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Institutional Repository (IR) of Babaria Institute of Pharmacy (BIP) Library using DSpace

software

ByByDr. (Mrs.) Ranjita N. DashDr. (Mrs.) Ranjita N. Dash

Librarian Babaria Institute of Pharmacy, BITS edu Campus, NH# 8,

Varnama - 391240, Vadodara – Gujarat.

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Overview of PresentationOverview of Presentation1. Introduction:

2. The Concept of Institutional Repository (IR)and Definitions:

3. DSpace (www.dspace.org):

4. Why to use DSpace?

5. Installing DSpace 1.8.2 on Window Xp/7/Vista & Prerequisite Software :

6. Institutional Repository (IR) of BIP Library:

7. DSpace Workflow Steps Description:

8. Conclusion:

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Introduction:Introduction:

A growing number of academic institutions in A growing number of academic institutions in today’s ever-changing world of technology and today’s ever-changing world of technology and information, seek to store documents in an online information, seek to store documents in an online and easily accessible digitized format. and easily accessible digitized format.

The institutional repositories are powerful systems The institutional repositories are powerful systems that allow institutions to store and maintain their that allow institutions to store and maintain their digital documents for interaction and collaboration digital documents for interaction and collaboration among users.among users.

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The Pharmacy Library has been completely automated using i-tek management suite software and has implemented RFID system for charging and discharging available documents.

The present author has taken the initiative of developing Institutional Repository of M. Pharm. theses of two streams i.e. Pharmaceutics and Pharmacology, out of the six streams offered by the Institute, using DSpace to support the long term preservation of the digital materials.

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The Concept of Institutional Repository (IR) Institutional Repository is a digital archive of the

intellectual output of an academic institution. It makes the quality and breath of scholarship produced at

an institution accessible to others world wide over the internet.

It is a set of services that an institution offers to the members of its community for the management and dissemination of digital material created by the institution and its community members.

It is most essentially an organizational commitment to the stewardship of the digital materials including long term preservation.

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Definitions An Institutional Repository (IR) is “a digital An Institutional Repository (IR) is “a digital

collection capturing and preserving the intellectual collection capturing and preserving the intellectual output of a single or multi-university community.” output of a single or multi-university community.”

It consists of formally organized and managed It consists of formally organized and managed collections of digital content generated by faculty, collections of digital content generated by faculty, staff and students at an institution. staff and students at an institution.

The content can be made available for integration The content can be made available for integration with on-campus library and course management with on-campus library and course management systems and also to colleagues and students at other systems and also to colleagues and students at other institutions, as well as to the general public. institutions, as well as to the general public.

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Contd…

Another definition of IR is that,

“it is a web-based database (repository) of scholarly material, which is institutionally defined as opposed to a subject-based repository, cumulative and perpetual (a collection of record), open and interoperable and thus collects, stores and disseminates.”

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DSpace DSpace ((http://www.dspace.org) – What is it? – What is it? Hewlett-Packard Company (HP) awarded $1.8 million to Hewlett-Packard Company (HP) awarded $1.8 million to

the Massachusetts Institute of Technology (MIT) the Massachusetts Institute of Technology (MIT) Libraries in March 2000, for an 18-month collaboration Libraries in March 2000, for an 18-month collaboration to build DSpace, a dynamic repository for the to build DSpace, a dynamic repository for the intellectual output in digital format of multi-disciplinary intellectual output in digital format of multi-disciplinary research organizations.research organizations.

HP Labs and MIT Libraries released the system HP Labs and MIT Libraries released the system worldwide on November 4, 2002, under the terms of the worldwide on November 4, 2002, under the terms of the Berkeley Standard Distribution (BSD) open source Berkeley Standard Distribution (BSD) open source license .license .

As an open source system, DSpace is now freely As an open source system, DSpace is now freely available to other institutions to run as-is, or to modify available to other institutions to run as-is, or to modify and extend as they require meeting local needs.and extend as they require meeting local needs.

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Why to use DSpace?

The reasons why to choose DSpace are;

1. DSpace is an open source technology platform which can be customized or extend its capabilities.

2. DSpace is a service model for open access and/or digital archiving for perpetual access.

3. DSpace is a platform to build an Institutional Repository and the collections are searchable and retrievable by the Web.

4. To make available institution-based scholarly material in digital formats. The collections will be open and interoperable .

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DSpace 1.8.2 – What can it do for us?DSpace 1.8.2 – What can it do for us?

