Management and marketing of open access repositories

Iryna Kuchma, Open Access programme manager, EIFL

Presented at the “Open Access and Digital Libraries using DSpace Software” workshop, March 23, 2011, National University of Laos

ManagementDevelop a strategy and costing for the future

development of the repository

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(from Repository Staff and Skills Set written by Mary L. Robinson, SHERPA)

Management (2)Manage the day-to-day running of the

repository including any mediated-deposit service (if required or possible) or self-

archiving by authors

Manage the repository budget and respond to user needs in line with resources

Source funding opportunities for repository projects where appropriate

(from Repository Staff and Skills Set written by Mary L. Robinson, SHERPA)

Management (3)Coordinate and manage activities of repository

personnel and coordinate repository development with associated departments

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.

(from Repository Staff and Skills Set written by Mary L. Robinson, SHERPA)

ContentDevelop a content policy for the repository (types of materials, management, embargo,

withdrawals)

Familiarity with relevant IPR issues needed when accepting material for the repository;

to develop guidelines to ensure consistent good practice;

must be able to provide advice on relevant IPR issues

(from Repository Staff and Skills Set written by Mary L. Robinson, SHERPA)

Content (2)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(from Repository Staff and Skills Set written by Mary L. Robinson, SHERPA)

Advocacy, Training & SupportDevelop 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. webpages, guides, FAQs and

presentations

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

(from Repository Staff and Skills Set written by Mary L. Robinson, SHERPA)

Advocacy, Training & SupportAssess 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 repositoryHow to search for OA materials

Answer queries and provide advice as appropriate(from Repository Staff and Skills Set written by Mary L. Robinson, SHERPA)

Liaison (Internal)Liaise with a wide variety of departments and interest

groups (e.g. students) toIdentify high-level and longer-term institutional strategies, opportunities and needs of the institution which may be met

by the repositoryIdentify 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 serviceDevelop practical policies and procedures to ensure the

repository becomes embedded in the research processes of the institution

(from Repository Staff and Skills Set written by Mary L. Robinson, SHERPA)

Liaison (Internal) (2)Liaise with a wide variety of departments and interest

groups in particularSenior 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 IT services to maintain repository hardware and software, to achieve buy-in by IT services into

the repository; and to ensure the repository is integrated and aligned with other university systems

to deliver services(from Repository Staff and Skills Set written by Mary L. Robinson, SHERPA)

Liaison (Internal) (3)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

(from Repository Staff and Skills Set written by Mary L. Robinson, SHERPA)

Liaison (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,

ROAR, OAI, OAIster, BASE search, etc

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 organisations

(from Repository Staff and Skills Set written by Mary L. Robinson, SHERPA)

Professional DevelopmentParticipate (where appropriate) in new

developments, best practice, and relevantprojects within the repository community

Support the repository community through sharing experiences and contributing to community discussions as appropriate

(from Repository Staff and Skills Set written by Mary L. Robinson, SHERPA)

MarketingOpen repository for researchers

Long term preservation and back-upUsage statistics

Web-presences – personal profiles, actual CVs, publication lists

OpportunitiesCitations

Collaborative projectsFinancing

Marketing (2)Open repository for managers

Information management & Research managementQuality assurance: statistics, web metrics, etc

Web-presences – personal profilesMarketing

CompetitivenessPrint-on-demand

Virtual learning environment

OpportunitiesCollaborative projects

FinancingGood students

Advocacy Options Top-downExplore institutional requirement for deposit

(mandates)

Obtain supporting statements from the very highest level of the institution

Invite stakeholders to join repository steering groups to assist in exploring unique institutional challenges; influencing the strategic position of the repository

Keep the Pro-VC for research (or similar) and key committees informed of developments and

successes. This ensures the repository is embedded in the organisation

(The Digital Repositories infoKit: http://www.jiscinfonet.ac.uk/infokits/repositories/management-framework/options)

Advocacy Options Bottom-upLocate repository champions. Enthusiastic early adopters

can act as change agents, taking your messages out on a peer-to-peer basis

Demonstrate how new researchers can contribute, and gain a flying start to their careers. Repository

usage statistics can provide powerful encouragement

Engage students, especially graduates, by promoting the use of open access research material. In turn they will influence

their peers and mentors

Inform and involve support staff, ensuring they understand the importance of the repository to the

institution's strategy(The Digital Repositories infoKit: http://www.jiscinfonet.ac.uk/infokits/repositories/management-framework/options)

Advocacy Options TargetedIdentify so-called 'green' publishers -

those who allow self-archiving in any form - and then asking the academics who have published in those journals for

permission to deposit those papers in the institution's institutional repository. To check the list of publisher

copyright policies on self-archiving, visit RoMEO.

Work with departments most likely to benefit from the repository, such as:

those reviewing research management/reporting processes; subject areas with Funder Mandates;

those who's academics publish in wide range of journal publications;

subject areas with Open Access services such as PubMed Central and Arxiv

(The Digital Repositories infoKit: http://www.jiscinfonet.ac.uk/infokits/repositories/management-framework/options)

Thank you!Questions?

Iryna Kuchmairyna.kuchma[at]eifl.net; www.eifl.net

The presentation is licensed with Creative Commons Attribution 3.0 License