Library
2. Two Purpose-driven Repositories: IR and UA
3. Similarities between Two Repositories
4. Different Management Issues and Challenges
5. Sustainability and Reliability of Digital
Repositories
6. Conclusions
(Questions and Answers)
HKUST LIBRARY
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The Hong Kong University of Science and Technology (HKUST)
-
Founded in 1991
Student body: about 9,000
Teaching Faculty: 450
UG and PG degree programs: over 100, including 25 doctoral
Research funding: HK$240 million
University Ranking in 2006:
* Ranked the 60th in the world by Newsweek International
* Ranked the 17th in Technology in the world by THES (London)
* EMBA program ranked the 3rd in the world by London Financial Times
* MBA program ranked the 1st in Asia by EIU of the Economist
HKUST LIBRARY
香 港 科 技 大 學 圖 書 館
Digital initiatives of the HKUST Library
1991
Implemented the first online library catalog in Hong Kong with
full Chinese capability
1991
Set up the first large-scale campus-wide CD-ROM network in
an Asian academic library
1993
Designed and implemented the first course reserve full-text
image management system in Asia.
1995
First library web server in Hong Kong
19972000
Managed a regional mirror site for the Ovid database system
HKUST LIBRARY
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Digital initiatives of the HKUST Library (Cont.)
1997-2001 Participated in a consultancy service for the Open University
of Hong Kong’s Electronic Library Project
2001
Implemented the first native XML-based digital library system
in Hong Kong
2002
Developed an XML Name Access Control Repository System as
a global prototype
2003
Established the first digital institutional repository in Hong Kong
2004
Implemented the first Web-based digital university archives in
Hong Kong
2007
Developed HKIR which permits cross searching of institutional
repositories in Hong Kong
HKUST LIBRARY
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Two Purpose-driven Repositories: IR and UA
Digital Institutional Repository (IR):
Created in May 2003, the HKUST Digital Institutional
Repository collects, makes available, and preserves the scholarly
output of the University community in digital format.
http://repository.ust.hk/dspace/
Digital University Archives (UA):
As the digital institutional memory for the University, the
HKUST Digital University Archives is the official online repository for
university records that have permanent value.
http://archives.ust.hk/dspace/
HKUST LIBRARY
香 港 科 技 大 學 圖 書 館
Digital Institutional Repository
HKUST LIBRARY
香 港 科 技 大 學 圖 書 館
Digital University Archives
HKUST LIBRARY
香 港 科 技 大 學 圖 書 館
Similarities between Two Repositories
•
Powered by the open-source software DSpace, both the
Digital UA and the IR systems required modification and
enhancements
•
Both repositories are institution-based university-wide
systems (not departmental or subject-oriented as other
repositories can be)
•
Both repositories contain only full-text documents or
publications (unlike other so-called repositories which
merely provide abstracts, citations, or links to other
databases or licensed information resources)
HKUST LIBRARY
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Similarities between Two Repositories (Cont.)
•
Both the IR and the Digital UA are meant to be
permanent, to be maintained for the long term
•
Both repositories require established policies for
archiving, retaining, withdrawing, etc. in order to
regulate their activities and to meet their intended
objectives
•
Both repositories can be accessed remotely from
anywhere in the world
HKUST LIBRARY
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Different Management Issues and Challenges
A. Clear Vision of Content
The IR is an open access repository of HKUST scholarly
output. It is not intended for open access publishing, nor
does it exist to provide a way to bypass peer-review of a
referred publication process. The IR is a means to make
HKUST research results freely and effectively available
online to the global research community.
The Digital University Archives is a repository of
administrative and historical records of the University, as
well as various publications and items documenting
important events and activities relating to the University.
HKUST LIBRARY
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Different Management Issues and Challenges (Cont.)
B. Organizing Principles
Documents in the IR are organized by “communities”
based on the academic departments or research groups at
the University.
The materials in the digital UA are organized by “record
groups” and “record series” based on the originating
administrative and academic units of the University,
following the traditional archival principal of provenance.