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Prerequisite SoftwarePrerequisite Software Installing DSpace 1.8.2 on Window Xp/7/Vista:Installing DSpace 1.8.2 on Window Xp/7/Vista:

Java JDK 6 or later Java JDK 6 or later www.java.sun.comwww.java.sun.com

Apache-maven-3.0.4 or later (Java build tool)Apache-maven-3.0.4 or later (Java build tool) http://maven.apache.orghttp://maven.apache.org

Apache-ant-1.8.3 or later (Java build tool)Apache-ant-1.8.3 or later (Java build tool)http://ant.apache.orghttp://ant.apache.org

Relational Database-PostgreSQL or Oracle) Relational Database-PostgreSQL or Oracle) www.postgresql.org/ftpwww.postgresql.org/ftp

Servlet Engine: (Apache Tomcat 6.0.7 or Jetty )Servlet Engine: (Apache Tomcat 6.0.7 or Jetty ) http://tomcat.apache.org http://tomcat.apache.org

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Installation Steps:1. Installing Java on Window Platform2. Setting up Environment Variable for Java3. Installation check for Java, Maven and Ant 4. Installing Postgresql-9.1.3-15. Creating a Database with Postgresql 9.16. Installing Dspace-1.8.27. Update the Config File8. Create the Directory for the DSpace Installation

(e.g. C:\DSpace)9. Create an Administer Account 10. Installing Apache Tomcat 1.7

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The main page of the repository (JSPUI)

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The main page of the repository (XMLUI)

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After Installation of Prerequisite SoftwarePrerequisite Software …check the C:/ drive

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To make changes(cutomization) in DSpace home Page : i.e. layout, images etc etc...

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DSpace Home Pagehttp://localhost:8080/jspuihttp://localhost:8080/xmlui

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Institutional Repository (IR) of Institutional Repository (IR) of BIP LibraryBIP Library Our institution is a center of learning where various Our institution is a center of learning where various

research activities are going on by the faculty members, research activities are going on by the faculty members, which needs proper archival storage for future access. which needs proper archival storage for future access.

The outcome of The outcome of research, proceedings of seminars, research, proceedings of seminars, conferences, theses, dissertations, project reports etceteraconferences, theses, dissertations, project reports etcetera will be kept in institutional repositories in digital form will be kept in institutional repositories in digital form and these information resources have to be uploaded to and these information resources have to be uploaded to DSpace collection on Intranet.DSpace collection on Intranet.

Now the author uploaded theses of two branches and a Now the author uploaded theses of two branches and a few Ebooks.few Ebooks.

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Contd… Above mentioned figures are the very first pages of

DSpace that appear after the completion of installation.

Important locations are being pointed out in this figure such as, header, location bar, navigation bar and footer. From here actual work starts to publish the digitized documents.

Before uploading the documents one should create communities and collections. BIP library has created some communities and have uploaded the relevant documents.

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Log In / My DSpace

Majority of DSpace

administrative tasks must be performed centrally, using the administration user interface, part of the Web UI.

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The BIP Digital Library

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Creating Communities and Sub-Communities

Click on the Create Top Level Community button

Fill out the form as needed.

Name of the community is required; rest of the fields are optional.

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Creation of Community and Sub Creation of Community and Sub communities:communities:

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Creation of Community and Sub communities:

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Creation of Community and Sub communities:

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Creating Collections andPopulating with Digital Items

Click on the Create Collection button

next to the community name that you want the collection to

appear in.

Fill out the fields you wish to use. Many of the fields are identical to the community fields described above.

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Administer Authorization Policies

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Administer Authorization Policies

Now you can add‘epersons’ to the group by clicking on the Add EPerson to Group button.

Note that all group members‘ usernames must already have

been entered in DSpace through the E-People tool.

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Start a New Submission

Click on the Submit to This Collection button next to the collection name that you want the item to appear in.

Fill out the form as needed.

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DSpace Workflow Steps DescriptionDSpace Workflow Steps Description The DSpace submission workflow system is a critical part of The DSpace submission workflow system is a critical part of

the the DSpace architecture that allows submission, processing DSpace architecture that allows submission, processing and final addition of content to the live repository.and final addition of content to the live repository.

DSpace’s underlying model which includes DSpace’s underlying model which includes E-People, users E-People, users who have registered with the system and have certain who have registered with the system and have certain authorizations, roles, rights, and privileges that translate authorizations, roles, rights, and privileges that translate abilities to complete certain tasks within the DSpace systemabilities to complete certain tasks within the DSpace system..

