Integration of the Activity Research Database and the Institutional Repository at Carlos III University

of Madrid

Teresa Malo de MolinaHead Librarian

Universidad Carlos III de Madrid

Baseline

At the beginning of this project there were two separate Databases

• It is a module of the integrated It is a module of the integrated research management systemresearch management system (IAI-Universitas (IAI-Universitas XXI XXI Investigación)Investigación)

• Institutional Repository Institutional Repository (Using DSpace)(Using DSpace)

• Managed by the LibraryManaged by the Library• Activity Research Database Activity Research Database managed by the Research managed by the Research ServiceService

Baseline: Activity Research Database

Database of researchers and research at UC3MDatabase of researchers and research at UC3M

It contains research projects, articles in scientific It contains research projects, articles in scientific journals, books, book chapters, conferences, working journals, books, book chapters, conferences, working papers, theses, patents, mobility of researchers, etcpapers, theses, patents, mobility of researchers, etc..

Two ways to upload information: the researchers Two ways to upload information: the researchers themselves and the administrative secretariats of the themselves and the administrative secretariats of the

departmentsdepartments

From the information contained in the database only a From the information contained in the database only a "formal" review was done, it was not validated"formal" review was done, it was not validatedA

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Baseline: Institutional Repository

Institutional Repository of the UniversityInstitutional Repository of the University

It contains articles in scientific journals, books, book It contains articles in scientific journals, books, book chapters, conferences, working papers, theses ..., with chapters, conferences, working papers, theses ..., with

the authorization of the author and holders of the the authorization of the author and holders of the exploitation rightsexploitation rights

Two ways to upload information: the researchers Two ways to upload information: the researchers themselves and the librariansthemselves and the librarians

Librarians review all the information contained in the Librarians review all the information contained in the systemsystemIn

stitu

tiona

l Rep

osito

ryIn

stitu

tiona

l Rep

osito

ry

Some Problems Identified

Double Double entry of entry of

DataData

Review of Review of information information only in one only in one applicationapplication

Two Two applications of applications of the University the University

with with mismatched mismatched informationinformation

What have we done?

Integrated System: Activity Research Integrated System: Activity Research DataBase/Institutional RepositoryDataBase/Institutional Repository

One way SystemOne way SystemIAI E-archivoIAI E-archivo

What have we done?

• A field is added to the Activity Research Database to include the A field is added to the Activity Research Database to include the URIs generated by the Open Archive for persistent linksURIs generated by the Open Archive for persistent links

• The Activity Research Database is adapted to lock the publication The Activity Research Database is adapted to lock the publication when the library has validated itwhen the library has validated it

• The Activity Research Database is adapted to allow researchers to The Activity Research Database is adapted to allow researchers to accept the licenses and load the full text of the publicationaccept the licenses and load the full text of the publication

Integration of the two Databases

Loads informationin Research Activity

Database

Includes full text file andaccepts licenses

Library validates the publication and

locks its modification

The librarian activates publication

in the Institutional Repository

The information is completed in the

Institutional Repository

RESEARCHERRESEARCHER

LIBRARYLIBRARYWarning on the portal:

validated activityand cannot be modified

The URI from the Institutional Repository passes to the

Research Activity Database

Notifies Libraryof new activity to

be reviewed

Technical Support

Because integration requires the creation of new fields Because integration requires the creation of new fields in the Research Activity Databasein the Research Activity Database

Because developments that are made for integration Because developments that are made for integration should be maintained in future versions of the should be maintained in future versions of the

Integrated Research SystemIntegrated Research System

Because it provides technological support for the Because it provides technological support for the Institutional RepositoryInstitutional Repository

Because it has experience in integration of research Because it has experience in integration of research management systems and institutional repositories in management systems and institutional repositories in

other universitiesother universities

We have had two technological partners

Years Number of validated publications

2007-2008 6.721

2009-2010 5.185

2011-2012 4.842

2013-2014 5.646

TOTAL 21.394

First Outcomes

Validation of publications in Research Validation of publications in Research Activity DatabaseActivity Database

In July 2011 the library started to In July 2011 the library started to validate the publicationsvalidate the publications

Now, some years later…Now, some years later…

First Outcomes

Total records in the Institutional Repository (eArchivo): Total records in the Institutional Repository (eArchivo): 18.603 (2015-10-29)18.603 (2015-10-29)

(Scientific Papers, Academic Papers, Ancient Books, Institutional documentation, etc.)(Scientific Papers, Academic Papers, Ancient Books, Institutional documentation, etc.)

Scientific Papers: 11.210Scientific Papers: 11.210Records of journals published by UC3M: 2.415Records of journals published by UC3M: 2.415

Records by Year2011 95

2012 102

2013 229

2014 559

2015 615

TOTAL 1.595

First Outcomes

Records exported from the Academic Research Database (IAI)Records exported from the Academic Research Database (IAI)

Advantages for the University Community

The researchers introduced the data into a unique system: They only have to access the Research Activity Database (IAI)

Library verifies the bibliographic information included in the Research Activity Database, ensuring the reliability of data and integrates it into the Institutional Repository in the right way

So the university is prepared to meet the

requirements for open publication from funders

Publications arising from funded research must be deposited in an open access institutional repository within twelve months from the date of publication

Advantages for the university community

And as part of this integration project:Web pages are automatically created with bibliographical Web pages are automatically created with bibliographical references of the books, book chapters, articles, and conference references of the books, book chapters, articles, and conference papers published by research groups, departments, institutes and papers published by research groups, departments, institutes and individual researchers that they can link to wherever they want individual researchers that they can link to wherever they want

Information about projects in which the researchers are Information about projects in which the researchers are involvedinvolved has been transferred to their curricula vitaehas been transferred to their curricula vitae

Thank Thank you!you!

teresa.malo@uc3m.es