HKUST LIBRARY
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Communities in the IR
Accounting
Advanced Engineering Materials Facility
Applied Technology Center
Atmospheric, Marine and Coastal Environment Program
Biochemistry
Bioengineering
Biology
Biotechnology Research Institute
Center for Coastal and Atmospheric Research
Center for Economic Development
Center for Enhanced Learning and Teaching
Center for Scientific Computation
Center for Wireless Information Technology
Centre for Display Research
Chemical Engineering
Chemistry
Civil Engineering
College of Lifelong Learning (CL3)
Computer Science and Engineering
Cyberspace Center
Economics
HKUST LIBRARY
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Communities in the IR (Cont.)
Electronic & Computer Engineering
Finance
Hang Lung Center for Organizational Research
Humanities
Human Language Technology Center
Industrial Engineering and Logistics Management
Information and System Management
Institute for the Environment
Institute of Nano Science and Technology
Language Center
Library
Management of Organizations
Marketing
Materials Characterization and Preparation Facility
Mathematics
Mechanical Engineering
Molecular Neuroscience Center
Office of the President
Physics
Research Centre
Social Science
HKUST LIBRARY
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Record Groups in the UA
The University Archives has been organized into following record groups, the
contents of which are described in the archival inventories for each group.
Records Relating to the Planning and Construction of HKUST
Campus Construction Site Office (RG 1.2)
Planning Committee for HKUST (RG 1.1)
University Council
University Council (RG 2)
Office of the President
Office of the President (RG 3)
Planning and Coordination Office (RG 3.9)
Public Affairs Office (RG 3.2)
University Administrative Committee (RG 3.6)
University Cabinet (RG 3.7)
University Court
University Court (RG 4)
University Senate
University Senate (RG 5)
HKUST LIBRARY
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Record Groups in the UA (Cont.)
Office of the Vice-President for Academic Affairs
Office of the Vice-President for Academic Affairs (RG 6.1)
Office of the Dean of Science (RG 6.2.1)
Department of Biochemistry (RG 6.2.2)
Department of Biology (RG 6.2.3)
Department of Chemistry (RG 6.2.4)
Department of Mathematics (RG 6.2.5)
Department of Physics (RG 6.2.6)
Biotechnology Research Institute (RG 6.2.7)
Office of the Dean of Engineering (RG 6.3.1)
Department of Chemical Engineering (RG 6.3.2)
Department of Civil Engineering (RG 6.3.4)
Department of Computer Science and Engineering (RG 6.3.5)
Department of Electronic and Computer Engineering (RG 6.3.3)
Department of Industrial Engineering and Logistics Management (RG 6.3.6)
Department of Mechanical Engineering (RG 6.3.7)
Computer Aided Design and Manufacturing Facility (RG 6.3.9)
Office of the Dean of Business and Management (RG 6.4.1)
Department of Accounting (RG 6.4.2)
Department of Business Information System (RG 6.4.3)
Department of Economics (RG 6.4.4)
Department of Finance (RG 6.4.5)
Department of Information and Systems Management (RG 6.4.6)
Department of Management of Organizations (RG 6.4.7)
Department of Marketing (RG 6.4.8)
HKUST LIBRARY
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Record Groups in the UA (Cont.)
Office of the Dean of Humanities & Social Science (RG 6.5.1)
Division of Humanities (RG 6.5.2)
Division of Social Science (RG 6.5.3)
Center for Enhanced Learning & Teaching (RG 6.12)
Information Technology Services Center (RG 6.13)
Language Center (RG 6.7)
Library (RG 6.11)
Publishing Technology Center (RG 6.14)
Office of the Vice-President for Administration and Business
Office of the Vice-President for Administration and Business (RG 7.1)
Admission, Registration and Records Office (RG 7.2)
Campus Services Office (RG 7.8)
Court, Council, and Senate Secretariat (RG 7.5)
Estates Management Office (RG 7.3)
Finance Office (RG 7.4)
Personnel Office (RG 7.6)
Purchasing Office (RG 7.7)
Safety and Environmental Protection (RG 7.9)
Student Affairs Office (RG 7.10)
Office of the Vice-President for Research and Development
Office of the Vice-President for Research and Development (RG 8.1)
Office of Contract and Grant Administration (RG 8.2)
Central Research Facilities
Nanoelectronic Fabrication Facility (RG 8.17)
Institutes and Centers
Institute for Advanced Study (RG 8.15)
Staff Organizations
HKUST Social Club (RG 9.1)
HKUST Staff Association (RG 9.3)
University Women's Group (RG 9.2)
Student Organizations
Students' Union (RG 10.1)
HKUST LIBRARY
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Different Management Issues and Challenges (Cont.)
