[Irtalk] Fwd: [EIFL-OA] EIFL webinar on embedding repositories

Hilton Gibson hilton.gibson at gmail.com
Tue Dec 9 14:59:26 SAST 2014


*Hilton Gibson*
Ubuntu Linux Systems Administrator
JS Gericke Library
Room 1025C
Stellenbosch University
Private Bag X5036
South Africa

Tel: +27 21 808 4100 | Cell: +27 84 646 4758

---------- Forwarded message ----------
From: Iryna Kuchma <iryna.kuchma at eifl.net>
Date: 9 December 2014 at 12:27
Subject: [EIFL-OA] EIFL webinar on embedding repositories
To: hilton.gibson at gmail.com
Cc: EIFL - Open Access program announcement and discussion list <
eifloa at lists.eifl.net>

  Event date: 16 Dec 2014

Embedding a repository implies that it is no longer a separate data silo,
cut off from the mainstream of the institution’s overall research
management processes.

Do you want to know more about embedding repositories into institutional
processes, systems and culture to improve access to the institution’s
research outputs and links between research output and overall expertise
and personal skills? Then join EIFL webinar to learn more about the main
strategies for embedding repositories and to discuss advantages, barriers
and good practice approaches.

Moreover, by promoting institutional repository interoperability with other
systems both at internal and external level, new ways can be found for
advancing into a more comprehensive open access implementation. The second
part of the webinar will explore how this is presently being done in
different countries and for different purposes.

William Nixon of Enlighten – the University of Glasgow’s institutional
repository, will present a good practice approach of using a repository as
a research publications database. In this embedding scenario, the
repository also becomes the central publications database, holding both
metadata records and full text/other outputs. It is linked with other
elements of the research management infrastructure; as far as metadata is
concerned, the most important elements are likely to be project and funding
data and staff and research student identity information.

Pablo de Castro, a euroCRIS Board member, will explore why and how the
interoperability of institutional repositories and Current Research
Iinformation Systems (CRIS) should be implemented in order to provide rich
contextual information (project, funding, people & organisations) to the
otherwise frequently detached information on institutional outputs
(including publications and data). See more in the COAR Repository
Observatory Third Edition on IR and CRIS: "7 things you should know
about…Institutional Repositories, CRIS Systems, and their Interoperability

*Date*: December 16

*Time*: 13:00 GMT

*Target audience*: repository managers, librarians and research

*How to register*: please register here

*How to participate*: go to http://www.instantpresenter.com/eifl93 and
enter this password: EIFL1612

All you will need is an internet-connected computer with sound (and maybe
headphones if you are in a busy room).

To check if your computer will be able to access the session successfully,
please go to: www.instantpresenter.com/systemtest
About embedding repositories into institutional processes, systems and

(Based on RSP’s practical guide to embedding research repositories into
institutional processes, systems and culture

Three scenarios below illustrate the major features of different approaches
to embedding repositories:

   - Scenario 1: embedding a repository which acts as the core research
   publications database for an institution.

   - Scenario 2: embedding a repository within a research eco-system which
   includes a Current Research Information System (CRIS).

   - Scenario 3: Using the repository functions of a CRIS itself.

While the key requirements for successful embedding in the culture and
workflows of the research community in a university apply across all the
scenarios, the challenges in terms of people, processes and technologies

The main strategies likely to support embedding are those which imply
improved access to the institution’s research outputs and links between
research output, overall expertise and personal skills. This may mean (for
example) a focus on the national research assessment exercise, increasing
research income from outside the country, or perhaps a strong emphasis on
the value of an embedded repository for engagement with businesses and the
community in joint research projects. Institutional strategies may also
indicate internal priorities (such as efficient use of ICT systems or
reducing duplication of processes) that will support embedding.

There are the following benefits of an embedded repository:

   - Improved visibility of the institution’s research outputs by
   increasing the range of channels that give access and are indexed;
   - Increased visibility may increase the institutions research income;
   - Increased opportunity for collaborative work with other institutions;
   - Increased opportunity for work with businesses and the community;
   - More effective organisation for submitting outputs for the national
   research assessment exercise;
   - A comprehensive, bibliographically managed database of research
   - A single managed workflow for making research outputs available in a
   variety of repositories;

   - Linking research projects and their outputs more efficiently;
   - Increasing the number of full text items in the repository.

When the repository fulfills the function of a central publications
database as well as the function of storing, preserving and facilitating
access to full research outputs (or linking to them, if the object is in
another open access repository) (Scenario 1), it is embedded in a number of

   - Because of its reporting and performance measurement functions it is
   connected more firmly both to researchers’ workflows and to research
   management and thereby to one of the central strategic missions of the
   - It is able to add value for researchers through the provision of
   publication information direct to their online profile pages as well as
   links to full-text;
   - It adds value to the research management and library functions through
   the provision of business intelligence about, for example, which journals a
   university’s researchers are publishing in, how that has changed and how it
   relates to the journals which are subscribed to;

   - As well as the motivation stemming from the reporting function, there
   is the motivation to see a current complete or selected bibliography
   online; this can also increase deposit of full-text in the context of
   maximising impact and citations;
   - It eliminates some duplication of effort because researchers or other
   staff do not have to add information both to a publications database and a

When the repository acts as the store for actual publications or other
research outputs, while the CRIS acts as the master database for research
management and publications information, interacting with other internal
and external systems, such as those of research funders (Scenario 2), the
CRIS provides rich contextual information for the research available in the
linked repository. Workflows are configured to minimise duplication of
entry and maximise the re-use of information. The repository focuses on
making research discoverable and available through links to researchers’
profiles, and to other repositories.

Another good practice approach is when an institution implements a CRIS
with integrated repository functions from the start or phases out its
repository when the CRIS has been modified to perform all the necessary
processes currently fulfilled by the repository (Scenario 3).

The main positive implication for the repository of being embedded is that
it will capture a greater proportion of research outputs produced by its

And most important benefits of embedded repositories for researchers
include the following:

   - Data is entered once, and can be re-used by many systems;
   - Exposure, citation and impact;
   - Dissemination of non-standard outputs or unusual media types;
   - Populating web profiles;
   - Appraisal, promotion, CVs;
   - Fulfilling funder requirements and institutional open access mandates.


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