Essential Role Of Libraries In Institutional Repository

Published Date: 02 Nov 2017

The demands of information users and researchers are increasing day-by-day. Old technologies of information exchange are being replaced by new technologies and methods. Last few years open access, digital publishing material and the related activities of self archiving and creating institutional repositories have taken place of old methods. Library cultural is turning towards digitization. Today most of the libraries are automated. Libraries have always been engaged in managing and developing heir collection. Libraries have long experience for collection building and maintain the information. Institutional Repositories and open access will be the next challenges for library and lis professionals. The paper focuses on the Institutional Repositories, its characteristics, advantages and disadvantages, software for IR and Role of libraries in Institutional Repositories.

Keywords: Institutional Repositories, Open Access, Library and Information Professional, Content, IPR

Introduction

Today we are the member of Information Revolution and we are living in information age. The demands of information users and researchers are increasing day-by-day. Old technologies of information exchange are being replaced by new technologies and methods. In this age internet become an essential medium for information exchange and with its helps to maintain scholarly communication anyone can communicate his/her information with another at anywhere in the world. The result is that from last few years open access, digital publishing material and the related activities of self archiving and creating institutional repositories have taken step. It’s a new technique for digital college building, managing preserving information and creating new information in digital form in institutional and about institution or college. By using this repository the institution can offer services like dissemination of information, access to preserve and use information an as well as content submission and organization of information.

What is Repository?

Repository means formally organized and managed collection of digital content generated by faculty, staff and students at an institution. The main purpose of institutional repositories is to bring together and preserve the intellectual output of a laboratory, department and commitment.

According to Lynch

"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. In a university setting an Institutional Repository my provide a place for faculty work, students theses and dissertations, e-journals, data sets and so on."

Wikipedia an encyclopedia described IR as follows

An institutional Repository is an online locus for collecting and preserving in digital form the intellectual output of an institution particularly a research institution. For a university, this world include materials such as research journal articles before and after undergoing peer review and digital versions of theses and dissertations but it might also include other digital assets generated by normal academic life, such as administrative documents, courses notes or learning objects.

Open access is one step ahead of free access. It holds to remove all barriers whether it is the matter of prizes or permission by using scientific communication medium and internet and Institutional Repository is a step toward open access.

Foster and Gibbons described an Institutional Repository as

"An electronic system that capture, preserves and provides access to the digital work products of a community"

Essential Characteristics of Institutional Repository

Following elements that an Institutional Repository should have

3.1 Institutionally Defined

Content generated by the community in an institution

Content present historical and tangible embodiment f the intellectual life and output of an institution.

Existing library consortia will be a platform

Consortia could help rapid growth of IR

Scholarly Content

Content include p reprints, working paper published paper

Research material, staff information, teaching material, thesis, dissertations

Research and technical reports, numerical and statistical report or data

Cumulative and Prepetual

Formed by successive additions

Material should included should be preserved for future scholars to use

More and more material or information should accommodate

IR will continue piling up day by day

Inter operable and Open Access

The use outside the institute must be in a position to find out information form the repository.

System should maintain and expose the metadata to allow other services to harvest and search the content

Internet and external users can access the content.

Contents of an Institutional Repository

Per-prints of articles or research reports submitted for publication

The text of articles accepted for publication in journal

Revised text of published work with comments for academic readers

Conference paper

Teaching materials

Students projects

Doctoral theses and dissertations

Data sets resulting for researcher projects

Committee paper

Computer software

Works of art

Photographs and video recordings

Advantages of Institutional Repositories

Academic work available on the internet is read more widely than work published in paper format. Also academic work which is available at little or no cost is read more widely than work published in expensive conventional publication. Depositing academic work in university repository therefore increases the profile of an author on a world wide basis, increasing both the dissemination and the impact of the research they undertake.

For Users

Expansion of the range of shared knowledge

Opportunities to simplify and extend dissemination

For Institutions

Enabling of IP to be exploited more effectively at institutional level.

Flexible ways to develop existing scholarly communications.

Opportunities for new forms of scholarly communication

Flexible ways to develop existing scholarly communication

For Researcher Community

The research community will be able to access the world’s research available in different Institutional Repositories.

IR helps for faster communication and reduces the unwanted duplication.