C. Access vs. Security & Choosing the Right Software
A major challenge for digital repositories managers is how
to control access to information that may be sensitive or
restricted by copyright or regulations. One of the reasons
HKUST Library chose DSpace was because we could
modify the software when added access control was
necessary.
By using the DSpace system, which is OAI-PMH
compliant, the library can expose Dublin Core metadata for
every document or item in its DSpace-based repository. OAI
compliance allows the archived articles and documents in
digital repositories discovered easily by web search engines,
digital discovery services, and indexing tools. OAI
compliance, however, is important for the IR but not for the
UA due to the difference in their content and purposes.
HKUST LIBRARY
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Different Management Issues and Challenges (Cont.)
D. Collection Development (Inclusion & Exclusion)
The IR includes whatever has been submitted by
HKUST scholars and researchers.
In contrast, the Library does not digitize all items
submitted to the University Archives. The chief priority
for the digital UA is to digitize the most frequently sought
university publications and documents.
HKUST LIBRARY
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Different Management Issues and Challenges (Cont.)
E. Content Recruitment
HKUST scholars or authors submit documents to
the IR voluntarily; but this “voluntary” submission needs
to be qualified. At this stage, many submissions are
proxy submissions in which the Library staff obtain
permission from scholars and do the submissions on
their behalf.
Submission to the Digital UA has become customary
with many university administrative offices after our
initial requests.
HKUST LIBRARY
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Different Management Issues and Challenges (Cont.)
F. Permission
Library staff members need to obtain permission from
the authors in order to place their documents in the IR.
On the submission form, the scholar is asked to indicate
that he or she agrees to a non-exclusive distribution
license.
In contrast, no special permission is required for public
access to the University publications and other nonrestricted materials in the UA. However, access to the
administrative records in the Digital UA is governed and
limited by university regulations.
HKUST LIBRARY
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Different Management Issues and Challenges (Cont.)
G. Growth Rate
Presently, there is a considerable difference in the
database growth rate of these two repositories. The IR
has grown and continues to grow more slowly than the
Digital UA. This is partially a result of laws and customs
relating to intellectual property.
HKUST LIBRARY
香 港 科 技 大 學 圖 書 館
Sustainability and Reliability of
Digital Repositories
Digital repositories of scholarly and other important
digital content will come to act as “trusted repositories”
to ensure reliable access to their content over time.
Digital repository developers should also consider
the associated administrative responsibility, long-term
retention and sustainability, technological suitability,
system security, and procedural accountability.
HKUST LIBRARY
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Conclusions
1.
Digital repositories take shape in a variety of
experimental forms and represent new ways of
organizing information. They vary in the types of content,
in their intended purposes, as well as in their relationship
to content creators and users.
Despite these differences, the development and
promotion of digital repositories will continue librarians’
time-honored labor/duty of acquiring, organizing, and
making available the resources needed by our users.
HKUST LIBRARY
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Conclusions
2.
Although digital repositories may be implemented and
maintained by the library, we should not view them
narrowly as “library projects”. To help a repository reach
full potential, librarians need to collaborate actively with
faculty, researchers, and other staff in administrative
departments at our institutions to help disseminate their
scholarly output or materials emanating from various
units (if such information is to be made accessible).
HKUST LIBRARY
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Conclusions
3.
Digital repositories, if properly implemented, can
help us expand our information access strategy to
support the information needs of our users. A reliable
international network of distributed digital repositories
will help provide universal electronic access to
important and unique information resources at
academic and research institutions.
HKUST LIBRARY
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Thank you!
Samson Soong, Ph.D.
([email protected])