A typical submission begins with the system asking the user A typical submission begins with the system asking the user a couple of questions about a couple of questions about digital document to be added in digital document to be added in the repository and number of files involved in the the repository and number of files involved in the submission. Then the system guides the user through the submission. Then the system guides the user through the different stepsdifferent steps, which are outlined in the following., which are outlined in the following.

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Submission Procedures are as below:Submission Procedures are as below:

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First Step: Describe: User enters metadata about the document (s) he/she is submitting

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Second StepSecond Step: : Upload:Upload: The user selects and The user selects and uploads the files uploads the files on the local machine that he/she on the local machine that he/she likes to upload as part of the likes to upload as part of the

submission. submission.

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Third Step: Third Step: Verify:Verify: An overview of all details of the An overview of all details of the submission is given including a summary of the entered submission is given including a summary of the entered metadata and the files involved in the submissionmetadata and the files involved in the submission

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Fourth StepFourth Step: : LicenseLicense:: The user must agree to the license the The user must agree to the license the system. Administrator has assigned to submit content for this system. Administrator has assigned to submit content for this collection.collection.

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Fifth Step: Fifth Step: Complete:Complete: The user’s actions in the submission The user’s actions in the submission process are complete. Based on the workflow steps set for the process are complete. Based on the workflow steps set for the collection, the item may immediately be added to the collection, the item may immediately be added to the collection or have to be reviewed by system administrators collection or have to be reviewed by system administrators before its addition to the collectionbefore its addition to the collection

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Last step: Last step: Disseminate: The items submitted and archived into the DSpace digital library repository can be disseminated and accessed by the users through search and browse. .

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Search result of the Thesis submittedSearch result of the Thesis submitted

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Search result of the Thesis submittedSearch result of the Thesis submitted

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New User Registration Click on “New

User" and follow the instructions

Enter your e-mail address and password in the login form

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Email sent:Email sent:

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User Registration Token Mail

After Submission, you will get an e-mail containing a special

URL or token

Visit that URL and fill out some simple information

You will be now ready to log-in to DSpace

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Administering EPeople

Registers username and other information about people you wish to

authorize – Submitters, Reviewers, Editors, Coordinators or Subscribers

Users can also get onto this list by self-registering

To register, click on the ‘Add E Person’ button

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Groups Create, Edit and Delete groups of e-persons who can be authorized for specific functions in the system.

'Anonymous' group is a 'special’ group that represents every person using the system

This group exists so that authorization policies can be specified for anonymous access ('everyone in the world can read this item').

Members of the 'Administrator' group are allowed to perform any action in the system

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Conclusion:Conclusion:

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Institutional repositories are the face index of any institute which reflects the status of its strength in the form of research productivity.

Therefore, importance should be given for the development of Institutional repositories, for which librarians need to take positive initiative to develop the scientific temper of the institution.

The DSpace is fairly powerful software. Institutions and users are getting benefited by IR, which is a successful digital preservation tool.

The work of the IR at the BIP Library is still in the primary phase. Efforts are being made to add more materials and made it accessible all over the world ,so that the users of BITS edu campus, Babaria Institute of Pharmacy will get benefited by the research output.

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Open Source Library Application SoftwareOpen Source Library Application Software

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Integrated Library Management SystemIntegrated Library Management System

1.1. KOHA KOHA

2.2. EvergreenEvergreen

Digital Library and RepositoriesDigital Library and Repositories

1.1. DspaceDspace

2.2. EprintsEprints

3.3. FedoraFedora

4.4. GreenstonGreenston

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Open Source Software in Indian LibraryOpen Source Software in Indian Library

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Greenstone (Digital Library)Greenstone (Digital Library) Dspace (Institutional Repository)Dspace (Institutional Repository) Eprints (Institutional Repository)Eprints (Institutional Repository) Koha (Library Automation and Koha (Library Automation and

Management)Management) Joomla (Content Management)Joomla (Content Management) Drupal (Content Management)Drupal (Content Management)

These are the few software which These are the few software which are playing a great rule in library are playing a great rule in library automation and managementautomation and managementNewGenLib

First Indian open source library automation and management software

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for for Your Patient Hearing. Your Patient Hearing.

Questions/Suggestions if any Questions/Suggestions if any or or

email me at email me at

ran_dash2006@yahoo.co.inran_dash2006@yahoo.co.in