Disadvantages

The IR also has some Drawbacks and that are as follows:

In institutional there is no provision for long term digital preservation of information

It needs attractive institutional support

It needs good funding time by time

It will fail if the institution stops funding

Software for IRs

IBM issued Digital Library Software in 1991 to manage collection of digital files. IBM groundbreaking technology grappled with key issue of storage, maintenance, retrieval and display digital content. This was the first effort towards the digital repository software and it showed path to other. There is now software easily available to create and maintain in institutional repositories and as a result the challenges in setting up an institutional repositories are now seen as being less to do with technology and more to do with managerial, organizational and cultural issues. Some systems are open source, while others are commercial. There are number of software’s available for creating/developing institutional digital repositories; the brief of the some are given below;

7.1 D Space

D Space (http://www.dspace.org) was developed jointly by the MIT library and HP. D Space modestly describes itself as a groundbreaking digital repository system. It captures, stores, indexes, preserves and redistributes an organization research material formats. D Space support institutional repositories and electronic records management. D Space is being used worldwide to meet many digital archiving needs.

7.2 E prints

E prints open source software is a flexible platform for building high quality, high value repositories. It is recognized as the easiest and fastest way to set up repositories of research outputs of literature. Scientific data, theses and reports or multimedia artifacts from collections, exhibitions and performances. E prints (http://www.eprints.org) is the original digital repository software developed by the University of Southampton to manage an open archive. E prints was the Open Archives Initiative (OAI) – Complaint repository software. It typically supports collections of pre -prints and technical reports often subject based in scope. Recently this software is being used/implemented to manage multidisciplinary institutional archives.

7.3 Fedora

Fedora (Flexible Extensible Digital object and Repository Architecture) is a digital repository system developed jointly by Cornell University Information Science and University of Virginia Library as project. The Fedora projects goal is to provide open-source repository software and related services to serve as the foundation for many different types of Information Management system.

7.4 Green stone

Green stone (http://www.greenstone.org) is software for building and distributing digital library collections. This software is produced by the New Zealand Digital Library Project at University of Waikato and developed and distributed in cooperation with UNESCO. It has been issued a Open- Source, multilingual software under the GNU General Public License. Green stone do not only serve and harvest documents and collections over OAI-PMH but collections may be exported to or imported from METS (Meta data Encoding and Transmission Standards).

IR Developments in India

The institutional repositories in India and the software used by them are as follows

Name

URL

Software

Content Type

Subjects

Agriculture Research Repository (Openagri)

http://agropedia.iitk.ac.in/openaccess/

NA

Articles; Conferences; Books

Chapter

Agriculture, Food and Veterinary

Bioinformation

http://www.bioinformation.net/

NA

E-journal, Articles.

Biological Science

Central Drug Research Institute

http://dkr.cdri.res.in:8080/dspace/index.jsp

DSpace

Articles; Unpublished

Biology, Biochemistry; Health, Medicine

Central Institute of Medicinal & Aromatic Plants

http://kr.cimap.res.in/index.jsp or

http://203.190.147.121/index.jsp

DSpace

journal articles, conference proceeding articles, Technical reports, thesis, dissertations,

Agriculture, Biology, Chemistry

Central Marine Fisheries Research Institute (CMFR)

I

http://eprints.cmfri.org.in/

EPrints

Articles; Conferences; Theses; Unpublished; Books; Patents

Agriculture, Food & Veterinary; Biology & Biochemistry; Ecology & Environment; Health & Medicine

Cochin University of Science and Technology

http://dspace.cusat.ac.in/jspui/

DSpace

Articles; Learning Objects; Multimedia; Special

Multidisciplinary

Delhi College of Engineering

http://roar.eprints.org/

DSpace

Publications, Learning Objects, Dissertations, Multimedia.

Science & Technology

Delhi University

http://eprints.du.ac.in/

EPrints

Preprints, Conferences, Books, Articles, Patents

Multidisciplinary

Indira Gandhi National Open University Gyankosh)

http://www.egyankosh.ac.in/

DSpace

Learning Objects

Multidisciplinary

GB Pant University of Agriculture & Technology

http://202.141.116.205/dspace

DSpace

Research papers, Reports, Articles

Horticulture, Biology, Biotechnology, , MBA(agribusiness)

IIT Bombay

http://dspace.library.iitb.ac.in/jspui/

DSpace

Theses, Dissertations, Publications.

Engineering & Social sciences

IIT Delhi

http://eprint.iitd.ac.in:8080/

DSpace

Theses, Dissertations, Publications.

Physics, Chemistry, Mathematics, Humanities

Indian Agricultural Research Institute

http://eprints.iari.res.in/

EPrints

Articles; Conferences; Theses; Unpublished

Agriculture, Food & Veterinary

Indian Institute of Astrophysics

http://prints.iiap.res.in/

DSpace

Theses, Publications, Multimedia.

Physics & Astronomy

Indian Institute of Information Technology

http://eprints.iiita.ac.in/

EPrints

Research papers, Articles.

Management Science, Electronics communications Technology

Indian Institute of Management, Kozhikode

http://dspace.iimk.ac.in/

DSpace

Publications, Conferences, Theses, Unpublished.

Business, Economics,

Management & IT

Indian Institute of Management Kozhikode Scholarship Repository

http://dspace.iimk.ac.in/

EPrints

Preprints, Unpublished.

Multidisciplinary

Indian Institute of Science-

Electronic Theses and Dissertations

http://etd.ncsi.iisc.ernet.in/

DSpace

Theses.

Multidisciplinary

Indian Institute of Science

http://eprints.iisc.ernet.in/

EPrints

Publications, Conferences, Patents, Unpublished.

Physics, Chemistry , Astronomy, Mathematics, Statistics.

Indian Institute of Spices Research

http://220.227.138.214:8080/dspace/

DSpace

research articles, book chapters, project reports, annual reports

Chemistry, biotechnology

Indian National Science Academy

http://61.16.154.195/dspace/

DSpace

Publications, Images, Reports, conferences

Science General, Technology General

The Institute of Mathematical Sciences

https://www.imsc.res.in/

EPrints

Conferences; Learning Objects

Mathematics and Statistics

Institute of Minerals and Materials Technology.

http://eprints.immt.res.in/

EPrints

Journal papers, conference papers, reports, theses, patents

Chemistry

Metallurgy

ICRISAT (International Crops Research Institute for the Semi Arid Tropics)

http://oar.icrisat.org/

DSpace

Articles; Conferences; Learning Objects; Multimedia

Multidisciplinary

Indira Gandhi Institute of Development Research

http://oii.igidr.ac.in:8888/dspace

DSpace

Conferences; Theses; Unpublished

Multidisciplinary

INFLIBNET

http://dspace.inflibnet.ac.in/

DSpace

Conferences, Learning Objects.

Multidisciplinary

ISI Library

http://library.isibang.ac.in:8080/

DSpace

Publications.

Mathematics and Statistics

Librarians' Digital Library

(DRTC)

https://drtc.isibang.ac.in/

DSpace

Publications, Conferences, Theses, Multimedia.

Library and Information Science

Madurai Kamaraj University Repository

http://roar.eprints.org/821/

roar.eprints.org/522/

EPrints

Articles

Biology and Biochemistry

Mahatma Gandhi University - Online THESIS Search

http://mgutheses.org/

Nitya

Theses

Multidisciplinary

Management Development Institute

http://dspace.mdi.ac.in/dspace

DSpace

Postprints, Conferences, Books.

Multidisciplinary

Medknow

http://eprints.medknow.com/

EPrints

E-journal,

Publications

Medical Science

National Aerospace Laboratories

http://nal-ir.nal.res.in/

EPrints

Publications, Conferences, Patents Theses, Learning Objects, Multimedia.

Mathematics, Statistics, Mechanical Engineering

National Center for Antarctic Research

http://dspace.ncaor.org:8080/dspace/

DSpace

Antarctic Science, Environment and ecology

National Centre for Catalysis Research

http://www.eprints.iitm.ac.in/

EPrints

Publications, Conferences, Theses.

Chemistry and Chemical Technology

National Centre for Radio Astrophysics

http://ncralib.ncra.tifr.res.in/dspace/

DSpace

Research papers, Theses, Articles.

Astronomy, Physics, Astrophysics

National chemical Laboratory

http://dspace.ncl.res.in/dspace/

DSpace

Theses, Unpublished, Patents.

Chemistry and Chemical Technology

National Informatics Centre (NIC)

http://openmed.nic.in/

EPrints

Publications.

Health and Medicine

National Institute of Immunology

http://eprints.nii.res.in/p

EPrints

Articles; Unpublished

Biology and Biochemistry

National Institute Of Oceanography

http://drs.nio.org/

DSpace

Publications, Conferences, Theses.

Science & Technology General, Arts and Humanities General;

National Institute of Technology (NITR)

http://dspace.nitrkl.ac.in/dspace/

DSpace

Publications, Preprints, Conferences.

Chemistry, Physics and Astronomy

National Metallurgical Laboratory.

http://eprints.nmlindia.org/

EPrints

Patents, Theses, Report, Articles

Applied physics, Computer science, Materials Science

NISCAIR ONLINE PERIODICALS REPOSITORY (NOPR)

http://nopr.niscair.res.in/

DSpace

Journals, Magazine,

Articles; References

Multidisciplinary

OneWorld South Asia Open Archive Initiative

http://open.ekduniya.net/

EPrints

Publications; Conferences, Patents, Theses.

Computers, IT, Library and Information Science

Open Access Repository of Indian Theses (CSIR) Unit

http://eprints.csirexplorations.com/

EPrints

Theses, Patent, Article

Multidisciplinary

OpenMED

http://openmed.nic.in/

EPrints

Publications,

Health and Medicine

Institute of Petroleum Management

ibrary.pdpu.ac.in:8080/xmlui/

DSpace

Articles; Unpublished

Multidisciplinary

Physical Research Laboratory

http://www.prl.res.in/~library/

Greenstone

Journals, Bulletin, Theses, report

Physics, Astronomy

Rajiv Gandhi Center for Biotechnology

http://www.rgcb.res.in/

EPrints

E-journal.

Biotechnology

Raman Research Institute Digital Repository

http://dspace.rri.res.in/dspace/

DSpace

Postprints, Unpublished, Learning Objects

Physics and Astronomy

Sri Venkateswara University, Tripathi

http://202.141.117.109:8080/DSpace

DSpace

Learning and Teaching Objects

Multidisciplinary

S.V. National Institute of Technology Repository

http://eprints.svnit.ac.in/

EPrints

Articles; Conferences

Technology General

Thapar University

http://dspace. thapar. edu: 8080/ dspace/

DSpace

Articles; Conferences; Theses

Multidisciplinary

University of Hyderabad

http://202.41.85.207:8080/dspace

DSpace

Theses, Dissertations,

Research paper.

Multidisciplinary & Multilingual

Vidyanidhi Digital Library & E-Scholarship Portal

http://dspace.vidyanidhi.org:8180/dspace/

DSpace

Theses & Dissertations

Multidisciplinary

Role of Library/Librarian in Institutional Repository

Libraries have always been engaged in managing and developing their collection. LIS professional are always in front of new technology and they accept it and trying to develop their library services. Libraries have long experience for collection building and maintain the information. Institutional Repository and open access will be the next challenge for library and LIS professionals. Therefore LIS professional will need to develop their skills for institutional repository

Current Awareness and Professional Development

Advocacy, Training & Support

Liaison

Content

Storage & Preservation

Metadata

Software

Management

Skills

Requirement

for

IR

Management:

LIS Professional should have Ability to Manage the repository budget and respond to user needs in line with resources, Develop a strategy and costing for the future development of the repository. Source funding opportunities for repository projects where appropriate, Manage the repository service by identifying goals and future strategies for improvement in the repository service, Develop workflows to manage the capture, description and preservation etc. of repository outputs, Manage the day-to-day running of the repository including any mediated-deposit service (if required or possible) or self-archiving by authors. Coordinate and manage activities of repository personnel and coordinate repository development with associated departments. Set up test collections and user satisfaction surveys to evaluate the service and report on findings where appropriate. Monitor deposit; download and other usage indicators to identify the impact and success of the repository and areas for improvement in the service. Produce usage reports where appropriate. Manage user expectations to ensure that expected service delivery is achievable. Handle comments, complaints and relationships if service delivery does not meet user demand. Manage other difficulties as they arise

Software

Familiar with Standard web-based software systems including (but not limited to) Unix, Linux, SQL Server, MySQL, SGML, XML, PHP, JAVA, PERL. At least one major repository software including (but not limited to) EPrints, DSpace, Fedora,OPUS. Web-based software and databases

They must have skills to customise, deploy and manage repository and associated software, Arrange and carry out testing of the system and evaluate results, Design and develop repository interface and tools and Identify and develop value-added services such as community and collection pages in the repository

Meta data

They should familiar with relevant meta data standards including (but not limited to) Dublin Core, MARC, METS, MODS. Also have ability to OAI-PMH. Also have ability to Identify or develop appropriate meta data and other standards, communicate and test implementation with cataloging team where appropriate and ensure compliance and monitor meta data quality on an ongoing basis

Storage and Preservation

Familiar with Current best practice procedures and external advice and resources. They have ability to Work with IT Services on the use of their network storage and on backup requirements, scope the long term storage requirements of repositories and work with IT services to meet backup requirements, work with institutional personnel including (but not limited to) University Records Manager and archivist and IT services, as well as external organizations in order to

Identify best practice and establish requirements for preservation

Develop a policy for how different materials should be preserved (or not)

Content

Familiar with Relevant IPR issues. Needed when accepting material for the repository. Needed to develop guidelines to ensure consistent good practice, Must be able to provide advice on relevant IPR issues. They must have ability to develop a content policy for the repository to include (but not limited to), The types of materials that can be deposited, How different materials should be managed within the repository, How embargoed materials are to be managed, How withdrawals of deposited items are to be managed, Increase the amount and quality of items deposited in the repository by, Identifying suitable publications for deposit by checking personal and, departmental web pages and following the development of new areas of research in the institution, Encouraging authors of suitable publications to deposit their work, Explaining to authors how to self-archive OR where mediated deposit is provided, Asking authors for files from authors and convert to appropriate formats for Deposit (e.g. Word to PDF) and deposit in the repository on their behalf.

Liaison

LIS profession have skills to

Internal

Liaise with a wide variety of departments and interest groups (e.g. students) to

Identify high-level and longer-term institutional strategies, opportunities and needs of the institution which may be met by the repository

Identify and address any areas of concern or overlap between the repository and stakeholder requirements or other interests within the institution

Build awareness and confidence in the repository service

Develop practical policies and procedures to ensure the repository becomes embedded in the research processes of the institution

Liaise with a wide variety of departments and interest groups in particular

Senior institutional managers must be aware of the benefits of the repository to the institution and must have confidence in the ability of the repository personnel to deliver a key service tailored to the needs of the institution

Work with the Research Support/Grants Offices to share information about changing contract and funded requirements

Work with IT services to maintain repository hardware and software, to achieve buy-in by IT services into the repository.

Work with the library to identify key information and services needed by researchers from the repository and to ensure that repository staff are aware of any feedback from users

Initiate contact with individual academics and research groups in the institution to identify their needs from the repository and develop their involvement in the repository

Where a repository is to hold e-theses, liaise with the Graduate School to encourage/ensure deposit of e-theses and to identify and address any potential copyright issues

External

Promote the repository outside the institution as a showcase of the institution’s work. At a

minimum, the repository should be registered with OpenDOAR, OAI and other relevant service providers such as the OAIster and BASE search engines

Liaise with external stakeholders in open access and repository development, including (but not limited to) funding agencies; publishers; repository groups or federations; service providers; learned societies; international peers and related organizations

Advocacy, Training and Support

Ability to:

Develop an advocacy programme to address the full spectrum of stakeholders to create a broad culture of engagement within the institution

Develop advocacy and publicity materials for use within the institution e.g. web pages, guides, FAQs and presentations

Be proactive in publicizing repository developments via institutional newsletters, seminars and email alerts etc

Assess the training needs of specific stakeholder groups within the institution

Develop suitable training programmes and materials for those groups

Organise and run training sessions. Topics may include (but are not limited to)

Introduction to Open Access

How to deposit items into the repository

How to search for OA materials

Answer queries and provide advice as appropriate

Current Awareness and Professional Development

Familiar with

Current trends in the repository community, particularly with respect to events within the UK, through attendance at relevant conferences, meeting and reading relevant email lists and professional literature

Developments within the general research community and the UK higher education system to identify potential implications for the repository.

Technical and repository developments through attendance at relevant workshops and training courses

They also have ability to Participate (where appropriate) in new developments, best practice, and relevant projects within the repository community

Conclusion

The libraries have long experience with developing and managing content collections. After observing the advantages and disadvantages we get to know that IR has more advantages. It is useful to all the users of library. Libraries have always been engaged in managing and developing their collection. LIS professional are always in front of new technology and they accept it and trying to develop their library services. Services like dissemination of information, access, preservation and use information and content submission and organization of information become useful which helps libraries to follow all five laws of Library science. Libraries should have to take part in Institutional Repositories. Libraries or Librarians can play vital role in building and maintain Institutional Repositories. University libraries and the librarians have to play a major role in developing successful repositories for their institution.